How to Write a Professional Resignation Letter (Templates & Examples)

Key Points to Remember

• A resignation letter formally communicates your decision to leave your current position.
• Although not always mandatory, a well-written resignation letter helps ensure a positive departure.
• Minova provides AI-powered tools to assist with various stages of your job search and career, including email templates for different situations.

Deciding to leave your job is a significant step, and you'll want to conclude your employment with professionalism and grace.

This is where a resignation letter becomes essential. It serves as an official notification of your intent to leave the company, while also providing crucial details about your departure and the transition period.

While the contents of a resignation letter are usually straightforward, composing one can still be a source of anxiety. This guide provides a step-by-step approach to writing a clear and effective resignation letter, addressing common concerns and offering templates and examples to aid you in the process.

A resignation letter is a formal document that officially informs your employer of your decision to end your employment. It typically specifies your last day of work. While many companies don't strictly require a resignation letter, consulting your employee handbook or contract is advisable to check for any relevant policies. Even if not required, submitting a formal resignation letter offers several benefits, such as:

• Providing a clear and formal record of your resignation.
• Documenting your decision for HR purposes.
• Clarifying important details like your final day.
• Expressing appreciation for the opportunity.
• Maintaining a positive relationship with your employer.

Crafting Your Resignation Letter

Writing a resignation letter is something most people only do a few times in their career, so it's understandable to feel unsure. It's crucial to remember that you should only submit your resignation letter after you've personally informed your manager of your decision to leave. The letter should not be the first notification they receive.

After informing your manager, you can then deliver the resignation letter, either by email or in person, following your conversation.

Resignation Letter Format

Use the following format as a guide when writing your own resignation letter:

1. Address Your Letter: Direct your letter to your direct supervisor or manager, as they are the person you should discuss your departure with. If sending via email, consider CC'ing your HR department to ensure they are aware and can keep the information on record.

2. Subject Line: If sending an email, use a clear subject line. Avoid vague titles; instead, use something like "Resignation Notice - [Your Name]" or "Formal Resignation - [Your Name]".

3. Include Background Details: Like a formal letter, your resignation letter should include:

   • Date of resignation
   • Your full name
   • Your job title
   • Address (optional)
   • Contact information
   • Your supervisor’s or HR representative’s name
   • Company name
   • Company address

4. Formal Salutation: Begin with a formal greeting, addressing your supervisor directly (e.g., "Dear Mr./Ms. [Last Name]").

5. State Your Resignation Clearly: In the opening paragraph, directly state that you are resigning from your position.

6. Note Your Final Day: Clearly state the exact date of your last day of employment to avoid any confusion. Refer to your employee handbook or contract for any required notice period, with two weeks being the most common.

7. Express Gratitude: Even if you didn't enjoy your job, your resignation letter is not the place to express negativity. Instead, express gratitude for any positive experiences you had during your employment.

8. Maintain Professionalism: Express your desire to stay in touch and wish the company well in the future.

9. Professional Sign-Off: Use a professional closing, such as "Sincerely," "Best regards," or "Respectfully," followed by your full name and signature.

10. Reason for Resignation (Optional): Briefly explain your reason for leaving, but keep it high-level and concise.

11. Offer Assistance (Optional): You can offer to assist with the transition process, such as training a replacement.

12. Delivery Method: Decide whether to deliver your letter in person or via email. While email is convenient, delivering it in person is often more personal.

Resignation Letter Template

Here is a template incorporating the above elements:

[Your Name]
[Your Job Title]
[Contact Information]
[Date]

[Supervisor's Name]
[Supervisor's Title]
[Company Name]
[Company Address]

Dear [Supervisor's Name],

I am writing to formally notify you of my resignation from my position as [Job Title] at [Company Name], effective [Your Last Day].

[Optional: Briefly state your reason for resigning.]

I am grateful for the opportunities I have had during my time at [Company Name]. I have learned a lot and enjoyed working with the team.

[Optional: Offer assistance with the transition.]

Thank you for your support. I wish the company continued success in the future.

Sincerely,
[Your Name]

Resignation Letter Examples

The following are examples to guide you in writing your own letter.

Formal Resignation Letter Example: A professional and concise example that is friendly but straightforward.

Simple Resignation Letter Example: A short and sweet example for those who prefer brevity.

Common Mistakes to Avoid

Keep the following in mind when writing your resignation letter:

• Timing: Do not submit your letter before speaking with your supervisor.
• Apologies: Avoid apologizing for leaving.
• Excessive Detail: Keep the letter concise and avoid lengthy explanations.
• Lack of Clarity: Ensure all essential details are included.
• Informality: Maintain a professional tone.

Final Thoughts

Your resignation letter is a formal notification and a lasting impression. Use this guide to create a letter that is both informative and appreciative, while maintaining professional relationships.

Frequently Asked Questions

How do you write a simple resignation letter?

A simple resignation letter should include your and the company’s contact information, a clear statement of resignation, your last day of employment, and a note of appreciation.

What is an example of a good resignation letter?

A good resignation letter is short, direct, and uses a professional and appreciative tone.

How do you write a good resignation notice?

Start with a professional greeting, state your resignation clearly, note your last day, express gratitude, and optionally provide a brief reason for leaving and offer assistance with the transition.

How much notice should you give before your last day when you quit a job?

Two weeks is standard, but check your employee contract or handbook for specific requirements.