Are you planning to resign from your job? Well, it’s always a good idea to write a letter of resignation to formalize your departure.
What is a letter of resignation?
A letter of resignation is a document that notifies your employer that you’re leaving your job. It can be written as an email message or printed letter and is used to formalizes the details of your departure from your current employment.
How to Write a Resignation Letter
How to start a resignation letter
When resigning from your job, it’s vital to do so professionally and gracefully. Start a resignation letter with a short and polite explanation, stating that you’re formally submitting your resignation. Explain the reasons for your intent to resign, the role you’re resigning from, offer to assist with the transition and add your contact information.
Even though the standard period for issuing resignation notice is two weeks, different companies have different policies and instructions about the last day of work. Confirm with your company the day you’ll be officially leaving.
Resignation letter format
Although the essential part of a professional letter is the content, you need to ensure you use the correct format. When writing a resignation letter, you can follow the format below.
This is your official address and should be the same as that on your business letter. Write your full name, phone number, and your email address.
This is the date that you submit your resignation letter. It should be top left right after your address.
The addressee is usually your immediate superior. Write their name, title, company, street address, city, and zip code. If you want to address the whole division or department in a company, write its name instead of the manager’s name.
Since you know the person you’re addressing, write Dear (Title) Last Name.
Indicate clearly that you’re leaving the company right from the opening sentence.
The importance of stating the last day you’ll be at work is that it enables your boss to plan ahead before you leave.
Reasons for resigning
This part is optional. But if you want to state why you’re leaving, give the reasons in a diplomatic manner and avoid negative connotations. You have to leave when you’re in good terms with your boss as a matter of courtesy and you may also want to use them as a reference in the coming days.
Some of the acceptable reasons include career change, relocation, health concerns, spending quality moments with family, among many others.
Toward the end of the letter, thank your boss for the opportunity they granted you and indicate it was a pleasure working together.
Write an appropriate closing like ‘Sincerely,’ sign, then write your name. If you’re submitting a soft copy and can’t sign digitally, type your name minus the signature.
Resignation Letter Template
When writing a resignation letter, use the template below.
[Your Street Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address][Date][Employer’s Name]
[City, State, Zip Code]Dear (Mr./Ms./Mrs./Dr./Prof) [Employer’s Last Name]First Paragraph: State that you’re resigning and include the effective date, in line with your company’s notice period.Middle Paragraph: This is where you thank your manager for the opportunity they gave you. Also, state that you’re grateful for the training, knowledge, and experience you got from there. In addition, you can state the reasons why you’re leaving if you want.
Last Paragraph: Conclude by offering to assist the company with the transition. State that you can also help with finding a replacement for your position.
[Your Full Name]
Resignation Letter Example
Formal resignation letter sample
Motown, MA 98416
firstname.lastname@example.orgApril 13, 2021Chris Stonebridge
Kinsley, VA 70584Dear Dr. Stonebridge,I am writing to let you know I am resigning from the Communications Officer position at Ecofield Limited, effective May 1, 2021.I have enjoyed working here for the last three years. I am grateful for the valuable experience and incredible lessons I learnt over this period. I would like to sincerely thank you for believing in my abilities and taking a chance with me. You have always encouraged and helped me not only in my professional career but also personal life.
I am willing to offer any help necessary for the transition and handover to my successor. I wish you and everyone at Ecofield success in your future endeavors.
Maria Dos Santos
Professional resignation letter sample
New York, NY 25056
email@example.comMay 6, 2021Elizabeth Harris
Human Resource Manager
New York, NY 25056Dear Ms. Harris,I would like to bring to your attention that I am quitting my Accountant position at Credit Bank. I will be leaving the bank officially on May 28, 2021.I am grateful that you provided me with professional development opportunities over the last seven years. I must say I have had the best tenure ever at Credit Bank. I am honored to have worked with you and the fantastic team here to achieve the bank’s objectives.
I was offered a Senior Accountant job at Facebook Inc., which I accepted. I look forward to using the knowledge and experience gained here in my next role.
If you need any assistance regarding the transition, kindly let me know. It would be my pleasure to help find a suitable person to fill this position and show them what’s expected of an Accountant at this bank. I can also help with freelance tasks until my successor reports to work.
I wish you the best of luck in your future undertakings. I will be in constant touch with you to maintain our good relationship. You can find me using my personal email at firstname.lastname@example.org.
Simple resignation letter sample
Dallas, TX 51320
email@example.comJune 6, 2021Scott Coltrane
Senior Data Analyst
Chicago, TX 01242Dear Mr. Coltrane,I have accepted an offer from Evergreen Company to be their Executive Data Analyst. I am therefore writing to notify you that I will be officially leaving my Data Analyst position on June 25, 2021.
I have enjoyed working at Goldfinch Limited for the last four years under your supervision. Many thanks for the help and guidance you accorded me ever since I came here.
Please let me know if I can be of any assistance during the transition period.Sincerely,
Short resignation letter sample
Richmond, VA 15504April 15, 2021Tommy Jones
Head of Procurement Department
Kansas City, MO 81505Dear Dr. Jones,Kindly accept my resignation from A&L Company as a Procurement Assistant. My last working day will be April 30, 2021.I would like to sincerely thank you for granting me a chance to work at such an exceptional place.
Resignation letter sample without notice
Lansing, MI 24064
firstname.lastname@example.orgMay 21, 2021Jesse Warner
White Computers Inc.
663 Streep Road
Traverse City, MI 95943Dear Mr. Warner,I am writing this letter to notify you about my resignation from White Computers Inc. as a Quality Control Officer, effective May 22, 2021.I apologize for not giving this notice two weeks in advance. Unfortunately, I have to resign immediately due to unforeseen circumstances that are beyond my control.
Kindly let me know the process I need to follow to receive my final paycheck plus the remaining benefits. I am okay with picking my paycheck from Human Resources. If that’s not possible at the moment, you can have them send it to my local address.
I would like to thank you for your professional assistance over my last five years at White Company Inc. I am truly honored to have worked with you. I gained lots of valuable experience and knowledge during my tenure.
Resignation letter with a personal reason sample
Laurel, MS 81152
email@example.comFebruary 26, 2021Martha Gomez
Chief Executive Officer
Zoomlink Real Estate Company
330 Pink Road
Ocean Springs, MS 48702Dear Ms. Gomez,Please accept this letter as my official resignation from Zoomlink Real Estate Company as a Regional Sales Manager. My final day at work will be March 31, 2021. I will be moving to Montgomery to be close to my family.Thanks for the chance to learn and immensely grow in the Sales department. It’s my hope that I find a new role with equally challenging responsibilities and high growth potential.
You have been kind, helpful, and inspiring colleagues for the last three years. I wish all of you good luck and more success in the future.
If there’s a way I can assist with the transition, I am willing to do that over the next month. I also have suggestions for a few individuals that I think can perfectly replace me. I am open to helping with the replacement process if you don’t mind.
I am hopeful we will stay in touch for business purposes. Should a chance to work together again present itself, I will be more than willing to seize it. Thanks again for your understanding.
Resignation letter with a personal reason sample
951 Joint Street
Seattle, WA 06223
firstname.lastname@example.orgJanuary 11, 2021Lawrence Cochran
Chief Operations Officer
San Francisco, CA 82042Dear Dr. Cochran,I regret to let you know that I am resigning from my Customer Experience Executive role at Uber Inc., effective January 29, 2021. Please accept my resignation. I took this decision to take care of my ailing husband.I am truly honored to have worked at Uber and gained lots of experience over the last two years. I will always look back and remember the amazing time I had here. My colleagues are the best I have ever worked with in my career.
In my last three weeks at this company, I will be working on completing all my pending projects and handover to my successor. If you need my input in the selection process and training of my replacement, I am offering to help.
I am deeply sorry for any inconvenience my action may cause to the staff and the company. When things get better on my side, and it happens, we can work together; I will be happy to come back. Otherwise, I wish all of you the best in whatever you do. Many thanks for understanding this matter.
Resignation letter with a professional reason sample
Philadelphia, PA 05453
email@example.comJuly 2, 2021Lilian Hines
Great Lakes Corporation
052 Fast Road
Pittsburg, PA 24220Dear Ms. Hines,The purpose of writing this letter is to inform you of my resignation, effective July 30, 2021. In early September, I will be starting my doctorate degree studies at the University of Nottingham in the UK. I, therefore, have to resign from my Chief Financial Officer position at Great Lakes Corporation to focus on my full-time studies.I thank you for all the opportunities you granted me at Great Lakes. I worked alongside wonderful colleagues for the last seven years and learned a lot from them. The lessons and skills obtained at this company have laid a strong foundation for the next steps in my life.
I would like to know how I can be of assistance during this three-week transition period. I will stay in touch while away. I’ll be glad if we happen to work together again in the future.
Resignation letter with a professional reason sample
San Francisco, CA 84013
firstname.lastname@example.orgMay 14, 2021Bill Smith
Founder & CEO
Smith & Co. Advocates
Los Angeles, CA 81620Dear Prof. Smith,I am writing to inform you I will be officially leaving Smith & Co. Advocates two weeks from now.This was a tough decision for me to make. The last seven years at this firm have been the best ever in my career. I enjoyed every moment here. The major cases we won gave me reassurance that I can achieve anything I want if I put in the required effort. I learned the nitty-gritty of law and how legal work should be done. This experience will help me greatly in my next role.
I have accepted a Senior Legal Advisor position at Microsoft Inc. This new role presents a new set of challenges that will enable me to grow professionally.
I wish this firm the best of luck. I will be delighted if our paths cross once more someday.