How to Write a Resignation Letter?

How to write a resignation letter with examples and tips

On the way to leave your company? First, learn how to write a resignation letter. It is an official breakup note that hurts both employees and employers alike. In other words, it is a formal goodbye to the company.

Sometimes, employees write a resignation letter in an awful way that leaves a negative impact on the employer. As a result, their professional image gets damaged even though they had a great time in the company.

So, to ensure you deliver your resignation letter correctly, we have provided excellent resignation letter examples and a step-by-step guide.

What is a Resignation Letter?

A job resignation letter is a one-page official document submitted to an employer. This letter is written to announce your departure from the company.

There could be a lot of reasons for leaving the job. This includes relocating to a new place, getting a better opportunity, shifting to another field, or wanting to continue your studies.

How to submit resignation letters for onsite and remote employee

If you are doing an on-site job, submit your employee resignation letter through email and confirm it in person. On the other hand, if working remotely, email your resignation letter and confirm it by calling the company’s official number.

Why Write a Great Resignation Letter?

Writing a great resignation letter could benefit you in different ways, which include:

  • It will help you make a lasting impression on employers even if your work experience is bad.
  • If you attract the employer with a good resignation letter, they may recommend you to other leading companies.
  • An effective resignation letter can also trigger the employer to offer you an experience letter with good remarks alongside a letter of appreciation.
  • A professional resignation letter also shows you are professional and serious about your career growth. This will ultimately save your reputation and image in front of the company.

A Perfect Format for a Resignation Letter

While knowing how to write a resignation letter, it is preferred to follow a standard format such as Times New Roman, Calibir, or Arial with an 11 or 12 font size. Margin the whole document 1 inch from all sides, and the text should be single-spaced.

After reviewing these formatting tips, let’s look at the sequential flow of elements of an impressive resignation letter. You can even follow the same pattern for the resignation email format.

Sequence noA sequential flow of elements to include
1Your name
2Date when resignation letter has been submitted
3Recipient details
4Resignation statement
5Mention the last day of work
6Gratitude (optional)
7Transition offer
8Closing

Letter of Resignation Template

We have created a professional resignation letter template based on the format above. You can download and customize it according to your needs. The template follows a standard format with a clear, concise, and easy-to-read structure.

2 weeks notice template

How to Write a Letter of Resignation?

Below is a step-by-step process for how to write a resignation letter. Whether you want an Immediateresignationletter or a 2 weekresignationletter, sticking with these steps will make the job transition more smoother.

Step 1: Add Personal/Employer Information and Date

Start the resignation letter with your name and the subject (resignation letter) at the top. Following that, mention the date, employer’s name, designation, company name, and address.

DIANE DAVIS

Resignation Letter

January 5, 2025

Carly Ferris

Department Head

Salem Court Industries

408 Byers Lane Sacramento, CA 94260

+246-810-1214

Step 2: Add a Salutation

Use greeting words such as “Dear” or “Mr.” and then mention the name of the person you are writing the resignation letter to.

To Ms. Ferris:

Step 3: Clearly State your Intention to Leave

Write about your intention to leave the company in the opening paragraph of the formal resignation letter. Don’t use a casual tone or words that make it a joke, but follow a clear and professional tone that seems serious.

Kindly accept this letter as my formal resignation as a staff member of Salem Court Industries.

Step 4: Provide the Date of Your Last Working Day

After stating your intention to leave, tell the employer when you will leave the company. There is likely a notice period of two weeks, so put the date after the two weeks from the day you submit the letter of resignation.

My last day is expected to be on January 19, 2025, two weeks from today.

Step 5: Speak About the Experience you Gain Within the Company

When learning how to write a resignation letter, always try to be grateful to the company for the post in which you worked. Also, state that you have learned a lot within your organization and that learning will help you in future growth.

I am incredibly grateful for the opportunities that I have been given in this post. I value the insights that I have learned, and I expect them to help me in my future endeavors.

Step 6: Use Thankful Words

Write thankful words to the company for their supportive nature throughout the working experience. Moreover, you can also mention that you have enjoyed working with a professional team.

I would also like to thank you for being supportive of my professional growth. I have enjoyed working with you and the rest of the team.

Step 7: Offer Your Help in Transition

The ending of resignation letter would highlight your helping nature by asking the company how you could help them with a replacement. For that purpose, you can offer your service to train the new employee who will replace you. You can even recommend an experienced candidate as your replacement.

Let me know how I can help in making the transition of responsibilities as seamless as possible for everyone involved. Thank you.

Step 8: Sign off

As in a cover letter, you end with a professional sign-off. Do the same to close your employee resignation letter. Use words such as “best regards,” “well wished,” or “sincerely,” etc.

Best wishes,

Your Signature

Herman Adelphi

Step 9: Proofread and Submit

Reread the job resignation letter and look for any sentence with a negative impact, typos, or grammatical mistakes. Correct those errors and submit your letter to the employer.

Resignation Letter Tips

  • Create a copy of your formal resignation letter for your personal record.
  • Check for company policy regarding resignation letters and follow it while delivering.
  • Providing a reason for leaving is optional, so avoid it if you are uncomfortable with it.
  • Avoid putting any negative remarks in your letter for resignation.

Resignation letter sample

Planning your resignation? Follow this simple resignation letter sample to format your own professional letter.

William Smith

Resignation Letter

2 January 2025

Emily Watson

Marketing Supervisor

Marketech Innovation

13th Street. 47 W, NewYork NY, USA

+1-212-456-7890

Dear Emily Watson

Kindly accept my letter of resignation for the post of senior content writer at Marketech Innovation, w.e.f 16 January 2025, two weeks from now. 

I am very grateful for the opportunity you have provided me in this company. This position helped me grow in the digital market and learn innovative techniques to grow businesses. I am sure that these skills will help me achieve my future goals.

I would also love to say thanks to you for being humble, polite, and supportive throughout my experience. I will remember the great time I had with all the other company staff and colleagues.

Let me know if I can help you with my position replacement. I would be there to train the replacement employee, if available. I am also attaching my personal contact information in the letter to stay in touch in case of any problems.

Best regards

William Smith

Are you Having Trouble Writing a Professional Resignation Letter?

Many employees often fear writing a good resignation letter. According to them, they are stuck with clearly stating their intention of leaving. Furthermore, they also puzzle over how to express gratitude while maintaining a professional tone.

Don’t worry; we have a solution to all these problems. Contact our expert resignation letter writers now. These professional writers will craft a letter that will maintain your professional image in front of the company.

Final Thoughts

Simple steps with resignation letter examples will help you understand how to write a letter. We have also delivered a pre-made template to make the resignation letter writing process easier. You can customize it according to the given guidelines. Lastly, don’t forget to follow resignation letter tips to avoid any kind of mistakes and make your letter more impactful.

FAQs

A resignation letter should include:

  • A clear salutation such as “Dear Bruce,”
  • Intention and departure date.
  • Reason for leaving the organization.
  • A heartfelt thanks.
  • Signoff.

Unlike a cover letter, a resignation letter is short and brief. It consists of 3 to 4 short paragraphs with a word count expected between 150 to 200 words.

Besides legal implications, leaving an organization without a resignation letter could result in losing benefits such as unused vacation days or severance pay. Moreover, you may not get an experience letter, which can affect your future job references.

A pre-made resignation template would help you save time writing a letter of resignation. Furthermore, these templates are error-free and follow a standard format, so following them would not be a hassle.

Negatively expressing your thoughts about the company, colleagues, or another person would irritate the employer. Also, adding too much detail or failing to show gratitude could have a negative impact on the employer.
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