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December 19, 2022

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How to Write a Resignation Letter - Format and Samples

Whatever your reason for leaving, writing a letter of resignation can help you maintain a polite and friendly relationship with the organization, a good resignation letter explains your intention to leave professionally and briefly, thanks your employer, and offers assistance in transitioning to a new hire. This article explains how to write a resignation letter, what to include, and how many letters you should give. We can provide resignation letter illustrations and a template to assist you in writing your own.

What Exactly Is a Resignation?

A resignation is an act of leaving one's job. A resignation letter expresses your desire to quit your current employer.

Why Should You Write a Resignation Letter?

As a professional courtesy, you should write a letter of resignation when leaving a job. This expert resignation letter informs your present job that you will leave.

It also notifies the manager that a substitute will be required to assume the duties and responsibilities of the job. When resigning for a new position, do not give your employer short notice; instead, be professional.

How to Write a Letter of Resignation

It should go without stating that you cannot simply write, "I am resigning. Bye." There is a formal format to follow when writing a resignation letter, but it is less demanding than you might think.

You don't need to write much or go into great detail; inform your boss that you intend to step down, add a few main points, and then politely wrap it up. Keep your letter of resignation to one page and include the following information:

  • a declaration that you intend to leave your job
  • the title of your official position on the team
  • the date of your last day of work
  • appreciation to your employer for appointing you
  • a high point of your stay (optional)
  • a proposal to train your substitute
  • best wishes for the company's future
  • Your contact information

A Greeting

You will almost be required to submit your resignation letter to your immediate supervisor. You may also address it to your team or organization. For business letters, you can employ "Dear Morgan" or "Dear Ms. Keynes."

Your Plans and Departure Date

Your motivation to resign and the date you anticipate leaving should be stated in your resignation letter. The prior notice period is two weeks; depending on your circumstances, you may wish to leave immediately or give more notice.

Mention your present position and the company's name. You can also include information about any outstanding projects or payouts you need to complete before leaving the organization.

Thank You For The Opportunity, Your Employer

It's always a good idea to express gratitude for the work opportunity. It exudes elegance and professionalism. You can discuss positive relationships and things you learned and enjoyed while working. Even if you despise your job, it is still appropriate to express gratitude.

You may need your director as a reference. Maintain good relations even if the only reason is a reference. Successful organizations check references from previous managers. A glowing suggestion from a former boss could help.

Show your appreciation

Take some time to reflect on your contributions to your workplace.

Tell your soon-to-be ex-employer what you've learned, what you value the most, or who had an extraordinary impact on your moment there. Keeping this paragraph as upbeat as possible is critical because leaving your workplace on a good note will make the transition easier. 

You could also include your following work location. There are times when this is appropriate and times when it is not. 

For example, informing your former employer if you are changing companies to pursue a passion or returning to school is perfectly acceptable. However, if you're switching to the competition, including this information might not be suitable.

The reason(s) for your departure

Although you should give your employer a reasonable explanation for your departure, you do not need to include personal information in your resignation letter. Maintain a professional and civil tone.

Optional: Main tasks

If it applies to you, you can use the following paragraph to outline your essential duties and uncompleted projects.

This will significantly benefit your former employer and facilitate the transition. This section, however, is optional, so only include it if it makes sense. Your former employer will be pleased if you can be very precise in this section.

Optional: Personal contact information 

Before signing, you can include your personal contact information, such as an email address or phone number, in the final paragraph. 

This is entirely optional, and you should only include them if you intend to stay in contact with your boss or use him or her as an asset. You will be the best judge of whether or not it is an excellent addition.


Finally, sign your name. If you submit it on paper, sign it by hand and include your typed name. Signing with your typed name should suffice if you submit it via email.

Resignation letter sample

Here are some job resignation letter examples, guided by a free template to help you write your own:

A straightforward resignation letter

Here's an illustration of a short letter of resignation:

John George

Assistant  Director

XYZ Properties, Inc.

New Plymouth Street

06554 Okla


Greetings, Manny

On June 30, I will leave as assistant manager at XYZ Properties Limited.

I appreciate the opportunities for professional development that you have provided during my time at XYZProperties Limited. Thank you for your words of encouragement and assistance.

Please let me know how I can help you during this period of change. I wish you and your company all the best.


John George 


When considering the writing of a resignation letter, consider the following. The correct method to resign is to write a letter, print it, sign it, and hand it over to the relevant person.

If your department of human resources has resigning guidelines, follow them.

Best wishes in your new role.