Resignation Letter Sample: A Guide to Professional Farewell

A good resignation letter should clearly and honestly state the reason for resignation. However small your reason might be, it is wise to tell them the honest reason for your resignation. Generally, people might resign for similar reasons. Firstly, they have found a better job financially. Some people have found an easier job with the same salary. Others may find a better position with another employer. Although it’s a rare case, some people might set up their own business (self-employed). If you honestly state one of the reasons above in your letter of resignation, it is guaranteed that nobody will get hurt. Please make sure there are no words that can be misinterpreted in your resignation letter.

Steps on How to Write

Here are the steps on how to write a resignation letter:

1. Header:
At the top of the page, include your name, address, phone number, and email address. Below this, add the date.

2. Recipient Information:
Below the date, include the name and title of your immediate supervisor or manager, the name of the company, and the company’s address.

3. Salutation:
Start your letter with a professional salutation.  Use their title and last name (e.g., “Dear Mr./Ms. [Last Name]”).

4. Opening Paragraph:
Begin your letter by stating your intention to resign from your position. Keep it concise and to the point. Mention the position you are resigning from and the date of your last working day.

5. Middle Paragraph (Optional):
In this paragraph, you can express your gratitude to the company and your colleagues for the opportunities and experiences you have had during your time there.

6. Closing Paragraph:
Conclude your letter on a positive note by expressing your willingness to assist with the transition.

7. Closing:
End your letter with a professional closing, such as “Sincerely,” “Best regards,” or “Yours faithfully.” Then, sign your name below the closing.

8. Proofread and edit:
Before sending your resignation letter, carefully proofread it for any grammatical errors or typos. Ensure that the tone is professional and respectful throughout the letter.

9. Delivery:
Once you are satisfied with the content of your resignation letter, you can deliver it to your supervisor or manager. If possible, it is best to hand-deliver the letter and have a brief discussion about your resignation.

10. Follow-Up:
After submitting your resignation letter, be prepared for a discussion with your employer regarding your departure. Stay professional and open to feedback during this conversation.

What To Write in Resignation Letter

Write a notice that we are going to resign from our job two weeks or more in advance. If possible, state the reason or reasons for your resignation. See two notice examples below. They are highlighted in aquamarine.

Show our gratitude for being employed there and for being supported and guided. The gratitude sample is highlighted in green.

Offer our help to make the handover process smooth. The offer is highlighted in yellow.

Resignation Letter Template/Format