How to Write a Professional Resignation Letter: Example and Writing Tips

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What is a Resignation Letter?

A resignation letter is a formal document that an employee submits to their employer to inform them that they’re leaving their job. In the letter, the employee typically states the reason for their resignation, the date when their resignation will be effective, and any other relevant information. The letter is meant to provide a clear and professional record of the employee's intention to leave the company, and to ensure a smooth transition.

Depending on the personnel's contract or the rules that apply in the company, there may be a resignation notice period to respect. This notice typically provides the employer with a specific date when the resignation will be effective, and allows the employer time to prepare for the employee's departure and to find a replacement if necessary. Giving an advance notice is a professional and courteous way for an employee to let their employer know that they’re leaving, and can help to maintain good relations between them.

What to Include in a Job Resignation Letter?

If you’re planning to leave your job, the first step is to write a professional resignation letter. A well-written resignation letter allows you to maintain a positive relationship with your employer, even after you have left the job. It also helps ensure that all of the appropriate details are handled in an organized way. Here are some tips for writing a professional resignation letter:

  • Start by stating your intention to resign, including the date when your resignation will be effective. This should be the first thing that you mention in your letter, as it’s the most important information for your employer.
  • Keep the tone of your letter professional and polite. Even if you’re leaving the company under difficult circumstances, it’s important to maintain a professional tone in your letter.
  • Explain the reason for your resignation, if you feel comfortable doing so. You don't have to go into detail, but it can be helpful to give your employer some context for your decision to leave.
  • Express gratitude for the opportunities that the company has provided you. Even if you’re leaving on less than ideal terms, it’s important to acknowledge the value of your time with the company.
  • Offer to help with the transition. Let your employer know that you’re willing to assist with the transition in any way that you can.
  • End the letter on a positive note. Thank your employer for the opportunity to work with them, and wish the company success in the future.

You May Also be Interested in Our Sample Letter to accept a job offer

Do You Need to Quit Your Job? Here are some Templates for Resignation Letters

A Simple and Effective Letter of Resignation with Advance Notice

Dear Ms. Doe,

I am writing to formally notify you that I am resigning from my position as Head Technical Officer with ABCD Company.

My final working day be July 14, as set out under the terms of my employment contract.

I appreciate the opportunities I have been given at ABCD and your professional guidance and support. I wish you and the company success in the future.

Yours sincerely

Margeret ANON

Resigning for a New Opportunity

Dear [Employer],

I am writing to inform you that I have accepted a new professional opportunity and will be resigning from my position as [Position] at [Company]. My last day will be [Date].

I have truly appreciated the time I have spent at [Company], and I am grateful for the opportunities and experiences that I have had here. However, I am excited about this new opportunity and the challenges and growth it will provide.

I want to thank you for the support and guidance that you have provided me during my time at [Company]. I have learned a great deal and have grown both personally and professionally as a result of my time here.

Please let me know what I can do to assist with the transition. I am happy to help in any way that I can.

I wish the company continued success in the future.


[Your Name]

Resigning for Job That's Not a Good Fit

Dear [Employer],

It is with a heavy heart that I write this letter to inform you of my resignation from my current role.

Although I was initially excited to join the team, I now find myself in a situation where this role is no longer a good fit for me and that it has become increasingly apparent in recent weeks.

I am grateful for all the experience and knowledge I have gained over the past months, but feel like it's time for me to move on. Once again, thank you for giving me this opportunity and your continued support over the months.

Please let me know what I can do to assist with the transition. I am happy to help in any way that I can.


[Your Name]

Resignation Letter (With Thanks to Employer)

Dear [Employer Name],

This letter is my formal notice of resignation from my position as [position title] at [company name]. My last day will be [date]. I thank you for providing me with this valuable experience and for offering me such wonderful opportunities during my tenure at this company.

During my time here, I have gained invaluable skills and knowledge that will continue to benefit me throughout my career. I would be more than happy to assist with any transitioning needs during my remaining time here — please let me know if there is anything I can do.

Thank you again for all of your support over these past few years — it has been greatly appreciated.


[Your Name]

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