How to Write a Resignation Letter? Format & Samples

Even though a significant number of employees resign from their jobs each month, informing your boss about your decision to leave the company is always a challenging conversation. Crafting a respectful resignation letter can transform this moment into an opportunity for maintaining a positive professional connection in the long run.

But how do you go about writing a good resignation letter? What elements should you include, and which ones should you avoid? In this article, we look into the essential components of a well-crafted resignation letter.

What is a Resignation Letter?

A resignation letter is a formal communication addressed to your employer, telling them of your decision to resign from your current role. This document can be submitted either electronically via email or in printed format.

Its primary purpose is to officially announce your departure from the company and provide necessary details, such as your last day of work and any pertinent information regarding your exit process. It is customary to hand in your resignation letter at least 2 weeks before your date of intended departure.

Writing a professional resignation letter involves keeping the content concise and relevant. Avoid focusing on the benefits of your next role and instead express your gratitude for the opportunities that you were offered and the experiences you gained during your tenure with the company. The letter should convey appreciation, professionalism, and a willingness to assist in the transition process. Keeping the letter brief and focused on pertinent details ensures effective communication of your resignation.

Why is a Resignation Letter Important?

Leaving a job is one of those pivotal moments in your career. You may be heading for another opportunity, looking for personal growth, or it will be a life change. Still, how you leave will have lasting implications for your professional reputation. Ironically, although quitting may seem pretty clear-cut, one of the most important elements of resigning professionally and with honour involves a well-written resignation letter.

A resignation letter is more than just a mere formality; it’s the formal declaration of your decision to leave the present job and plays a very important role in establishing a smooth transition for yourself and your employer. It’s an official letter that will be communicated with your employer that you are resigning from work, when you will do so, and, more importantly, what the circumstances are surrounding that leaving. A well-written resignation letter in the proper format ensures professional and straightforward communication.

Reasons for Writing A Resignation Letter

Here are a few reasons that might motivate an employee to write a resignation letter:

• Better Career Opportunities: Employees may leave their previous job if offered another company that will provide them with more opportunities for career growth, higher compensation, or maybe even better align with their long-term professional goals.
• Job Dissatisfaction: They resign by letter when dissatisfied with the nature of their job. It might also be attributed to a feeling that one’s work is too monotonous, not challenging enough, or not interest-related or skill-based.
• Personal Reasons: Naturally, situations will change, and an employee might have to leave for personal reasons. This can also mean commitments with their family, like taking care of an ill family member, raising children, or transferring to a distant city or abroad for personal reasons. Health issues are another accepted cause of resignation at work.
• Lack of Work-Life Balance: This would make work-life integration impossible in the fast-paced working life of today, and thus, with an inability to balance work and personal life, a case of burnout would appear in the present and future work culture. Long hours, constant emails, or a high-pressure work environment can overwhelm employees.
• No Career Opportunities or Advancement: Employees leave as they do not feel that there is any scope for career opportunities in the current work position.
• Lack of Fair Compensation or Benefits: When employees find that their salary or compensation package is not commensurate with the amounts allocated, let alone the market rate. They may leave the organisation.
• Change of Career Direction: Sometimes an employee may resign with the view that the new career will be a whole new career path. This can be due to change of interest or for higher education, entrepreneurship, and many more.
• Retirement: Retirement may be a suitable reason for leaving employees getting close to retiring. This often comes as planning; workers pen resignation letters that will be formally submitted as an official declaration of retirement and exit from the labour force.
• Job Security/Company Layoff: Employees may even resign if they have no idea what is in store for the company in the future, whether it is financial issues or downsizing, mergers, etc.
• Moving or Relocation: An employee may be transferred due to a personal or family decision. A long distance commuting logistically becomes unmanageable if it is to another city in a state or even another country altogether, such that the employee can no longer commute remotely; hence, he/she has no other option but to resign.

What To Include in a Resignation Letter

When composing your resignation letter, keep it simple and concise. There are three essential components to include:

Resignation and Last Day: Begin by clearly stating your resignation from the position and specifying your last working day. There’s no need to elaborate on reasons for leaving at this stage.

Example:

“Dear [Name of the Supervisor],

I am writing this letter to formally resign from my position as [Your Job Title] at [Company Name]. My last day of employment will be [Last Working Day], two weeks from today.”

Expression of Gratitude: Show your appreciation for all the opportunities and experiences you gained during your tenure with the company. Highlight key aspects of your role or achievements and don’t forget to express your gratitude for the chance to contribute.

Example:

“I want to express my sincere gratitude for the opportunities and experiences I have had during my time at [Company Name]. I have enjoyed collaborating with the team and have learned valuable skills, particularly in [mention specific areas].”

Offer of Assistance in Transition: Express your willingness to help out in the transitionary phase to ensure an easy handover of responsibilities. While you don’t need to provide extensive details, offer support in wrapping up your duties and training replacements, if necessary.

Example:

“During the remaining two weeks, I am committed to completing my outstanding tasks and providing any necessary support for a seamless transition. Please feel free to reach out if there are any specific areas where I can be of assistance.”

Professional Conclusion: End the letter/mail with a professional farewell, expressing your best wishes for the company’s future success and leaving the door open for future communication.

Example:

“I wish the company continued success, and I look forward to staying in touch. Please don’t hesitate to contact me if you need anything in the future.

Sincerely,

[Your Name]”

Resignation Letter Format

If you are in a fix and don’t know what to mention in a professional resignation letter, we have drafted a basic template for your convenience. You can alter the details as per your liking.

Download Resignation Letter in Different Format

Resignation Letter Samples 

With the basic template in your hands now, you can now explore some specific situations regarding your resignation. 

Sample1: Immediate Resignation Letter

Sample2: Resignation Letter for Personal Reasons

Sample3: Resignation Letter for Career Growth

Sample4: Resignation Letter Over Commute Time 

Sample5: Resignation Letter with an Advance Notice 

Resignation Letter for an Unfit Role

Resignation Letter for New Job Opportunity

Resignation Letter for Personal Health Issue

Resignation Letter for Job Dissatisfaction

Resignation Letter for Unfair Treatment

Resignation Letter for Pursuing Education

What Should You Avoid in a Resignation Letter

When crafting your resignation letter, it’s important to avoid including certain elements that may be inappropriate or unprofessional. Here’s what not to include:

• Details about why you’re leaving: Your resignation letter is not the appropriate venue to delve into the specific reasons for your departure. Keep the focus on the formal notification of your resignation and maintain a positive tone.
• Details about where you’re going: Similarly, avoid discussing the specifics of your future employment or destination in your resignation letter. This information is generally considered private and is not relevant to the purpose of the letter.
• Complaints about the company, its employees, or its practices: It’s essential to maintain professionalism and avoid talking about any complaints or grievances in your resignation letter. Even if you have legitimate concerns, expressing them in this context is not appropriate and could damage your professional reputation.
• Step-by-step instructions on how to cover your job duties in your absence: While it’s important to offer assistance with the transition process, providing detailed instructions on how to cover your job duties is not necessary in your resignation letter. Focus instead on expressing your willingness to help and collaborate during the transition period.
• Rambling: Keep your resignation letter concise and to the point. Avoid unnecessary elaboration or rambling, as this can derail the tonality of your message and take away from the clarity and professionalism of your message.

FAQs about Resignation Letter