How to write a resignation letter

by Michael Cheary

Whatever your reason for leaving a job, there is a right way and a wrong way to resign…

Leaving with grace speaks volumes about your character and shows potential employers you’re able to handle sensitive situations professionally. It’s a key part of maintaining a good relationship with your former employer, which can be useful for future references.

If you’re thinking of moving on and aren’t sure how to resign, don’t panic. This guide will walk you through everything you need to know about writing a formal resignation letter, from what to include to getting the tone just right.

What is a resignation letter?

A resignation letter is a formal document that you give to your employer to announce your intention to leave your job. It serves as an official notice and provides a written record of your departure.

This letter confirms the end date of your employment and helps ensure a smooth transition for both you and your company. It’s a standard professional courtesy and a crucial step in leaving your position on good terms.

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How to write a resignation letter

Writing a notice letter doesn’t have to be complicated. Even if you want to keep it brief, there are some essential pieces of information you need to include.

What to include in a letter of professional resignation

Here’s a quick checklist of the must-have elements for your letter:

• Your name and contact details: Include your full name, address, email, and phone number.
• The date: The date you are submitting the letter.
• Recipient’s details: Address the letter to the appropriate person, such as your line manager or HR manager, including their name and title.
• A clear statement of resignation: State your intention to resign from your position and mention your job title.
• Your final day of work: Clearly state your last day of employment, according to your notice period.
• A brief thank you: Express gratitude for the opportunity and your time at the company.
• Offer of assistance: Mention your willingness to help with the handover process.
• Your signature: End with your signature above your typed name.

For a ready-to-use structure, check out our resignation letter templates.

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Resignation letter format

Although every situation will be different, getting your demission letter format right should always follow a few simple rules. Your letter should be a typed document that:

• Follows the conventions of a standard business letter.
• Includes clear paragraphs to outline each point.
• Is addressed to the correct person.
• Shows the date clearly.
• Is kept to one page or less.

Resignation letter tone

If your relationship with your employer has been strained, you might be tempted to be blunt when handing in your notice. But approach with caution.

Thanking your employer for the opportunities they’ve given you and offering your best wishes for the future is a great way to show you’re gracious and polite, no matter the circumstances.

Something as simple as: ‘I would like to thank you for the opportunities given to me over the last two years, and wish you and the company all the best for the future’ will send the right message.

Always aim to keep it short and to the point. This is a formal letter of resignation, not a long goodbye email.

Reasons for leaving a job

You aren’t obligated to include your reasons for leaving in your letter. However, if you think it’ll be constructive, they might be worth mentioning. Just make sure you focus on the positives.

For example, possible reasons for leaving a job could include: ‘I am moving on to a new position to develop my skills’ or ‘I am seeking a new challenge’.

Remember: under no circumstances should your resignation letter become a tirade against your employer. Whatever your feelings, you must remain professional. If you want to voice grievances, bring them up in your exit interview, not in your notice letter. Getting personal will only risk your reputation.

The handover process

Your resignation letter is also a great way to tie up any loose ends. This will make your exit from the business as stress-free as possible.

Mentioning your commitment to a smooth transition shows your professionalism. For example, if you’re in the middle of a project, you can state your intention to document your progress to help the person taking over. Offering to help with the handover demonstrates your dedication, right up to your last day.

If you’re leaving on good terms, you could also provide your contact information for any urgent questions after you’ve left.

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Sample of a resignation letter

Need to see what it all looks like together? While we have a full range of resignation letter templates available, here is a simple sample you can use as a guide:

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Frequently asked questions

Still have questions? Here are answers to some common queries about writing a resignation letter.

How should I write a retirement letter?

Writing a retirement letter follows a similar format to a standard resignation letter but with a different focus. You should state your intention to retire and your planned retirement date. It’s also a nice touch to express your gratitude for your career at the company and offer to help train your replacement.

Can I email my resignation letter?

Yes, you can email your resignation letter. It’s becoming increasingly common, especially in remote working environments. Ensure your subject line is clear (e.g., ‘Resignation – [Your Name]’) and paste the letter content directly into the email body rather than as an attachment.

Who should I address my resignation letter to?

You should address your resignation letter to your direct manager or supervisor. It’s also a good idea to send a copy to the Human Resources (HR) department to ensure it’s officially recorded.

What should I avoid in a resignation letter?

Avoid any negativity, complaints, or criticism about the company, your colleagues, or your manager. Don’t go into excessive detail about your new job or reasons for leaving. Keep it professional, positive, and concise to leave a lasting good impression.

Final thoughts on resignation letters

Before writing your letter, always check your employment contract for your required notice period.

It’s also important to remember that your employer can ask you to leave on the day you resign, a practice known as garden leave. If you don’t have another position guaranteed, think seriously before handing in your notice.

Finally, always avoid slang or anything that could be considered rude. Recruitment can be a very small world, and you don’t want a lack of tact to cost you a great opportunity in the future.

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