How to Write a Resignation Letter (With Samples) 

Starting with the basics, a letter of resignation is a letter you provide to your employer to inform them of your intention to end your employment. A resignation letter is an official document and is required by most employers typically after you have indicated your decision to leave either in person or via e-mail. 

Resignation letters are important for both employees and employers. For employers, resignation letters provide proof you left your employment properly. For employees, resignation letters allow you to provide insight as to why you chose to leave and allow you to maintain a positive relationship with your employer after you leave. Additionally, providing a letter of resignation indicates you are a responsible employee and can help you to leave on good terms, protecting your reputation if you are remaining in the same industry. 

Be sure to keep these tips in mind when drafting your resignation letter:

Tone of Voice

Keep in mind that your letter of resignation is a formal document and may be shared with different people in the organization. While you may have had a friendly-natured relationship with your manager, it is important to maintain a professional tone throughout your correspondence. 

Your professional reputation 

While you may feel tempted to tell your manager how you felt about your job, doing so may harm your future job prospects. Remaining professional in your letter and providing a thank you can help you leave on good terms and may even earn you a reference for your future job endeavours.

Length of the Letter

When in doubt, short and sweet is always the way to go with professional correspondence. There is no need to go into detail as to why you decided to resign or to share your lengthy opinion on the role you are leaving. If you feel the need to share a more lengthy explanation, perhaps consider a meeting or phone call with your manager. 

It's important to remember that sending a resignation letter is typically done after your correspondence with your manager in person, if not via email or phone call. The purpose of a resignation letter is to provide proof of your intent to leave your job, not to introduce the idea.

Once you have informed your manager of your anticipated departure, you can get to work drafting your letter of resignation. 

Here’s what you should include:

Current Date
Company Address 
Manager Name and Position 
Resignation Date and Last Day of Work
Reason for Resignation 
Thank You & Closing Remarks

1. Address, Date & Information

As a guideline, follow traditional business letter format when drafting your resignation letter. If you are sending the letter via email, this is not as important and you can skip to the introduction. Begin your letter by including the date it was written as well as your address information. 

2. Introduction

The next part of your resignation letter should include a clear, concise statement outline your intent to resign, your position, as well as the date on which will be your last day of work. Be sure to check your company policy on how much notice you must provide when resigning and tailor your letter accordingly. 

3. Reason for Resignation (Optional) 

While it is not required to provide a reason as to why you are resigning, doing so can provide your employer with clarity as to why you are leaving. Check out the samples below for situation-specific examples. 

4. Thank You and Closing Remarks

While you are also not required to thank your employer, maintaining positive working relationships can benefit your future career. From recommendations to references, keeping a positive reputation in the company can pay off. Additionally, offering your support as they transition someone new into your role can ease the process and earn you extra points before your departure. 

Example 

September 28th, 2021

The process of resigning from a job can be daunting and uncomfortable for some but following these tips can help smooth the process and save your professional relationships. Career changes are a part of natural progression and with the help of a great resignation letter, your previous employer will be eager to help you along the way.