How To Write a Resignation Letter | 6 Resignation Letter Samples  

So, it’s finally time to say goodbye! But you don’t know how to write a resignation letter? This is always a difficult question. Especially when you have been working for a long time in a company and have not had the opportunity to resign.

Don’t worry; in this article, I will show you exactly how to write a resignation letter step by step. So, you can easily write one yourself.

Before, we deep dive into the format, let us first understand a few concepts.

how to write a resignation letter

What is a Resignation Letter?

A resignation letter informs your employer that you will be leaving your position. It can be written as a printed letter or an email message, and it formalizes your leave from your current job.

The letter contains information about your departure from your present job, such as written notification and evidence of your last day of work.

Why Should You Write a Resignation Letter?

Whether you work in a hospital or a coffee shop, you should prepare a resignation letter because it is the professional thing to do. 

A resignation letter informs your supervisor that you are leaving the company and that you will be replaced and your responsibilities will be assumed by someone else.

A professionally prepared resignation letter can help you retain a great relationship with your former employer while allowing you to move on. Networking doesn’t have to be limited to formal networking gatherings.

Let us now see How to write a resignation letter?

The letter can be divided into four main parts, let’s look at each of them individually along with examples.

Part – 1: Objective of the Letter

This is generally the first line stating that you are resigning from your job position. You don’t have to stress too much here. A simple one-liner should do.

Example: 

Dear (Name of your Boss),

Please accept this letter as official notice that I’m resigning from my job with [Company Name] as [position title]. [Your last day—normally two weeks from the date you give notice] will be my last day.

Part – 2: The Reason for Your Resignation

In this part, you can briefly mention the reason for quitting. Don’t give extreme details but a line or two is enough to let your boss know why you are leaving.

Example: 

I have decided to leave my present job as I am planning to relocate to another city for better future prospects. 

Part – 3: Thanking Your Boss

Next, it’s wise to thank your employer for the opportunity and highlight some of the major advantages and lessons you’ve gained from working there. Even if you’re excited to be leaving, this still holds true. Keep in mind that you might need these people as references in the future, so make a good impression when parting ways.

Example:

Thank you so much for giving me the chance to work in this position for the past [number of years]. I’ve learned [a few particular things you’ve learned on the job] and have tremendously loved and valued the opportunity I’ve had to [some of your favorite job tasks], all of which I will carry with me throughout my career.

Part – 4: The Handover

Finally, let them know that you’re willing to assist with the transfer. A few sentences emphasizing that you’ll ensure a seamless conclusion to your obligations will demonstrate your commitment to the task at hand without having to go into great detail (and without making any promises you can’t keep).

Example:

I’ll make every effort to complete my tasks and instruct other team members over my final two weeks. If there is anything further I can do to help with the transition, kindly let me know.

I wish the business ongoing success and look forward to keeping in touch.

Sincerely,

(Your Name)

Top 7 Tips on How to Write a Resignation Letter

  • The Date and Time: The time, date, and a few other parameters are usually included in a normal business letter to maintain track of timestamps. This information is already contained digitally in an email, thus it is not required. This information ought to be at the top of the page if you’re typing a letter.
  • Address in the First Line: Use the name of the recipient. You can start sentences with “Dear,” “Hello,” or just “Mr./Ms. [supervisor’s last name].”
  • Include a Resignation Statement: Clearly state that the purpose of your letter is to submit your official resignation from the company. You can also provide the title of your current position if you’d like.
  • Inform about your Last Working Day: Although it is customary to give two weeks’ notice, your employer may have specific guidelines for when you should stop working. List the date and weekday of your last day at the company after obtaining this information.
  • Include Appreciation: Maintaining positive relationships in your career is always a wise choice. It will be easier to make the transition more smooth if you write one or two words outlining what you are grateful for about your time working for the company.
  • Mention the Next Steps or Key Details: List any important details about your transition that the receiver needs to be aware of. You can discuss these specifics in advance with your manager. If you’re unsure, just state that you’d be pleased to help in any way you can to make the move go as smoothly as possible.
  • Add your Signature to the End: After a concluding phrase like “Sincerely” or “Thank you,” sign your name to complete the letter

Things to Avoid Writing in a Resignation Letter

how to write a resignation letter

Avoid the following when writing a resignation letter for a simple exit without repercussions.

  • A Long Justification for Your Departure.
  • Reasons why you were so unhappy at work.
  • Angry Remarks About Your Boss
  • Your Peers’ Criticism.
  • Unacceptable Language
  • Unneeded details about career plans

Let’s Look at a Few Examples of How to Write a Resignation Letter

Below are a few examples of how to write a resignation, feel free to modify as per your requirement and details.

Example #1: How to Write a Resignation Letter for Internship

Hello, Mr. (YOUR BOSS NAME)

Please accept this letter as official notice that I’m resigning from my job with Interactive Avenues as a Marketing executive intern. Please be noted that 12th July 2022 will be my last working day.

I appreciate you choosing me as your intern after the interview in January. I was happy to be chosen even though I know there were many candidates for this job. Even though I’ve only worked as Marketing Executive only for six months, I’ve found the experience to be rewarding and exciting.

Just as I stated during the interview. Additionally, I’ve been looking for a full-time job. I was contacted by one of the businesses I had previously spoken with for a job position. I’ve made the decision to accept the position because this opportunity turns out to be great for me.

I’ll make every effort to complete my tasks and instruct other team members over my final two weeks. If there is anything further I can do to help with the transition, kindly let me know.

Sincerely,

YOUR SIGNATURE/ NAME

Example #2: How to Write a Resignation Letter for Personal Reasons

Hello, Mr. (YOUR BOSS NAME)

Please accept this letter as official notice that I’m resigning from my job with Interactive Avenues as Marketing Executive. Please be noted that 12th July 2022 will be my last working day.

Due to unforeseen personal problems, I am no longer able to fulfill the responsibilities of my role, and I feel it is in the best interests of the company that I vacate the position. I hope that you will understand my situation and the unavoidable circumstances that I’m going through presently and relieve me from my position.

I sincerely appreciate the chance to hold this role for the last four years. I’ve learned so much about marketing strategy and the digital media space, which I will undoubtedly take with me throughout my career. I’ve also greatly enjoyed and appreciated the opportunities I’ve had to expand our sales team and pipeline, work with my fellow colleagues, and be a part of creating a great product.

I’ll make every effort to complete my tasks and instruct other team members over my final two weeks. If there is anything further I can do to help with the transition, kindly let me know.

Sincerely,

YOUR SIGNATURE/ NAME

Example #3: How to Write a Resignation Letter for Further Studies

Hello, Mr. (YOUR BOSS NAME)

Please accept this letter as official notice that I’m resigning from my job with Interactive Avenues as Marketing Executive. Please be noted that 12th July 2022 will be my last working day.

The reason for my resignation is that I have decided to pursue higher studies to obtain my master’s in Journalism from Cambridge University, Great Britain. It was a difficult decision to make but it will surely help me progress further in my career path.

I sincerely appreciate the chance to hold this role for the last five years. I’ve learned so much about marketing strategy and the digital media space, which I will undoubtedly take with me throughout my career. I’ve also greatly enjoyed and appreciated the opportunities I’ve had to expand our sales team and pipeline, work with my fellow colleagues, and be a part of creating a great product.

I’ll make every effort to complete my tasks and instruct other team members over my final two weeks. If there is anything further I can do to help with the transition, kindly let me know.

Sincerely,

YOUR SIGNATURE/ NAME

Example #4: How to Write a Resignation Letter for a Teacher

Hello, Mr. (YOUR BOSS NAME)

Please accept this letter as official notice that I’m resigning from my job as a Senior Teacher, Primary Section at St Peter’s School. Please be noted that 12th July 2022 will be my last working day.

Teaching at St Peter’s School has been a genuine pleasure and has helped me develop some great relationships with the faculty and students.

I thank you, the students, and the faculty for supporting me throughout my tenure. I wish you and the school the very best.

If there is anything that I can do to help with the transition, kindly let me know.

Sincerely,

YOUR SIGNATURE/ NAME

Example #5: How to Write a Resignation Letter for Health Reasons

Hello, Mr. (YOUR BOSS NAME)

Please accept this letter as official notice that I’m resigning from my job with Interactive Avenues as Senior Product Analyst. Please be noted that 12th July 2022 will be my last working day.

I am regretfully resigning due to a serious health complication that I have developed over the past year. My doctors and I feel it would be best to remain focused on recovering, which, unfortunately, includes stepping down from my duties at Interactive Avenues, as I am unable to meet the expectations as a Senior Product Analyst while struggling with this health condition. 

I sincerely appreciate the chance to hold this role for the last three years. I’ve learned so much about marketing strategy and the digital media space, which I will undoubtedly take with me further. 

I’ll make every effort to complete my tasks and instruct other team members over my final two weeks. If there is anything further I can do to help with the transition, kindly let me know.

Sincerely,

YOUR SIGNATURE/ NAME

Example #6: How to Write a Resignation Letter for a Career Change

Hello, Mr. (YOUR BOSS NAME)

Please accept this letter as official notice that I’m resigning from my job with Interactive Avenues as Marketing Executive. Please be noted that 12th July 2022 will be my last working day.

I was recently offered a new opportunity with a company headquartered very close to my residence and after careful consideration, I have decided to accept their offer.

I sincerely appreciate the chance to hold this role for the last seven years. I’ve learned so much about marketing strategy and the digital media space, which I will undoubtedly take with me throughout my career. I’ve also greatly enjoyed and appreciated the opportunities I’ve had to expand our sales team and pipeline, work with my fellow colleagues, and be a part of creating a great product.

I’ll make every effort to complete my tasks and instruct other team members over my final two weeks. If there is anything further I can do to help with the transition, kindly let me know.

Sincerely,

YOUR SIGNATURE/ NAME

Frequently Asked Questions on How to Write a Resignation Letter

How do I do a simple resignation?

Dear [Name of Your Boss], Please accept this letter as formal notice of my resignation from the position of [job title] at [Company Name]. [Your last day—usually two weeks from the date you give notice] will be my last day.

How do you write a short resignation letter?

  • First, inform your boss.
  • Use the business letter format to write your letter.
  • Indicate the position from which you are retiring and the date on which your resignation will take effect.
  • Explain your decision to resign.
  • Thank you for your consideration.
  • Sign your name at the bottom.

What to say when you are resigning?

When You Quit Your Job, This is What You Should Say

  • I’d like to express my gratitude for the opportunity
  • A Justification for Your Departure
  • A Proposal to Assist With the Transition
  • Appropriate Notice is required
  • The Date You’ll Be Departing
  • You won’t be taken off guard if you have a plan in place for the following scenarios:
  • Prepare to leave right now.

How do you tell your boss you’re resigning?

You can follow the below steps

  • Request a face-to-face meeting
  • Make a list of your reasons for quitting
  • Please provide at least two weeks’ notice
  • Make an offer to help with the changeover of positions
  • Show your appreciation
  • Provide constructive criticism
  • Send your resignation letter in writing

Can I give less than 2 weeks’ notice?

You are not required by state or federal law to provide your boss with two weeks’ notice before leaving your job. If you’re an at-will employee, you can leave whenever you want and with as little or as much notice as you like. However, there are still compelling reasons to give at least two weeks’ notice if possible.

How do I write a simple notice?

A simple notice includes the below format

  • Date
  • The address of your present employer (Company address)
  • The entire name of the person to whom the letter is addressed.
  • Include the date of your most recent job (as worked out by your contract of employment and notice period agreement)
  • Include a thank you note to your employer for the opportunity if you wish to.

Is 4 weeks’ notice too much?

If you’ve been with your company for more than one month but less than two years, it’s customary to give your employer at least one week’s notice. 

Even if you’ve just been with your firm for a few months, consider providing two weeks’ notice. 4 weeks’ notice is generally not required especially if you have another opportunity at hand, you would be required to join there at the earliest.

Can I handwrite my resignation letter?

A resignation letter should be typed and signed with your handwritten signature. This is due to the fact that it will be easier to read. You can, however, compose the letter by hand if you choose to. You must leave a paper trail of documentation if you use “written communication.”

How do you write a resignation letter if you are not happy at work?

You can format the letter as per below:

Dear (Your Boss Name):  It is with reluctance that I submit this letter. Although my time with (company name) has been, on the whole, satisfying and productive, for quite a while now I have become less and less satisfied with the work situation

What reasons to give for resigning?

Here are some of the good reasons to state for leaving employment:

  • Change in career
  • Looking for career growth
  • Organizational restructuring
  • Health issues
  • Relocating
  • Boss / management troubles

Final Thoughts on How to Write a Resignation Letter

So, now you know How to write a resignation. I hope the above tips on how to write a resignation letter have helped you in formatting a letter according to your needs. Just be simple and direct in conveying your message across but at the same time be courteous enough in telling the company that you are leaving.