How to Write a Letter of Resignation

Whether you've accepted a new job or have to leave for personal reasons, it all comes down to how you notify your boss of your resignation.
Resigning is a sensitive topic. How you handle it will either earn your employer's respect or make things worse.
As a professional courtesy, you should write a resignation letter when it's time to leave. The resignation letter will simply tell the employer everything he needs to know about your decision.
On the other hand, you don't have to go into great detail, which is why resignation letters give you the best of both worlds.
You may have questions about how to write a letter of resignation. In this post, you’ll find a step-by-step guide with examples to help you write the most professional resignation letter.

What Should a Resignation Letter Include?

A professional resignation letter should have three sections. These sections are quite simple and straightforward as resignation letters don't require a great deal of detail or explanation.
To write a proper resignation letter, I'll guide you through those three main sections.

Start With the Basics

In the first section, you should mention the position from which you're resigning. You should also include your end date, which should be no later than two weeks after you give your notice. Keep in mind that this section should be simple and brief.
Examples:
  • Dear [Employer's Name],
Please accept this letter as formal notice that I am leaving my position as [current title] at [company name]. This will go into effect on [date].
  • This letter is to inform you that I am resigning from my position as [current title] with [company name]. My last day will be [date]

Show Gratitude

Moving on to the next section, this is where you’ll express your gratitude and make it more personalized. Even if you're relieved to be leaving this job, you should show your appreciation for the opportunity, because it shows professionalism and, more importantly, ensures that your business relationship ends on good terms.
Ending on a positive note is important as you may need your manager for a reference in the future.
Examples:
  • I appreciate the time I spent working as a [current title] here. I've certainly enjoyed the opportunities I've had [favorite responsibilities]. Not to mention how the knowledge I gained by learning [skills learned] will be highly valuable to me throughout my career. I'll always be grateful for the opportunity and your guidance in this regard.
  • I'd like to express my gratitude for the opportunity to work as a [current title]. I've learned a lot in this role, such as [skills learned or responsibilities], all of which I'll treasure for the rest of my career. I consider myself fortunate to have been a part of such a supportive team.

Show Willingness to Help in the Transition

Finally, show your willingness to ensure a smooth transition. The last thing you want is for your last two weeks to be uncomfortable. So, express your commitment to helping during this time.
You can mention that you'll assist in training your substitute and wrapping up any unfinished tasks so that you can properly handover. Remember, don't say anything you can't deliver; instead, stick to what you know you can finish in this period.
Examples:
  • I'd like you to know that I'll do everything I can to ensure a smooth transition. I'll gladly assist in training my replacement, and I'll be available to guide and prepare the team until the end. I'm also open to [mention any additional tasks you're willing to take].
I wish the company success in the future and I would be delighted if you stay in touch.
Sincerely,
[Your Name]
  • During this time, I'll do everything in my power to aid in this transition. I'll be concentrating on wrapping up my responsibilities and training my replacement. If there's anything else I can do during this period, please don't hesitate to let me know.
Again, thank you for the support and I look forward to staying in touch.
Best wishes,
[Your Name]

How to Write an Immediate Letter of Resignation?

Although it’s preferable to give at least two weeks' notice, you may need to resign immediately. This can happen due to some unexpected circumstances.
In this case, all sections will remain the same, but there'll be some modifications. The letter should look something like this:
Dear [Employer Name],
It is with deep regret that I am writing to inform you of my immediate resignation from my position as [current title] at [company name] as of [date]. This is due to [reason/or you can state that it's due to personal reasons].
I'd like to take this opportunity to thank you for guiding me throughout my journey here. I'm leaving with a lifetime of knowledge and, more importantly, friendships.
I understand that as per my employment contract, I should've given you two weeks' notice before leaving. However, please understand that I cannot do otherwise due to unforeseen circumstances.
I apologize if that'll cause any kind of inconvenience and please let me know how I can help to make this situation easier for you.
Best regards,
[Your Name]

Tips for Your Resignation Letter

Keep It Brief

Don't go over all of the reasons why you're leaving the company. You can bring them up during your exit interview if necessary, but it's best to keep your resignation letter as brief as possible.

Don't Brag

You don't have to brag about what you're going to do next. If you want to mention your next job, do so in a professional manner. Additionally, if you're being hired by a competitor of your current company, it's not a good idea to mention the competitor’s name.

Keep a Positive Tone

Maintain a positive attitude when writing the letter. Your resignation letter isn’t the place to complain about your coworkers or the downsides of the company. Leave on a high note, and you'll see how that’ll benefit you later in your career.

To Recap

Be professional. It may be time for a new page, but first, make sure that the previous one is properly closed. Regardless of why you're quitting, keeping a positive attitude shows how much of a respectable person you are.
Knowing how to write a letter of resignation is essential for a professional goodbye. You're off to a good start, and best of luck with whatever comes next.