How to Write a Resignation Letter

In most cases, quitting a job doesn’t require a resignation letter but it is very professional to inform your employer/manager about your intentions to leave by giving your contractual notice. Writing a resignation letter is a polite way to inform them professionally that you’re departing from the company and moving next with your career. This sets a positive tone and also keeps the relationship moving forward.

In this article, we’ll explain you

What is a resignation letter?

This is an official letter sent to an employer by the employee stating their intentions and reasons why they can’t work longer in the company. This letter cannot be sent via email but has to be typed in hard copy.

Why is it important to write a resignation letter?

It is very advisable to give your employer at least two weeks notice period stating your reasons why you would like to leave your current position because it is important that you end on a good note to keep the relationship. For most companies, when you leave, you are entitled to some benefits like overtime pay, pension benefits, severance pay, retirement benefits, withdrawal benefits, etc. Each company’s employment-related benefits vary so you need to check your company policy in your contract slip of employment to differentiate. On the other hand, by informing your employer about your resignation, you give them a notice ahead to employ someone fit to take over your official duties.

What should be in the resignation letter?

A letter of resignation looks like a formal official letter which needs to have a very precise content. Here are the things that need to be included in each section of the letter.

1. Letterhead

  • Personal details
  • Date
  • Employer/manager details

2. Opening greetings 

  • Dear (name)

3. First Paragraph

  • Keep it short by stating why you are leaving. Have in mind that it should not be more than a page for the entire letter.
  • Include the date of your expected leave.

4. Second Paragraph

  • Add a few notes of appreciation to your employer and state a bit of the experience you’ve gained in the company.

5. Third Paragraph

  • This is very optional but you can state you’re willing to assist any time you are needed. This builds a firm relationship between you and the rest of your colleagues at the company.

6. End the letter with a closing remark, your name, and signature (optional)

What not to include in a resignation letter?

A resignation letter should be briefed and there are certain things that shouldn’t be included in it. 

  1. Negative comments: Remember that it is very important to remain professional while writing your resignation. You wouldn’t get along all the time with members of your team, supervisors, or managers. You should leave whatever personal relationship while writing to avoid negative consequences when you might be needing references for a new job. 
  2. Avoid being too emotional while writing your resignation letter. So you should remain in a good state to ensure your letter doesn’t offend the reader. 
  3. Criticism of your coworkers is not allowed in your resignation letter. Negativities should be set aside, you might be asked to submit a review before you leave anyways.
  4. Don’t project anger; it suggests you enjoy holding grudges. Mention positive aspects of your current job and what you learned – even if you have to be vague. When your boss knows you had problems in your job, but you don’t raise them in your letter, you’ll earn respect through your professional approach.
  5. Avoid errors and grammatical blunders when writing your letter. 
  6. Avoid giving details about your career projection, even if you’re moving to another company, you do not need to state that in your letter. Leave it very simple 
  7. Whether you had issues with your employer or you had issues with your job, avoid giving details about that in your letter. Tomorrow you might be coming back with a better offer, so you should remain professional.

Sample of a resignation letter

(Insert Current date)

(insert your details)

(Insert Manager’s name)

(Insert Company Name)

(Insert Company Address)

Dear (Insert Manager’s name)

Please accept this letter as formal notification of my resignation from (the position) at(company name). My last day with the company will be (date).

Before I leave, I will ensure that all my projects are completed as far as possible, and I am happy to assist in any way to ensure a smooth handover to my replacement.

I would like to thank you for the opportunity to work at (company) for (years of service). During this time I have thoroughly enjoyed the atmosphere within the team, and I will miss our interactions.

While I am excited by the new opportunities that I will be pursuing in my new role, I will always remember my time at (company name) with affection. Please do not hesitate to contact me if you need further information after I leave, and I would be delighted if you stay in touch.

Kind regards,

(Your signature)

(Your printed name)

How to submit a resignation letter?

Now that your resignation letter is ready for submission, you are just worried about how to get it delivered to your employer/manager. You have two options for delivering your letter.

Firstly, you can bring it out and give it to your manager/employer during a formal discussion or you can submit it to the HR of your department after your formal notice is done verbally. Doing this shows courtesy and respect, your departure shouldn’t be aggressive but in a way that your relationship with the company still stays leaving your opportunities open when it’s done thoughtfully.


Resignation is a part of one’s career progression in life, remember what you write can affect or improve your career tomorrow. So remember to be extremely professional. We hope this article gives you a better understanding of resignation letters.