Home Blog How To Write Resignation Letter (All You Need To Know)

How To Write Resignation Letter (All You Need To Know)

Wondering: How To Write Resignation Letter?

How do you write a resignation letter?

What’s essential to know?

Keep reading as we have gathered exactly the information that you need!

Let me explain to you how you can write a resignation letter once and for all!

Are you ready?

Let’s get started!

How To Write Resignation Letter

Are you thinking about leaving your job?

Are you looking to resign but struggling to figure out how to write your resignation letter?

Well, you are at the perfect place.

In this article, I will tell you exactly how to write your resignation letter so you can leave your company on the desired note.

Keep reading as I will provide you with a sample resignation letter so you can use it as a base.

But first, let’s see what’s typically included in a resignation letter.

Resignation Letter Date

The first element of a resignation letter is to indicate the date you are giving your letter.

Just like in any letter, you’ll put the date of the letter on top of the letter.

It’s good to follow a proper business letter format for your letter.

Your Employer’s Name And Address

After the date, you’ll need to include your company’s name and address along with who is the recipient of your letter.

For example, if you are working for Company ABC and you are giving the resignation letter to your boss named Mary Smith, you’ll write your employer’s information as follows:

Ms. Mary Smith
COMPANY ABC, INC
1234 Address, Suite 123
City, State, Zip
Author

If you’re giving the letter to the Human Resource department, you can simply write it as follows:

Human Resource Department
COMPANY ABC, INC
1234 Address, Suite 123
City, State, Zip
Author

Your Subject Line

Following the name and address of your employer, you’ll need to put the subject line.

Typically, the subject line will read “Resignation Letter” along with your name.

Here is how to write it:

Subject: Resignation Letter – Your Name
Author

Your Salutations

After your resignation letter subject line, you should start your letter with the salutations.

For example, if you’re writing to your boss, you can write your salutations by including your boss’ first name to keep it more casual:

Dear Mary,
Author

If you want to be more formal, you can write your boss’s last name, as follows:

Dear Ms. Smith,
Author

Related article:

Your Resignation Statement

The next step is to write a statement where you clearly express your desire to resign.

This does not have to be long or complicated.

In fact, in most cases, a short statement is more effective.

For example:

I am writing this letter to you to inform you that I have decided to resign from my position of [YOUR POSITION] at [COMPANY NAME].
Author

Your Final Workday

Then, you should clearly state what day is your last day on the job.

Generally, employees give prior notice to their employers. 

In some cases, it could be seven days, in other cases, it’s two weeks. 

You’ll need to follow what’s customary in your jurisdiction in terms of prior notice for your resignation.

For example, if you are giving your employer a two-week prior notice, you should state it clearly:

The effective date of my resignation will be in two weeks from today, namely [DATE].
Author

Your Statement of Appreciation

Once you have stated that you wished to resign and indicated your resignation date, it’s common to include a short statement where you thank your employer for the opportunity given to you.

Here is an example:

I wanted to thank you for giving me the opportunity to work at [YOUR COMPANY] where I was able to grow personally and professionally
Author

Your Closing Statement

You are now at the end of your letter where you can include your closing statement. 

This can be personalized to the recipient or it can be generic, it’s up to you.

Very often, employees will write a statement where they are happy to help with the transition of the work to someone else.

For example:

I wish you and the company all the best and I’ll be happy to do what’s necessary during the transition period
Author

Your Signature

You will conclude your letter by signing it.

You should put a signature line where you sign and below it, you should put your name. 

For example:

____________________
Your Name
Author

Related article:

Your Name And Address

At the end of the letter, you should include your full name and address so it’s clear who is writing the resignation letter.

If you prefer, you can also write your name and address centered on top of the letter.

Why Writing A Resignation Letter Is Important

Writing a resignation letter is pretty important if you’re looking to leave your job.

First and foremost, a resignation letter is a legal document where you are formally giving notice of your intention to leave your current position.

As such, the resignation letter serves as legal evidence that you are leaving your job.

Also, the second primary objective of a resignation letter is to provide your employer an advance notice before you leave your job.

This is very helpful if you’re looking to leave on a good note and you do not want to negatively tarnish your reputation.

Check your employment contract and your company’s employee handbook to see how much advance notice you must give.

Very often, employees will give a two-week prior notice before leaving their job giving their employer enough time to transition the employee’s work to someone else and start the recruitment process.

Related article:

Writing Resignation Letter Examples

Let’s look at a couple of resignation letter examples.

As a first example, let me reproduce the letter that we just looked at on a step-by-step basis.

Example 1

June 15, 20XX

Ms. Mary Smith
COMPANY ABC, INC
1234 Address, Suite 123
City, State, Zip

Subject: Resignation Letter – Jane Doe

Dear Mary,

I am writing this letter to you to inform you that I have decided to resign from my position of Sales Representative at Company ABC, Inc.

The effective date of my resignation will be in two weeks from today, namely June 29, 20XX.

I wanted to thank you for giving me the opportunity to work at Company ABC, Inc., where I was able to grow personally and professionally.

I wish you and the company all the best and I’ll be happy to do what’s necessary during the transition period.

____________________
Jane Doe
9876 Your Address
City, State, Zip
Author

Example 2

June 15, 20XX

Ms. Mary Smith
COMPANY ABC, INC
1234 Address, Suite 123
City, State, Zip

Subject: Resignation Letter – Jane Doe

Dear Mary,

Please accept my resignation letter where I wish to resign from my position of Sales Representative in Company ABC, Inc. 

My last day of work will be on Friday, June 29, 20XX.

It has been a pleasure working in this position over the past three years and I truly enjoyed working with all my colleagues here.

Over the next two weeks, I will do my best to wrap up my duties and help transition the work to whoever is designated.

Thank you very much and I wish you all the best going forward.

____________________
Jane Doe
9876 Your Address
City, State, Zip
Author

Example 3

June 15, 20XX

Ms. Mary Smith
COMPANY ABC, INC
1234 Address, Suite 123
City, State, Zip

Subject: Resignation Letter – Jane Doe

Dear Mary,

I am writing this letter to inform you of my resignation from the position of Sales Representative at Company ABC, Inc. My last day on the job will be June 29, 20XX.

I wanted to thank you for giving me the opportunity to work at Company ABC, Inc. over the past years. 

I sincerely wish the best for the company and all my colleagues. Please note that I will also be there to support the transition of my position to someone else. 

Respectfully yours,

____________________
Jane Doe
9876 Your Address
City, State, Zip
Author

How To Write Resignation Letter FAQ

Why should you write a resignation letter?

You should write a resignation letter to leave your job on a professional note.

Also, if you are looking to end your employment, it is a formal document that expresses your intention to resign and sets out the date that you intend to leave the company.

For example, if you give a resignation with a one-week notice, your employer will know that it must act quickly to start transitioning your workload and potentially find someone else to do your job.

When should you write a resignation letter?

Although there’s no scientific answer to this question, it’s generally good practice to give your resignation letter after you have accepted a job offer somewhere else.

If you are leaving your job without going to work for another employer, then you should give your letter of resignation whenever you have made the decision to quit.

To who should you address your resignation letter?

Your resignation letter is typically handed to your immediate supervisor or boss.

It’s usual that an employee will provide the resignation letter directly to their superior and forward a copy to their human resource department.

You can also choose to give the letter to your human resource department as well.

However, you should consider letting your boss know so that he or she does not find out through other channels, that’s generally a more courteous way of going about it.

How long should the resignation letter be?

Your letter of resignation should not be very long.

In fact, the shorter, the better.

The objective of a letter of resignation is to let your employer know that you have decided to leave the company and that your final day on the job will be on a certain date.

Aside from giving notice to your employer, you do not need to include anything else in your letter.

What should I write in my resignation letter?

Your resignation letter should be a straightforward document containing a few key elements.

You don’t need to write a lot or make it complicated, you just need to tell your employer that you’re resigning.

Here are the key elements of a resignation letter:

  • Your resignation letter date
  • The name and address of your employer 
  • Your statement where you indicate that you are leaving
  • The name of your official position
  • The setting of your last day on the job
  • Your offer to help with the transition 
  • Your well wishes for the future of the company
  • Your signature and contact info

What should not be included in a resignation letter?

The main purpose of a resignation letter is to indicate that you are leaving your position and you set your last day on the job.

It’s generally not appropriate to complain about your colleagues, your boss, or your employer.

Keep your resignation on topic, short, sweet, and factual.

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Takeaways 

So there you have it folks!

How do you write a resignation letter you ask?

Well, a resignation letter is a letter where you formally notify your employer that you intend to leave your job.

The typical resignation letter will have the current date, your company name and address, your statement of resignation, the confirmation of your last day on the job, your job title, your appreciation for the company, your offer to help with the transition, and your signature.

Now that you know how to write a resignation letter, good luck with your employment opportunity!

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Author

Editorial Staff
Hello Nation! I'm a lawyer by trade and an entrepreneur by spirit. I specialize in law, business, marketing, and technology (and love it!). I'm an expert SEO and content marketer where I deeply enjoy writing content in highly competitive fields. On this blog, I share my experiences, knowledge, and provide you with golden nuggets of useful information. Enjoy!

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