Career Management Skills / Career Advice

How to Write a Resignation Letter




What is a Resignation Letter?

  • A formal document that communicates your intention to leave your job.
  • Ensures a professional and smooth transition.

What to Include in a Resignation Letter

  1. Salutation
  2. Address your supervisor formally: "Dear [Supervisor’s Name]."

  3. If familiar, you can use their first name.

  4. Intention and Departure Date

  5. Clearly state your resignation and last working day.

  6. Example:
    > "I’m writing to inform you of my decision to resign from my position as [Job Title], effective [Date]."

  7. Reason for Leaving

  8. Provide a professional, concise reason (if comfortable).

  9. Avoid personal or unnecessary details.

  10. Thank You

  11. Express gratitude for the opportunities and experiences gained.

  12. Example:
    > "I’m incredibly grateful for the opportunity to grow and work with an amazing team."

  13. Offer to Assist in the Transition

  14. Offer to help with the handover process.

  15. Example:
    > "Please let me know how I can help during this transition to make it as smooth as possible."

  16. Contact Information

  17. Ensure your contact details are available for future correspondence.

What Not to Include

  1. Too Much Detail
  2. Keep explanations brief and professional.

  3. Avoid unnecessary personal or negative information.

  4. Vague or Ambiguous Statements

  5. Clearly state your intentions and specifics, like the resignation date.

  6. Negative Comments

  7. Do not criticize the company, role, or colleagues.

Sample Resignation Letter Template

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email]
[Today’s Date]

[Supervisor’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]

Dear [Supervisor’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

I am deeply grateful for the opportunities to grow and collaborate with such a talented team over the past [Duration]. The experiences I’ve gained here have been invaluable, and I will always cherish my time at [Company].

To ensure a smooth transition, I am happy to assist with training my replacement or transferring responsibilities before my departure. Please let me know how I can help during this process.

Thank you once again for the support and encouragement you’ve provided. I wish you and the company continued success.

Best regards,
[Your Name]
[Your Contact Information]

Example Resignation Letter

Manny Gonzalez
1234 Elm Street
Dallas, TX 75001
[email protected]
January 3, 2025

Jane Smith
ABC Corporation
5678 Maple Avenue
Dallas, TX 75001

Dear Jane,

Please accept this as my formal resignation from ABC Corporation, effective January 17, 2025.

I am immensely thankful for the opportunities I’ve had to learn and grow during my time here. Working with such a supportive team has been a privilege, and I am grateful for the experiences that have shaped my career.

To ease the transition, I am happy to assist with any training or documentation required. Please let me know how I can support you during this time.

Thank you for everything. I wish you and ABC Corporation continued success.

Best regards,
Manny Gonzalez
[email protected]

Tips for Writing Your Resignation Letter?

  • Keep it concise: Limit the letter to 1 page.
  • Stay positive: Focus on gratitude and future aspirations.
  • Proofread: Ensure it’s error-free and professional.
  • Deliver thoughtfully: Provide a printed copy and email it for documentation.

A well-written resignation letter fosters goodwill and ensures a smooth transition while maintaining a professional relationship with your employer.

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