Best way to write a resignation letter

how to write a resignation letter? – Writing a resignation letter is both an art and a skill. It requires tact, professionalism, and clarity of communication. Here are some additional tips to enhance the art of writing a resignation letter

The Art of Writing a Resignation Letter

A resignation letter is a formal document that an employee writes to notify their employer of their decision to leave their current position within a company or organization. It is a formal notification and confirmation of the employee’s intention to resign. It provides essential details such as the last day of employment.

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Features of a Resignation Letter

A resignation letter typically includes the following information:

  • 1. Employee’s contact information: This includes the employee’s full name, address, phone number, and email address.
  • 2. Date: The date on which the resignation letter is written.
  • 3. Employer’s contact information: This includes the recipient’s name, job title, company name, and company address.
  • 4. Salutation: A formal greeting addressing the recipient, such as “Dear [Recipient’s Name],”
  • 5. Opening paragraph: Clearly state that you are resigning from your position and provide the last day you intend to work. This paragraph sets the tone for the rest of the letter.
  • 6. Body paragraphs: This section allows you to express gratitude for the opportunities and experiences you’ve had at the company, briefly explain the reason for your resignation (optional), offer assistance with the transition, and reiterate your appreciation for the chance to work for the organization.
  • 7. Closing paragraph: Conclude the letter positively, expressing well wishes for the company’s future success and mentioning your availability for any necessary follow-up or transition-related matters.
  • 8. Closing and signature: Use a professional closing, such as “Sincerely” or “Best regards,” followed by your full name and signature. If the letter is sent via email, typing your name will suffice.

A Resignation letter is a formal record of your intention to resign and should be kept professional, respectful, and concise. Providing your employer with a resignation letter is considered a professional courtesy, as it allows them to plan for your departure and make necessary arrangements for the transition.

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how to write a resignation letter?

Writing a resignation letter is a crucial step when you have made the decision to leave your current job. It’s essential to maintain a professional and respectful tone in your letter. Here’s a step-by-step guide on how to write a resignation letter:

1. Header: Begin with your contact information, including your name, address, phone number, and email address. Followed by the date of writing the letter.

2. Recipient Details: Add the contact information of the recipient, typically your immediate supervisor or the relevant person in the HR department. Include their name, job title, company name, and address.

3. Salutation: Start your letter with a formal salutation, such as “Dear [Recipient’s Name]” or “To Whom It May Concern,” if you don’t have a specific name.

4. Opening Paragraph: State your intention to resign clearly and concisely. Mention your job title and the date you intend to leave the company. This paragraph should serve as an introduction to the main body of your letter.

5. Body Paragraph(s): In this section, you can elaborate on your decision to resign and provide any necessary details. You can include the following points:

  • Express gratitude: Begin by expressing gratitude for your opportunities and experiences while working for the company. Highlight positive aspects of your employment and express appreciation for the skills you’ve gained and the professional growth you’ve experienced.
  • Reason for resignation (optional): If you feel comfortable, you can briefly explain your resignation. However, going into great detail or criticizing the company or colleagues is generally okay. Keep it professional and upbeat.
  • Transition assistance: Offer to assist in making the transition process smoother. You can mention your willingness to train a replacement, provide a detailed handover, or offer assistance during your remaining time at the company.
  • Appreciation for the opportunity: Reinforce your gratitude and appreciation for the opportunity to work for the company. Mention specific accomplishments or milestones that you are proud of.

6. Closing Paragraph: Wrap up your letter on a positive note. Offer well wishes for the company’s future success and express your willingness to remain in touch or provide any additional information if needed.

7. Closing and Signature: Use a professional closing, such as “Sincerely” or “Best regards,” followed by your full name and signature. If you send the letter via email, your typed name will suffice.

8. Proofread and Edit: Review your resignation letter carefully for any errors or inconsistencies before sending it. Ensure that your tone remains professional and respectful throughout.

9. Delivery Method: Choose an appropriate method to deliver your resignation letter, whether in person, via email, or through the mail. Consider the company’s policies or specific instructions in your employment contract.

Remember, a resignation letter should be a professional document that helps maintain a positive relationship with your current employer. It’s always a good idea to leave on good terms and make a smooth transition for yourself and the company.

Resignation Letter Format

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]

[Recipient’s Name]
[Recipient’s Job Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]

Dear [Recipient’s Name],

I am writing to formally tender my resignation from my position at [Company Name], effective [Last Working Day]. Please accept this letter as my formal notice in accordance with the terms of my employment contract.

I want to express my sincere gratitude for the opportunities and experiences I have had during my time with [Company Name]. It has been a privilege to work alongside talented colleagues and contribute to the growth and success of the company. I am grateful for the professional development and support I have received, which has played a significant role in my career advancement.

After careful consideration and personal reflection, I have decided to pursue a new opportunity that aligns with my long-term career goals. Although it was not an easy decision to make, I believe it is the right step for my professional growth.

I am committed to ensuring a smooth transition during this period. I am willing to assist in any way possible, such as training my replacement, documenting my ongoing projects, or providing comprehensive handover notes. Please let me know how I can best support the transition process.

I would like to take this opportunity to express my appreciation for the guidance, mentorship, and support provided by you and the entire team. The knowledge and skills I have acquired at [Company Name] will undoubtedly be invaluable in my future endeavors.

I remain fully dedicated to the success of the company during my remaining time here. I will work diligently to complete any pending projects and tie up loose ends to ensure a seamless transition.

Thank you once again for the trust and opportunities you have extended to me during my tenure at [Company Name]. I am grateful for the relationships I have built and will cherish the memories and experiences gained here.

I wish [Company Name] continued success in all its future endeavors. Please feel free to contact me if you require any additional information or if there are any further steps I need to take in the resignation process.


[Your Full Name]
[Your Typed Name]

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FAQs: how to write a resignation letter

When should I submit my resignation letter?

It’s generally recommended to submit your resignation letter at least two weeks before your intended last working day. However, refer to your employment contract or company policies for any specific guidelines regarding notice periods.

Is it necessary to provide a reason for resigning in the letter?

It’s not mandatory to provide a detailed reason for resigning in your letter. You can keep it brief and mention that you have decided to pursue other opportunities, focus on personal development, or make a career change. It’s best to maintain a positive tone and avoid negativity or criticism.

Can I submit my resignation letter via email?

Yes, it is acceptable to submit your resignation letter via email. Make sure to use a professional email address and follow the same structure and guidelines for writing a resignation letter. If possible, also consider delivering a printed and signed copy of the letter as a formal document.

Should I mention specific grievances or issues in my resignation letter?

It’s generally not recommended to mention specific grievances or issues in your resignation letter. The purpose of the letter is to formally communicate your intention to resign and maintain a professional and positive tone. If you have concerns or feedback, it may be more appropriate to address them separately, such as in an exit interview.

How do I handle the conversation with my employer after submitting the resignation letter?

After submitting your resignation letter, your employer may schedule a meeting or have a conversation to discuss your departure. Be prepared to discuss your reasons for resigning and offer any assistance you can provide during the transition period. Stay professional and positive during the conversation, as it can impact your relationship with your employer and colleagues.

Should I include personal contact information in my resignation letter?

It’s not necessary to include personal contact information in your resignation letter, as your employer should already have that information on file. However, you can include your professional email address or phone number if you prefer to use those for communication-related to your resignation.

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Last updated: August 8, 2023 Updated on 9:36 AM