How to Write a Resignation Letter [Examples & Templates]

Planning to leave your current job? 

Whether you are leaving for better opportunities, relocation, personal reasons, or a toxic office environment,  leave on a positive note with a resignation letter. 

This is your formal notice to your employer that you intend to leave your current position. And to ensure that you leave on good terms it is important to write it professionally and respectfully.

Need help in writing one? Let’s walk through how to write an effective resignation letter, along with some examples and templates to guide you.

Why is it Important to Write Resignation Letters?

A resignation letter serves as a formal document informing your employer of your intention to leave the company. It should be concise, professional, and courteous. The main goals are to notify your employer of your departure, provide necessary details, and express gratitude for the opportunity to work.

A well-written resignation letter leaves a positive impression. It ensures a smooth transition for you and your team. It also helps in closing any formalities properly.

Expert advice, 

Even if you do not have a positive relationship with your boss, do not skip the resignation letter. You might need a reference in the future.

Structure of a Resignation Letter

A resignation letter typically includes the following elements:

1. Header. Your contact information, the date, and your employer’s contact information.

2. Salutation. A polite greeting to the recipient.

3. Opening Paragraph. A clear statement of your intention to resign, including your last working day.

4. Body Paragraph(s). An optional section to explain your reason for leaving (if you choose) and express gratitude.

5. Closing Paragraph. A courteous closing statement, offering assistance during the transition.

6. Signature. Your handwritten or typed name.

Next time, skimp through this list before writing your resignation.

Writing Your Resignation Letter

Here’s a step-by-step guide to writing your resignation letter:

1. Header

Include your contact information, the date, and your employer’s contact information at the top of the letter.

A general header of resignation letter looks like: 

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

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

2. Salutation

To whom should you address your letter? Address the letter to your direct supervisor or manager. Like,

Dear [Recipient’s Name],

3. Opening Paragraph

Clearly state your intention to resign and include your last working day. Like, 

I am writing to formally resign from my position as  [Job Title] at [Company’s Name], effective two weeks from today, [Last Working Day, Date].

4. Body Paragraph(s)

Though it is not compulsory, you can explain your reasons for leaving and express your gratitude.

For instance, 

I have accepted a new position that will further my career goals. I have enjoyed working at [Company’s Name] and am grateful for the opportunities and experiences I have gained during my time here.

5. Closing Paragraph

Offer to assist during the transition period. It would help your employer and team to prepare for your absence. If new hiring is done, you can formally transfer your duties to them.

Like, 

I am committed to ensuring a smooth transition and am happy to assist in training my replacement. Thank you again for the support and opportunities you have provided. I look forward to staying in touch and wish [Company’s Name] continued success.

6. Signature

Finally, end your letter with your signature. Sign your letter if you are submitting a hard copy. If emailing, a typed name is sufficient. 

Like, 

Sincerely,  

[Your Name]

Resignation Letter Example

Resignation Letter Templates

Do you have time to write a resignation letter? Here are templates you can use directly based on your situation and reasons to quit. 

Template 1: Simple Resignation Letter

Dear [Recipient’s Name],

I am writing to formally resign from my position at [Company’s Name], effective [Last Working Day, Date].

Thank you for the opportunities and experiences I have gained during my time here. I wish the company continued success.

Sincerely,
[Your Name]

“`

Template 2: Detailed Resignation Letter

Dear [Recipient’s Name],

Please accept this letter as my formal resignation from [Company’s Name], effective [Last Working Day, Date].

I have accepted a new position that aligns with my career goals. I am grateful for the support, guidance, and opportunities for growth I have received during my time at [Company’s Name]. It has been a pleasure working with you and the team.

I am committed to making this transition as smooth as possible and am happy to assist in training my replacement. Thank you once again for everything.

Sincerely,  
[Your Name]

“`

Template 3: Immediate Resignation

Dear [Recipient’s Name],

I am writing to inform you of my immediate resignation from my position at [Company’s Name], effective today, [Date]. This decision has not been made lightly, but due to unforeseen circumstances, I am unable to continue my employment.

I apologize for the short notice and any inconvenience this may cause. I am committed to assisting in any way I can during this transition period and ensuring that all my responsibilities are handed over smoothly.

Thank you for the support and opportunities you have provided during my time at [Company’s Name]. I hope to stay in touch and wish the company continued success.

Sincerely,
[Your Name]

“`

Template 4: Resignation Due to Personal Reasons

Dear [Recipient’s Name],

Please accept this letter as formal notification of my resignation from [Company’s Name], effective two weeks from today, [Last Working Day, Date]. Due to personal reasons, I have decided to step down from my position.

I have enjoyed my time at [Company’s Name] and appreciate the opportunities for growth and development. I am grateful for the support and guidance I have received from you and my colleagues.

I am committed to making this transition as smooth as possible. Please let me know how I can help during this period.

Thank you once again for everything.

Sincerely,
[Your Name]

“`

Template 5: Resignation Due to Health Reasons

Dear [Recipient’s Name],

I am writing to formally resign from my position at [Company’s Name], effective two weeks from today, [Last Working Day, Date]. Unfortunately, due to ongoing health issues, I am unable to continue in my role.

This decision was difficult but necessary for my well-being. I am grateful for the support and understanding of the company during this time. I have truly enjoyed my time here and appreciate all the opportunities I have had.

I am committed to ensuring a smooth transition and am happy to assist in any way I can. Thank you for your understanding and support.

Sincerely,
[Your Name]

“`

Template 6: Resignation Due to Relocation

Dear [Recipient’s Name],

I am writing to inform you of my resignation from [Company’s Name], effective two weeks from today, [Last Working Day, Date]. I have decided to relocate to [New City/State] to be closer to my family.

This was not an easy decision as I have enjoyed working at [Company’s Name]. I appreciate all the support and opportunities provided to me during my tenure here.

I am willing to assist in the transition process to ensure a smooth handover of my responsibilities. Thank you for your understanding and support.

Sincerely,
[Your Name]

“`

Template 7: Resignation to Pursue Further Education

Dear [Recipient’s Name],

Please accept this letter as formal notice of my resignation from [Company’s Name], effective two weeks from today, [Last Working Day, Date]. I have decided to pursue further education to advance my career.

I am grateful for the opportunities and experiences I have had during my time at [Company’s Name]. I have learned a lot and enjoyed working with such a supportive team.

I am committed to making this transition as smooth as possible and am happy to help train my replacement. Thank you for your understanding and support.

Sincerely,
[Your Name]

“`

Template 8: Resignation Due to a New Job Opportunity

Dear [Recipient’s Name],

I am writing to formally resign from my position at [Company’s Name], effective two weeks from today, [Last Working Day, Date]. I have accepted a new job opportunity that aligns more closely with my long-term career goals.

I have greatly enjoyed my time at [Company’s Name] and am thankful for the professional growth and support I have received. I appreciate the experiences and opportunities provided during my tenure.

I am committed to ensuring a smooth transition and am willing to assist in training my replacement. Thank you for your understanding and support.

Sincerely,
[Your Name]

“`

FAQs

Do I need to provide a reason for my resignation?

No, it’s not mandatory. However, providing a brief explanation can be helpful and courteous, but it’s entirely up to you.

How much notice should I give?

Typically, a two-week notice is standard. Check your employment contract as some companies may require more or less time.

Can I resign via email?

Yes, an email is an acceptable and often preferred method of submitting a resignation. Ensure it is professional and follows proper formatting.

Should I offer to help during the transition?

Yes, offering assistance during the transition shows professionalism and helps maintain a good relationship with your employer.

Is it necessary to thank my employer in the resignation letter?

While not required, expressing gratitude is a courteous gesture and helps leave on positive terms.

The Final Thought

Writing a resignation letter can be challenging, but it’s important to leave your current job on a positive note. Use the examples and templates above to craft a professional and courteous resignation letter. Remember to express gratitude, offer to help with the transition, and keep your letter concise and respectful. Good luck with your next career move!

Manisha Saini

Manisha is a digital writer providing guidance in career development and growth. She facilitates skill development and implementation of the right strategies for advancement. At Jobera, She documents content around the latest market trend analysis, insights, and career planning.

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