Ultimate Guide to Write a Professional Resignation Letter

Okay! After a prolonged thinking- rethinking & consideration process, you finally decided to hand over your resignation letter to your Boss, cc HR, and leave your present job! The reasons for writing a resignation letter can be numerous - accepting a good offer & package, wanting to get rid of office politics, relocating to another state or country, or moving to entrepreneurship.

Last update:

01/01/2024

Ultimate Guide to Write a Professional Resignation Letter

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The reason for resignation can be many but the first step is informing! You need to inform your boss about your decision that you're moving to a new venture. And get yourself prepared for all the questions to be asked.

However, it would be a professional gesture if you inform him in person before you write a resignation letter with a formal notice. This will keep a cordial relationship between you & your boss, in future you can again apply to the same company if you decide so.

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In this article, we will help you with -

What is a resignation letter?
Significance of resignation letter
Key components of a resignation letter
Resignations template with examples
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What is a Resignation Letter?

A resignation letter is a written formal notice to your employer or boss expressing your intent to resign. Officially, it marks the last day at your office or company with an offer to help with the transition. Ideally, the formal resignation is given the next two weeks notice before leaving the organization. The formal document is also used to express gratitude to the employer or boss for the opportunities, promotions, and a request to keep in touch.

The formal letter of resignation is a crucial part of the employer-employee relationship. It can have a smooth transition while keeping it positive and professional. After informing, the final official document submission happens with higher-ups & HR. They set the tone and the rest of the time in the organization. Some of the companies make it mandatory to serve the notice period.

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Significance of a Well-crafted Formal Resignation Letter

The resignation letter isn’t simply a formal goodbye! It is the statement that showcases your work commitment and ethic. A well-crafted formal letter with the right choice of words serves as a formal notification and creates a long-lasting impression of your commitment. It also serves as a record of the employee’s departure & the terms of resignation.

Drafting the resignation letter is more than a formality. It’s a crucial chapter in your professional life. Thus, it should be written respectfully with a touch of professional tone & submitted directly to the supervisor or manager.

Key Components of a Resignation Letter Format

The main objective of the resignation letter is to inform your employer of your resignation from your current company. And you provide an advance notice on the last day of your employment. The formal notification is properly mentioned about the final day in your current company. Thus, the resignation needs to be written formally with a professional tone in a correct format. You need to hand it over or submit it to the manager or human resources.

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In case, you need a structure for your resignation letter, we are providing it for you. Have a quick look!

Headline

Start writing with a clear and concise headline ‘Resignation Letter’. So, it gets the immediate attention of the document’s purpose & sets the tone for a formal correspondence response.

Recipient's Details

Direct the email to the right person without any confusion! Thus, mention the name & designation. Usually, the recipient can be your supervisor, manager & human resources (HR).

Formal Salutation

Begin your resignation email with a formal and respectful salutation. For instance - Respected/ Dear [Recipient’s Name]. It showcases your intent professionally yet courteously.

Statement of Resignation

You need to mention the intention of your resignation precisely and unambiguously. Clarity of words and intention is needed. For example - mention the current job title, position, reason for leaving, and the last day you would be working.

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Reason for Resigning

Usually, providing the reason for resignation is optional. However, providing the reason for resign from your current position can lead to transparency in your decision. Don't mention any personal reasons or family member issues.

Appreciation & Acknowledgement

Take a moment to appreciate and acknowledge the opportunities & experiences you gained during your tenure. It shows your gratitude, respect, and sense of appreciation from the company or in person.

This part should be a positive and genuine feeling for the employer that would create a lasting impression.

Transition Period

Offering help to your employer beforehand for the transition period gives an impression of professionalism, responsibility, and courtesy. Providing training to your new replacement with the current document, tasks, and responsibilities.

Future Collaboration

Provide your contact details with your manager and colleagues, so they can contact you in the future for various reasons. This shows the willingness of open & ongoing communication.

Formal Goodbye

End the email with a final goodbye but on a positive and professional note. Once again, express your gratitude for one last thing and best wishes to the company it's future endeavors.

Signature

Sign your name (officially) under sincerely. It can be digitally signed, if you are sending an email or else proper signature for the printed letter.

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Professional resignation Letter Template

To help you with a better understanding of resignation, we have provided a resignation letter template for you to follow up. Here we go -

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Date]

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

Dear/ Respected [Recipient’s Name],

I am writing this email as a formal resignation from my position as [Current Role] at [Company Name], effective [Last day, typically two weeks from the date of the letter].

In my [Duration: past four years tenure], I have enjoyed working at [Organisation Name]. I am grateful from the bottom of my heart for the opportunities and experiences, I have gained so far. All your guidance and support are remarkable & indispensable.

During my remaining duration, I will make sure to have a smooth transition. I am willing to help in training, my new replacement and complete all my pending tasks before the end date to the best of my ability.

Thank you once again for the opportunity to be a part of your company. I wish the company continued success & prosperity and reach its peak!

Sincerely,

[Your Name]

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Common Types of Resignations

Simple resignation letter

Your current role isn’t providing you with any career growth opportunities, thus you want to change your organization. Stating this simple & clear reason for resigning, you write your resignation letter to the company.

Template Example -

Dear [Manager’s Name],

I hope this email finds you in good spirits & health. Kindly, accept this email as a formal resignation letter. I am resigning from my [Current Employment] at [Organisation Name]. My last day in the company will be on [dd/mm/yy], after serving the next two weeks notice period.

I have decided this step to embark on a new career opportunity that is more aligned with my professional goals.

I appreciate all the opportunities that this company has provided me in the past two years. The skills, knowledge, and experience I acquire will be a big asset for me shortly. And working under such a talented leader is a great experience for me. I will try my best to cooperate with you by ensuring an easy transition process. I will provide all the details related to our current project, document, & information to the person of my replacement.

I wish the company all good wishes & success in the future!

Sincerely,

[Your Signature] (if hard copy letter)

[Your Name]

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Good resignation letter

A standard or good resignation is used to formally notify the employer of the reason for resignation from the current position & would provide all the necessary details.

Template Example -

Dear [Manager’s Name],

I hope you are doing well. Please accept this resignation as a formal notification from my [Present position] at [Company’s Name]. My final day in this company will be on [dd/mm/yy].

I’m truly grateful for the opportunity, skills, and experience I gained so far in this company. I appreciate the knowledge I learned during my tenure which would remain with me throughout my life. Being a part of such an amazing team and working under such a great leader like you is an amazing opportunity.

During my notice period, I will finish all my pending work as well as do my best to make the transition easy and smooth for both of us. I will cooperate and help the new joiner with all the new project details, information, and document.

I pray for business success in the future and wish to work in the near future. And intend to keep in touch with the company.

Sincerely,

[Your Signature] (if hard copy letter)

[Your Name]

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Short resignation letter

Although, this type of resignation is short & crispy yet is effective. You resign from your current designation, stating the critical details concisely & leave the company on a positive note.

Template example:

Respected/ Dear [Manager Name],

I hope this email finds you in good health. I am resigning from my [Current Position] at [Organisation Name]. My end date will be on [dd/mm/yy], two weeks or months from today.

If I can be of help to you during my transition period, please let me know. I wish you and other employees at [Organisation Name] best wishes & success.

Sincerely,

[Your Signature] (if hard copy printed letter)

[Your Name]

Your probational note of resignation might sit in the depths of your company’s HR files until the end of the duration period. But you can be sure of two things - First, your former boss will read your resignation letter and get impressed. Second, if you ever plan to come back to your former company, then the last thing on file is a professional written resignation.

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FAQs

How do I compose a good resignation?

A good resignation letter is elaborate, concise and keeps a professional tone throughout the letter. The resignation should clearly express your decision to resign from your job, final day of employment and express gratitude for the opportunity.

Are there specific steps or templates for writing a resignation?

Yes! To know the specific steps or templates for writing a resignation, you need to go through the templates & chose the best types of resignation templates.