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  • Writer's pictureImelda Wei Ding Lo

Sample Blog: How to Write a Resignation Letter

Meta Description: To quit your job properly, you need to write a resignation letter. Here’s what you need to do to write a professional resignation letter.

If you’re leaving your job, you’ll need to notify your employer by writing a resignation letter. A resignation letter is a formal document that tells your employer that you are ending your employment. It’s typically required after you’ve talked to your manager about your decision to leave the company.

Read on to learn more about how you can write a resignation letter and why a resignation letter is essential. We’ve also included templates and examples to kickstart your letter-writing process.

Why is a Resignation Letter Important?

A resignation letter enables you to leave your job on good terms. It allows you to resign in a respectful and positive manner so everyone is comfortable and on the same page about your decision to leave.

A resignation letter is also important because it’s a formal record of the end of your employment. After talking to your manager about your decision to resign, you need to send a resignation letter to your company’s HR department so the HR department can take necessary actions regarding your departure.

What To Include in a Resignation Letter

You should include the following information in your resignation letter:

  • Clear statement of resignation from the company, including what you said to the manager in-person or through email about leaving

  • Date of last day of work

  • Statement of gratitude thanking everyone for what they’ve taught you during your time at the company

  • Next steps and other important operational information for HR

  • Signature

Tips for How To Write a Resignation Letter

Be positive

Since a resignation letter is a professional document, you should write in a positive tone. Accordingly, you should not include negative comments or complaints about your manager, coworkers or the company.

However, if it was clear that you weren’t satisfied with your job and you sound too positive, the company may read your letter as sarcastic. In such a case, you should aim for a neutral tone to maintain a sense of professionalism.

Express gratitude

Make sure to thank your employer for the experiences you’ve gained while working at the company. Every job has something you can be grateful for. This expression of gratitude will leave a good impression even after you’ve left the company.

Provide the proper amount of notice

Before submitting your letter, make sure to check if your company has a policy about resigning. Some companies require you to provide a month’s notice before leaving. As such, you may have to adjust the last day of your employment at the company.

Explain why you are leaving

As a matter of etiquette, you should tell your employer why you are leaving. You don’t have to be overly detailed or include too many personal details—you can say that you’ve found a new job elsewhere, you’re going back to school, you’re moving to another city, etc.

Provide a transition plan

Finally, you should provide a transition plan to show your sense of responsibility. A transition plan is particularly important if you have special expertise that no one else has at your company. Tell your manager that you can train other employees to cover your work before you leave. You can also provide notes and videos about how the work should be done and leave these materials in a place where other employees can easily access them.

Examples of Resignation Letters for Different Situations

Here are some examples of resignations for different situations and professions:

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