How To Write A Resignation Letter

Written by ArticleReword Updated at Sep 17, 2023 Reading time: 5

How To Write A Resignation Letter

Plan Your Letter

Before you put pen to paper (or fingers to keyboard), take some time to plan your resignation. Consider your reasons for leaving, your notice period, and the transition period required for your role. Make sure you have a clear understanding of when and how you will communicate your resignation to your employer.

Choose The Right Format

A resignation letter should be written in a formal and business-like format. Use a standard business letter format with your contact information, the date, the recipient's name and address, and a formal salutation. If you're unsure of the specific format, you can find templates online to use as a reference.

Keep it To The Point

Your resignation letter should be concise and to the point. State your intention to resign and the last working day clearly. Avoid lengthy explanations for your decision, as it's best to keep personal details to a minimum.

Express Gratitude

Begin your letter by expressing gratitude for the opportunities and experiences you've had in your current role. This sets a positive tone and leaves a good impression. You can mention how your time at the company has contributed to your personal and professional growth.

State Your Intentions

Clearly state your intention to resign from your current position. Use a sentence like, "I am writing to formally resign from my position as [your job title] with [company name], effective [last working day, typically two weeks from the date of the letter]."

Offer Assistance with the Transition

In your resignation letter, offer to assist with the transition process. You can mention your willingness to help train your replacement or provide guidance during your notice period. This shows your professionalism and commitment to leaving on good terms.

Maintain Positivity

Regardless of your reasons for leaving, maintain a positive tone throughout the letter. Avoid criticizing your employer or colleagues. Remember, you may need references from them in the future.

Sign and Deliver

Sign your resignation letter by hand if possible, as it adds a personal touch. Make copies of the letter for your records and deliver it to your supervisor or HR department in person if feasible. If you need to send it electronically, use a formal email format.

Follow Up

After submitting your resignation letter, schedule a meeting with your supervisor to discuss the transition process and any outstanding matters. Be prepared to answer any questions and offer your support during the transition.

Prepare for a Counteroffer

In some cases, your employer may attempt to retain you with a counteroffer. Be prepared to evaluate such offers carefully, keeping in mind the reasons for your resignation and your long-term career goals.

Think Twice

Writing a resignation letter is a professional and respectful way to leave your current job. It's essential to maintain a positive and courteous tone, express gratitude, and offer assistance during the transition period. By following this guide, you can ensure that your resignation process is handled with professionalism and leaves a positive impression on your soon-to-be-former employer.

Top 5 Common Reasons For Quitting The Job

Better Career Opportunities

One of the most common reasons people leave their current job is to pursue better career opportunities. This may involve switching to a company that offers higher pay, better benefits, more advancement potential, or a more aligned career path. Employees often seek positions that provide room for professional growth and development.

Unsatisfactory Work Environment

A toxic work environment can be a significant factor in an employee's decision to quit. This includes issues such as a hostile or unsupportive workplace culture, conflicts with colleagues or superiors, and a lack of work-life balance. Employees may choose to leave in search of a more positive and healthy work atmosphere.

Inadequate Compensation

Compensation is a critical factor in job satisfaction. If an employee feels their salary and benefits are inadequate compared to industry standards or the cost of living, they may seek higher-paying positions elsewhere. This can be especially true if their current employer is unwilling to address their salary concerns.

Lack of Career Growth

Employees often leave jobs when they feel their career has stagnated. This could be due to limited opportunities for advancement, a lack of challenging assignments, or the absence of a clear career progression plan. Career-oriented individuals seek positions that allow them to continually develop their skills and move up the career ladder.

Personal Reasons

Sometimes, personal factors drive the decision to quit a job. These reasons may include family obligations, relocation, health issues, or a desire for a better work-life balance. Personal circumstances can greatly influence an employee's priorities and lead to a decision to leave their current job.


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