Professional Resignation Letter Sample: A Guide To Crafting A Polite And Effective Resignation Letter

Resignation Letter Example

What do you mean by a Resignation Letter?

A resignation letter is a formal document submitted by an employee to their employer, informing them of their decision to leave their current position permanently. It serves as a professional courtesy to officially notify the employer about the employee’s intention to resign and allows for a smooth transition period.

How to Write a Resignation Letter

Resignation Letter Template - Free Download - Easy Legal Docs
Resignation Letter Template – Free Download – Easy Legal Docs

Writing a resignation letter may seem like a daunting task, but with the right guidance, it can be a straightforward process. Here are the key steps to follow:

1. Address the letter properly

Free resignation letter template - SEEK
Free resignation letter template – SEEK

Begin your resignation letter by addressing it to your immediate supervisor or the relevant person within your organization. Include their name, job title, and the company’s address.

2. State your intention clearly

Clearly express your intention to resign from your position in the first paragraph. Mention the date on which your resignation will be effective, adhering to any notice period required by your employment contract.

3. Express gratitude

Show appreciation for the opportunities and experiences gained during your employment. Express gratitude towards your employer, colleagues, and the organization as a whole. This helps maintain positive relationships and leaves a good impression.

4. Offer assistance

Assure your employer of your willingness to assist in the transition process. Offer to train your replacement or provide any necessary support to ensure a smooth handover.

5. Keep it concise and professional

A resignation letter should be brief and to the point. Avoid including unnecessary personal details or negative comments about the company or colleagues. Maintain a professional tone throughout the letter.

6. Sign off respectfully

End the letter with a respectful closing, such as Sincerely or Best regards. Sign your name below the closing, both typed and handwritten if possible.

What is known as a Resignation Letter?

A resignation letter is commonly known as a formal written notice submitted by an employee to their employer, indicating their decision to leave their current job. It serves as a legal record and helps ensure a smooth transition by formally communicating the employee’s departure.

Solution: Resignation Letter Example

Here is an example of a resignation letter template that you can use as a guide:

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

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

Dear [Recipient’s Name],

I am writing to inform you of my decision to resign from my position as [Your Job Title] at [Company Name]. My resignation will be effective as of [Resignation Date], in accordance with the notice period stipulated in my employment contract.

I would like to express my sincere gratitude for the opportunities and support provided to me during my time at [Company Name]. I have had the privilege of working with exceptional colleagues and have grown both professionally and personally. I am thankful for the valuable experiences and knowledge gained, which have contributed significantly to my career development.

As I move forward in my professional journey, I am committed to ensuring a smooth transition. I am open to providing assistance in training my replacement or any other tasks required to ensure a seamless handover of my responsibilities. Please let me know how I can be of assistance during this transition period.

I am confident that the team will continue to thrive and achieve great success under your leadership. I wish you and the entire organization continued growth and prosperity.

Thank you once again for the support and guidance throughout my tenure at [Company Name]. It has been an honor to be a part of the team.


[Your Name]


Additional Information

When submitting your resignation letter, it’s essential to keep a few additional points in mind:

1. Follow company policy

Review your employment contract or company handbook to familiarize yourself with any specific guidelines or requirements regarding resignation procedures. Adhere to these policies to maintain professionalism.

2. Submit a hard copy

While sending the resignation letter via email is acceptable, it is recommended to provide a printed copy for your employer’s records. This ensures that there is a physical document verifying your resignation.

3. Discuss in person

It is courteous to have a face-to-face meeting with your immediate supervisor or manager to inform them of your decision before submitting the resignation letter. This allows for a more personal conversation and provides an opportunity to discuss any concerns or questions.

4. Prepare for counteroffers

In some cases, employers may attempt to retain an employee by offering a counteroffer. Consider your reasons for resigning beforehand and be prepared to stick to your decision. Counteroffers can be tempting, but it’s important to evaluate whether they align with your long-term career goals.

5. Maintain professionalism

During your notice period, continue to perform your duties diligently and maintain a professional attitude. Tie up any loose ends, complete pending tasks, and assist your colleagues as needed. Leaving on good terms will help preserve your professional reputation.


Writing a resignation letter is an important step when leaving a job. By following the outlined steps, expressing gratitude, and offering assistance, you can ensure a smooth transition and leave on a positive note. Remember to maintain professionalism throughout the process and follow any specific guidelines set by your employer.

Frequently Asked Questions (FAQs)

Q1: Can I submit a resignation letter via email?

A1: Yes, submitting a resignation letter via email is acceptable. However, it is recommended to provide a printed copy as well for the employer’s records.

Q2: Is it necessary to address the resignation letter to a specific person?

A2: Yes, it is best practice to address the resignation letter to your immediate supervisor or the relevant person within your organization.

Q3: How much notice should I give in my resignation letter?

A3: The notice period should be in accordance with your employment contract. Typically, two weeks’ notice is considered standard.

Q4: Should I mention the reasons for resigning in the letter?

A4: It is not necessary to mention the reasons for resigning in the letter. If you wish to provide feedback, it is recommended to do so in a separate conversation or exit interview.

Q5: Should I include negative comments about the company or colleagues in the resignation letter?

A5: No, it is important to maintain a professional and positive tone in the resignation letter. Avoid including any negative comments about the company, colleagues, or the reasons for your departure.