Tuesday, January 31, 2023

How to Write a Resignation Letter

Ready to leave your job but don’t know where to start?

Well, if you have decided to quit your job, it is important to do so professionally and graciously.

You can do this by giving an appropriate notice and writing a letter of resignation. This is the standard courtesy irrespective of your reasons for leaving the company.

A well written resignation letter offers a great opportunity to leave a lasting impression and keep your prospects open.

Who knows? You might cross paths with your boss or co-workers, or even return to the company in the future.

When writing a resignation letter, you should use the business letter format. This means you have to start with your address, followed by the recipient’s address, then salutation, the body and finally the signature line.

If you have no idea how to write a resignation letter read on as we delve into:

  • What a resignation letter is.
  • The dos and don’ts of writing a resignation letter.
  • A sample of resignation letter.

What is a resignation letter?

A resignation letter is an official document that notifies your employer that you are quitting your job.

The body of the letter includes a declaration of intent to leave the job, official staff position, your last day on the job, reason for resignation, gratitude to the employer and your availability for a smooth transition.

Dos and don’ts when writing a resignation letter

There are a few dos and don’ts you have to keep in mind when writing your resignation letter. You should:

  • Make it short, precise and to the point.
  • Adhere to the employment contract when giving notice. The length of the notice should be as stipulated in the contract.
  • Omit the ‘reason for leaving’ part if you don’t have another job lined up or you don’t want to share the cause for quitting. Alternatively, you can use vague words such as ‘I am leaving to pursue other interests’.
  • Avoid criticism of the company or any of its employees even if their shortcomings are the reason you are leaving. If you have any grievances that you must address, file a complaint with the HR.
  • Do not mention how delighted you are to be leaving, and the better perks that come with your new job.

How to write a resignation letter

Start with the addresses. Yours comes first, followed by the date, and then the address of the recipient.

Address the letter to whomever you feel the message should be conveyed to. This could be your boss or head of HR.

In the first paragraph, state briefly your intent to resign, the position you are resigning from and your last day at work.

In paragraph two, you can mention the reason for your resignation. This is optional and should be positive. If your reasons for leaving are negative, there is no need to mention them.

READ: Why I resigned from teaching to full-time online writing

The third paragraph should constitute appreciation for the opportunity to work in the company. You can include the highlights of your time there and the most rewarding moments.

Paragraph four should entail your willingness to offer any required support for a smooth transition. You can offer to train your replacement and express availability for any other assistance they may need.

Close the letter using formal remarks. Yours sincerely or just sincerely will do.

This is followed by your handwritten signature then finally your name.

If sending the resignation letter via email, the company’s contact information is not necessary.

You should however include yours at the end of the letter below your name.

READ: How to know it’s the right time to resign from your job

Letter of resignation sample

John Anderson
138 Home Street
Hans burg, PA 56320

October 8, 2022

Mr. Paul Dean
Chief Executive
HCS International
189 Main Street
Pittsburgh, PA 13247

Dear Mr. Paul
I am writing to submit my resignation as the business development officer at HCS International. In accordance with my contract, my last working day will be on 4th December 2022 which is a month from today.

This was not an easy decision but I landed an offer to work for an organization located closer to my family.

I would like to express my sincere gratitude for the opportunity to work in the company for the last six years. While I joined the company green, I leave an expert in marketing having learnt a lot from the best in the industry.

I am open to any process that will make this transition seamless including training my replacement. I will also be available to answer any questions even after the notice period lapses.

I wish HCS International success in all its future endeavors.

Yours sincerely,
John Anderson


The above sample of resignation letter is just to guide you on how to write a good resignation letter. Do not copy it.

Just use it as an inspiration to write a brief, polite, and professional resignation letter. Kindly remember not to burn bridges as the world can be very small.

READ: 5 Signs it’s time to quit your job and move on

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