Resignation Letter Examples: What To Write and Also, What Not To!

In the majority of cases, no matter the reason, no matter the circumstances, no matter the preceding events, it is always a good idea to write a professional resignation letter when you have made the decision to leave your current job.

A well written resignation letter tends to be appreciated by employers and also helps to maintain a cordial relationship with your former managers / colleagues should your paths cross again in the future.

A resignation letter doesn’t need to be long, but should just simply explain your intention to leave, the last day of your employment (in accordance with your contractual obligations), a thank you to your employer / colleagues as well as offering to assist with any transition / handover.

Below, we provide examples of what to include, and also what not, in your resignation letter as well as some templates you can use for reference.

What to write in a resignation letter

To whom it may concern

When drafting your resignation letter, it's important to consider who will be receiving it. In most cases, you'll direct the letter to your immediate supervisor or a representative from the human resources department. Utilize the standard salutation for formal business correspondence by addressing the individual with their full name, like "Dear Jamie Jones." Alternatively, if you share a close rapport with the addressee, employing their first name alone, such as "Dear Jamie," is also acceptable.  

I will be leaving the organisation

The core of your resignation letter should unambiguously communicate your decision to resign and specify the date you intend to leave the company. Make sure to check your contract to ascertain your contractual notice period, for example two-weeks, and calculate your last day of employment from this.  

The reason why

This is very much optional but if you feel appropriate can be appreciated by your employer., When elucidating your motives for resigning, it's advisable to provide your employer with a concise rationale without delving into overly personal details. A composed and professional tone should be maintained throughout this explanation and should lean towards the professional and personal development and enrichment you are gaining from your career move.

Thank you for the opportunity

Expressing gratitude towards your company in your resignation letter can set a positive tone for your remaining time at the organization.  Furthermore, this simple gesture can contribute to fostering a relationship with past employers, colleagues and managers as you never know when you meet again at some point in the future.

Happy to help

Consider offering your assistance to facilitate a seamless transition to a new hire. While there's no need to outline specific actions, a simple offer to aid in the transition process is sufficient.

You can contact me

In the event that your personal information isn't already included at the beginning or within the body of your resignation letter, it should be placed after your signature. This section should encompass your present position within the company, followed by your professional contact particulars. Including your personal contact details can also be advantageous for future communication post-departure.

What not to write in your resignation letter

Avoid all negativity

At all costs, please refrain from expressing any negative opinions about the company, colleagues, or management.  At all times it is important to remember to maintain a positive and professional tone.

Leave out the details

As discussed above, whilst you can provide brief reasoning for why you are leaving, you should avoid lengthy explanations that go into too much detail.  Save that for an exit interview, or perhaps even better, a conversation with your friends or family outside of work.

This is not the time to negotiate

A resignation letter is not the write format to try and negotiate terms, such as counteroffers or changes in your role. Those discussions should have already happened or, if this is the first time your employer was aware you were considering leaving, they can then use this as the starting point to enter into negotiations with you if they so wish.

Looking into the future

Whilst there is no huge issue with mentioning your future plans, it is probably best to avoid overemphasizing them or going into extensive detail on your next steps.  It is impossible to predict the future and you don't necessarily need, on record, plans which didn’t end up turning out as you expected they would.

Now is not the time for complaint or resentment

This ties into the first point but it is so important it is worth reiterating again, albeit in a slightly different way.  Please, please, please do not list out your grievances or complaints, even if they contributed to your decision to resign, with colleagues, management, the company or their procedures or business practices.  There are many ways to communicate this, but a resignation letter is not one.

Are you having a laugh?

Making a joke, or adding in humor and sarcasm in the written form can be easily misinterpreted, so our advice is that it is best to avoid it in a resignation letter.  The easy way to think about a resignation letter is to keep it as professional as possible.  

A resignation letter is a formal document, and its purpose is to inform your employer of your decision to leave in a professional and courteous manner - nothing more, nothing less.

Three resignation letter examples

Below are three resignation letter examples to give you guidance on writing your own.

Example 1

[Your Name]

[Your Address]

[City, State, ZIP]

[Email Address]

[Phone Number]

[Date]

[Recipient's Name]

[Recipient's Job Title]

[Company Name]

[Company Address]

[City, State, ZIP]

Dear [Recipient's Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

I have thoroughly enjoyed my time at [Company Name] and am grateful for the opportunities I've had to learn and also, for the times I have been able to contribute my skill set to the rest of the team. I have not taken this decision lightly, but after careful consideration, I believe it's the right step to help me move forward in both my professional and professional growth.

I am committed to ensuring a smooth transition during this period so please do let me know how I can best assist you in the handover of my responsibilities.

I want to express my sincere appreciation for the support and guidance I've received, not only from you, but also from the entire management team.  I'm confident that [Company Name] will continue to thrive, and I hope our paths may cross again in the future.

Thank you for being a part of a fulfilling experiences and the chance to be part of [Company Name]'s success.

Sincerely,

[Your Full Name]

[Your Job Title]

[LinkedIn Profile, if desired]

[Personal Contact Information]

Example 2

[Your Name]

[Your Address]

[City, State, ZIP]

[Email Address]

[Phone Number]

[Date]

[Recipient's Name]

[Recipient's Job Title]

[Company Name]

[Company Address]

[City, State, ZIP]

Dear [Recipient's Name],

I am writing to resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

There has been much I have enjoyed during my time at [Company Name] and am grateful for the growth opportunities. This decision has been formed as to what is best for my personal and professional development.

I am committed to a smooth transition and am therefore happy to assist with the handover process.

Thank you for your support during my time at [Company Name].

Sincerely,

[Your Full Name]

[Your Job Title]

Example 3

[Your Name]

[Your Position]

[Date]

[Recipient's Name]

[Recipient's Position]

[Company Name]

Dear [Recipient's Name],

I resign from my position effective [Last Working Day]. Thank you for the opportunity you have provided me whilst at [Company Name].

Sincerely,

[Your Full Name]

[Email Address]

Good Luck!

Hopefully this advice and the examples we have provided give a good insight into how to craft a professional resignation letter!