How to Write Letter of Resignation

A letter of resignation is an official letter which is designed to inform your current employer of your decision to resign from the company. It is a significant piece of documentation in your work life. The way a letter of resignation is written affects your professional future: it ensures that you leave your position with good standing and that you avoid negative consequences, like not being. A resignation letter format should be courteous and formal, providing sufficient information for the management so that they process your resignation request adequately. The letter should be written correctly and submitted at the right time. Most letters of resignation do not exceed more than one printed page.


  • Keep the letter brief and to the purpose. You do not need to give extended explanations about why you decided to resign.
  • Maintain a courteous tone throughout the entire letter.
  • Be supportive. If appropriate, offer to help seek for your replacement or train a new employee.
  • Leave on good terms with your supervisor and co-workers, because most sectors, especially if they are highly specialized, are tightly knit.
  • Submit the letter of resignation to your supervisor and make a copy for the human resources department.


  • Use a generic address. Do not start the letter with such an impersonal impression as “To Whom it May Concern.”
  • Boast about your new position even if it is much better than the previous one.
  • Express aggression or frustration even if you are terribly dissatisfied with your job.
  • Provide any irrelevant and unimportant details.
  • Criticize your employer or your job no matter how tempted you may be to do so.

Guidelines – How to Write a Letter of Resignation

    1. Begin the letter with both your own and your employer’s contact information, followed by the date.
    2. State a reason of the resignation if the circumstances under which you are leaving your job are positive. If you are resigning because of a bad job, you should not mention this. Keep the letter professional.
    3. Include the notice period and the intended last working day. The notice period may be required by contract or otherwise. In practice, a resignation can be effective immediately.
    4. State your good attitude and intentions during the last period in the company by fulfilling the required responsibilities.
    5. As an option, you can indicate that you will reconsider returning to work within the company should be there this possibility.
    6. Close the letter graciously. You should leave a good impression. Thank the employer and colleagues for the pleasure of working with them and experience gained within the company.
    7. Edit the letter of resignation before submitting it. If you want another person to check it over for you, show it to a career counselor to make sure that everything is correct.
    8. Ask your supervisor and co-workers for a reference. If they agree, ask them to write a LinkedIn recommendation as well. It is an effective tool in the search for a new job.

In a letter of resignation you are supposed to state that you are terminating your employment with a company and give the final working date. When writing the letter, you should keep in mind that it is significant to keep it as simple, focused and positive as possible. A well-crafted resignation letter can help you maintain positive relations with the employer and move up the career ladder successfully.

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