best way to write resignation letter

How to Write a Respectable Resignation Letter [+Samples & Templates]

Published: November 09, 2023

Even though millions quit their jobs every month, we understand that telling your boss that you're leaving the company is never an easy conversation. A respectful resignation letter can mean the difference between an awkward goodbye and a chance for a long-term professional connection.

But how do you write a good resignation letter? What should you include and exclude? Let's dive in.

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What is a resignation letter.

A resignation letter is a formal document that lets your employer know that you are resigning from your position. It can be submitted either by email or printed letter.

It lets you officially announce your departure from the company and offers essential housekeeping information, like your last day and other details about your exit. Ideally, you'll submit your resignation letter at least two weeks before leaving the company.

An effective one helps you ensure a positive conversation with your boss and a smooth transition to your next journey.

5 Free Resignation Letter Templates

Resign with grace and formality with these five templates.

• General Resignation
• Taking a New Opportunity
• Formal Resignation

You're all set!

Click this link to access this resource at any time.

How to Write a Professional Resignation Letter

Your resignation letter should be brief and only include relevant and helpful information. Don't focus on the advantages of your next role. Instead, take the time to reflect on any appreciation you feel for the company you're leaving behind.

Your resignation letter should effectively convey your appreciation, professionalism, and willingness to assist in the transition process. Remember to keep it brief and focused on the relevant details.

With this in mind, here's the ideal resignation letter format.

Resignation Letter Format

The letter should be detailed but brief. Inform your manager of your decision, but keep it professional if the reasons are less positive.

The format of a resignation letter typically goes as follows:

Date and Salutation

Your letter should start with the date along with a formal salutation to your manager. Nothing too complicated here — you simply want to provide a filing date for HR, and to greet your manager courteously.

Although this step is simple, it effectively sets the tone for a professional and respectful letter, which is what you always want in your resignation.

A Statement of Resignation

Use the opening paragraph to state what role you're leaving, and when. This is known as a statement of resignation. Like the greeting, it doesn't have to be complicated at all. It's simply meant to provide your employer with the necessary information surrounding your departure.

No need to gush, like in this example: "I'm so sorry, but I'm resigning from the position of [job title] in two weeks, although it's been a true pleasure working with you all. I know this is the worst, but I promise, I wouldn't if I didn't have to." You can be corporate and cold here. Leave the emotions for when it's time to talk face-to-face with your manager!

Example: I would like to inform you that I am resigning from my position as [Position Name] for [Company Name], effective [Date].

Don't forget your date of leaving — the more exact, the better, because that gives your employer a timeline to work with. They can start planning for your departure by locating a replacement, for instance.

Body Paragraph

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You should use the body paragraph (singular! Not plural. We want the letter to stay short) to express gratitude for your time at the company, as well as share your exit plan.

I highly recommend lingering on your gratitude. Take the opportunity to reflect on your time at the company and express your appreciation for the experiences you've had. Highlight any professional development or growth you achieved while there.

Even if you have negative reasons for leaving, be as specific and genuine as you can. I'm sure you can find at least one good thing about the job. For example, you can thank them for the valuable training, supportive team environment, or work experience.

As for the exit plan, focus on making the transition easier. It's less about you leaving and more about what happens after you leave. Offer to train your replacement and ensure that all your responsibilities are properly handed over. You can even outline your projects and tasks so your successor has an easier time picking up the slack.

Closing Paragraph

Although optional, you can use the closing paragraph to list your contact information. I specially recommend it if you plan to use your former manager as a reference. Thank them for the opportunity to work at the company and express your interest in staying in touch. Provide your email address or phone number, then sign your name.

In the next section, we'll go into more detail about these key elements and look at a few examples.

What do I include in a professional resignation letter?

• Statement of Resignation and End Date
• Transition Details
• Personal Contact Information

Writing a professional resignation letter starts with understanding each of its components.

Download the Templates Now

Sometimes the nature of your position merits a more specific letter of resignation when you leave. Below are a couple of templates that help these more dynamic roles make a graceful departure from the company.

1. General Resignation Letter Template

No matter what position you are resigning from, this template from HubSpot can help you communicate your departure with ease.

This resignation letter provides space for you to thank your manager, outline positive experiences from your time at the company, share your last day, and talk about why you decided to leave.

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How to write a resignation letter (templates & tips)

Learn how to write a professional resignation letter with our step-by-step guide and easy to use templates.

Resigning from a job can be a difficult decision, and writing a resignation letter can be equally challenging. However, writing a resignation letter is an essential step in the resignation process, and it's crucial to get it right. In this article, we'll explore tips and examples for writing a resignation letter that will leave a positive impression on your employer and ensure a smooth transition out of your role.

What is a resignation letter?

A resignation letter is a written document that formally notifies an employer of an employee's intent to leave their job. The letter typically includes information such as the employee's last day of work and a brief explanation for their departure. The letter may also express gratitude for the opportunities provided by the employer, as well as an offer to assist in the transition process.

Resignation letters are an important part of the employee-employer relationship and can help ensure a smooth transition while maintaining a positive professional relationship. They should be written in a respectful and professional tone, and be submitted directly to the employee's supervisor or manager. A well-written resignation letter can also serve as a record of the employee's departure and the terms of their resignation.

How to write a resignation letter

Here are the steps you can follow to write a resignation letter:

• Start with a proper greeting: Address your resignation letter to your immediate supervisor or manager. Use their name and formal title, such as “Dear Mr. Smith” or “Dear Dr. Johnson.”
• State your intention to resign: Clearly state in the opening paragraph that you are resigning from your position. Be direct and to the point.
• Provide the date of your last working day: In the same paragraph, provide the date of your last working day. This will give your employer time to find a replacement or make other arrangements.
• Offer to help with the transition: In the next paragraph, offer to help with the transition process. This can include training your replacement or helping to wrap up any projects you are working on. This shows your employer that you are committed to making the transition as smooth as possible.
• Thank your employer: In the final paragraph, express your gratitude to your employer for the opportunity to work for the company. You can also mention any positive experiences or opportunities you had while working there.
• Close with a professional sign-off: End the letter with a professional sign-off, such as “Sincerely” or “Best regards.” Sign your name underneath the sign-off.
• Proofread and edit: Before sending the resignation letter, proofread it carefully for grammar and spelling errors. Make sure the tone is professional and that there are no typos or mistakes.
• Deliver the letter: Print out the resignation letter and deliver it in person to your immediate supervisor or manager. If that’s not possible, email it to them and follow up with a phone call to confirm that they received it.

Resignation letter Templates

Template 1:.

[Your Name]

[Your Address]

[City, State ZIP Code]

[Email Address]

[Supervisor's Name]

[Job Title]

[Company Name]

Dear [Supervisor's Name],

I am writing to inform you that I have decided to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I want to take this opportunity to thank you and the entire team for the valuable experience and support provided during my time at [Company Name]. It has been an honor to work with such a talented and dedicated group of individuals.

I am committed to ensuring a smooth transition and am willing to assist with the handover process in any way I can. Please let me know how I can best support the team during this time.

Thank you again for everything.

Template 2:

It is with regret that I am writing to inform you of my decision to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I appreciate the opportunities and experiences that I have gained while working at [Company Name]. I am grateful for the support and encouragement provided by you and the entire team during my tenure.

Please let me know if there is anything I can do to ensure a smooth transition for my replacement. I am happy to assist in any way I can.

Template 3:

Please accept this letter as formal notification of my resignation from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I have enjoyed working with the team at [Company Name] and appreciate the opportunities provided during my time here. However, I have decided to pursue a new career opportunity that aligns with my personal and professional goals.

I am committed to ensuring a smooth transition and am available to assist in any way possible during the handover process. Please let me know how I can best support the team during this time.

Resignation Letter Tips

Tip #1: be clear and concise.

Your resignation letter should be clear and concise. You should start by clearly stating that you are resigning and the date of your last day of work. Keep in mind that your employer may need time to find a replacement for your role, so it's essential to give them ample notice. Generally, two weeks' notice is considered standard, but you may want to give more notice if you have a particularly important or senior role.

Tip #2: Keep it professional

While it may be tempting to vent your frustrations or grievances in your resignation letter, it's essential to keep it professional. Your resignation letter should be polite and respectful, even if you are leaving because of problems with your employer or colleagues. You don't want to burn any bridges or damage your reputation, so make sure your letter is professional and polite.

Tip #3: Express gratitude

If you have had a positive experience with your employer or colleagues, it's important to express your gratitude in your resignation letter. Thank them for the opportunities they have given you and the experiences you have had while working for them. Even if you are leaving because of problems or issues, it's still essential to be gracious and polite.

Tip #4: Offer to help with the transition

If possible, offer to help with the transition. This could include training your replacement, creating handover notes or documentation, or providing a detailed update on your current projects and responsibilities. Offering to help with the transition shows that you are committed to ensuring a smooth handover and that you care about your employer and colleagues.

Tip #5: Address to your immediate supervisor or manager

This will ensure that your resignation is handled appropriately and professionally. Additionally, it will show that you respect your supervisor or manager and that you have given them the courtesy of being the first to know about your resignation. By doing so, you can maintain a positive relationship with your employer and potentially secure a good reference for future employment.

Tip #6: Keep your reasons for resigning vague

This can help prevent any potential conflict and keep your resignation letter professional. When writing your resignation letter, you want to avoid any negativity or drama, which could affect your professional reputation. Therefore, it's better to keep your reasons for leaving brief and to the point. If you do wish to elaborate, you can do so during an exit interview or in person.

Tip #7: Offer to help with the transition

This demonstrates your commitment to your employer and can help ensure a smooth transition out of your role. By offering to assist with the transition process, you show that you care about your employer, colleagues, and the work you've done. This can go a long way in maintaining a positive professional relationship with your employer and potentially open up future opportunities. Additionally, it can help you leave on good terms and ensure that your replacement has the necessary tools and resources to succeed in the role.

Tip #8: Keep a copy for your records

This can be helpful in case of any future issues or questions, and is a good record to have for your own files. It's important to keep a copy of your resignation letter for your own records, in case there are any questions or issues that arise after you've left your position. This can include things like proof of your notice period, details of your final salary or bonuses, and any agreements or promises made by your employer. Having a copy of your resignation letter can also help you remember key details and reflect on your career growth and experiences.

Tip #9: Be prepared for a counteroffer

While tempting, it's important to weigh your reasons for leaving against any potential counteroffer to ensure you're making the best decision for your career. A counteroffer can be an attractive proposition, but it's important to consider why you're leaving in the first place. If the issues you're experiencing are non-monetary, a counteroffer may not solve the underlying problem. Additionally, accepting a counteroffer can sometimes cause resentment or a lack of trust from your employer, as they may question your loyalty.

In conclusion, writing a resignation letter can be a challenging task, but it's essential to get it right. By following the tips outlined in this article and using the examples provided, you can write a resignation letter that will leave a positive impression on your employer and ensure a smooth transition out of your role.

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How to Write a Resignation Letter

Here’s what to say — and what to leave out.

Should you write a resignation letter? In most cases, quitting a job doesn’t require one. However, there are some situations in which you want to write one, the author explains in this piece. She outlines what those reasons are and offers advice for how to actually write one, including tips on what not  to say. The article also includes a template you can use with sample language.

You’ve made the decision to quit your job and you want to leave on a positive note. This starts with giving notice and letting people know in a professional way. So, do you need to send a resignation letter? If so, who do you send it to? And what do you say?

• Amy Gallo is a contributing editor at Harvard Business Review, cohost of the Women at Work podcast , and the author of two books: Getting Along: How to Work with Anyone (Even Difficult People) and the HBR Guide to Dealing with Conflict . She writes and speaks about workplace dynamics. Watch her TEDx talk on conflict and follow her on LinkedIn . amyegallo

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How to Write a Resignation Letter - Including Examples

Ready to leave your job? Check out our letter of resignation samples to help you find the right words.

Great news, you found a new job and are super-thrilled — way to go! There's one order of business you need to take care of before you start mentally decorating your new desk. You need to resign from your current job. So, you need to learn how to write a resignation letter telling your current boss that you're leaving.

Slightly awkward? For sure. But employees resign all the time in every business and in every industry around the world. Nobody expects you to stay in one job forever.

Whether or not you're leaving on good terms , submitting an employment letter of resignation is standard procedure. Tempted to rush off writing a simple resignation letter and move on? But keep your cool .

While the purpose of the resignation letter is to inform your employer that you're quitting , it’s also an opportunity to build relationships and resign on a positive note (no pun intended). So, if you’re worried about how to write a resignation letter, rest assured, we’ve got you covered.

What Is a Resignation Letter?

A resignation is the act of leaving your job. Use a resignation letter or resignation email to formally communicate your intention to leave the company you currently work for.

Not sure how to write a resignation letter, let alone who to send it to? Typically, you should address your employment resignation letter to your direct manager. In certain cases, you might have to copy HR in as well. So, always refer to your company’s employee handbook for the right procedure.

What Is a 2-Week Notice Letter?

A two-week notice letter is essentially the same thing as a resignation letter. Some might refer to it colloquially as their "quit job letter" or "job leaving letter".

Two weeks is the standard amount of time from when you announce you're leaving to your last day at your job . So, your letter confirms your intent to resign the exact date two weeks from that point that you will remain in your position until.

However, based on your contract and your function, you might have to write resignation letters stating more or less notice. For example, given their responsibilities, executives often have a one-month or longer notice of resignation to ensure a smooth transition.

Should You Write a Resignation Letter?

Yes, you should be writing a letter of resignation because it's the professional thing to do, whether you work at a hospital, a corporate office, or a coffee shop. A resignation letter officially gives notice to your boss that you're leaving the job and someone else will need to be hired to replace you and take on your responsibilities. Simply put, don't resign without one.

Crafting a good resignation letter is also important for both your and the company’s record-keeping alike. For instance, writing a resignation letter means there won’t be space for disputes about when your last day will be so you can communicate with your new employer. And a clear date is necessary for your current company to prepare your final paperwork and paycheck.

Plus, when you know how to write a resignation letter properly, you’ll leave a clear record of the terms on which you departed. This can be helpful if you were to return to the same company in the future, as there will be no doubts about your profile.

Do This Before Submitting Your Notice of Resignation

Whenever possible, set up a quick face-to-face, video or phone call with your manager to break the news personally. Then, submit your letter of resignation afterward as a written record.

It softens the blow and helps you leave the company, and the relationship with your boss, on the best terms possible. However, if you foresee severe push-back or in other unpleasant or very rare situations, it’s ok to announce your departure with a cold resignation letter or resignation email and no prior communication.

How to Write a Resignation Letter

It goes without saying that you can't just write, "I resign. Bye." There's a formal resignation letter format to use, but it's not as imposing as you may think. The secret to how to write a letter of resignation is actually to say less.

Here’s what we mean: You don't need to write a lot or give excessive detail . You just need to tell your boss that you intend to resign, add a few key points, and then respectfully wrap it up. The best resignation letter is one page long at most.

What To Include in a Resignation Letter

Ok, so now you’re probably wondering what to put in a resignation letter exactly? Here is a list of must-haves for a professional letter of resignation:

• a formal business salutation.
• a statement of intent that you will be leaving your job
• the name of your official staff position and the company
• the date of your last day on the job
• a vague reason why you’re leaving
• gratitude to your employer
• a highlight of your time there (if it adds value)
• an offer to support the company during the transition
• well wishes for the future of the company
• your contact information
• a formal closing

What to Avoid in a Good Resignation Letter

When thinking about how to write a resignation letter, avoid the following pitfalls:

Providing Details About Why You’re Leaving

No matter what made you decide to leave, remain as vague as possible in your letter of resignation. Use euphemisms such as “pursuing a new opportunity”, “taking on a new challenge” or similar.

Avoid mentioning which company you’re moving to. You’ll control the narrative and avoid any type of surprise during your transition. If you really think it’s appropriate, you can later share more details with your manager during your exit interview .

Negative Comments or Complaints

Our final tip for how to write a resignation letter is to remember that this letter will likely stay on file for the future. So, remain as professional as possible, meaning stay positive and respectful.

It’s fine to include feedback or complaints as long as you feel they are constructive and won’t risk coming back to bite you in a follow-up conversation.

Avoid altogether any accusatory, inappropriate, or threatening language. Whatever happened, it’ll serve you or your career best to go out on good terms.

Simple Resignation Letter Template

Use this template to put into practice your new found knowledge on how to write a resignation letter. Sometimes how to start a resignation letter can be a sticking point, but once you get going it can come easily.. So, go ahead and adjust the text of our notice of resignation template and add what you consider most appropriate for your situation.

[Your Name]

[Your Address], [City, State ZIP Code] | [Phone Number] | [Email Address]

[Supervisor's Name]

[Job Title]

[Company Name]

[City, State ZIP Code]

Dear [Supervisor's Name],

I am writing to formally resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I have thoroughly enjoyed my time at [Company Name] and I am grateful for the growth and the opportunities I had during my time here. I have learned a great deal.

After much consideration, I have decided to pursue a new career chapter that aligns with my next step toward my professional goals.

During my last two weeks at [Company Name], I’ll assist in any tasks necessary to ensure a smooth transition, including training my replacement.

I wish you and the company the very best going forward. I hope to stay in touch in the future. You can email me anytime at [Email Address] or call me at [Phone Number].

Looking for more guidance on how to write a resignation letter and pad out the template shown above? Check out the following examples to learn what to say in a resignation letter from real examples:

Resignation Letter Example One

Roberta Jones

18 Hillside Road, Boston, MA 55555 | Phone: 555-555-5555 | [email protected]

Ms. Joyce Michaels

ABC Company

15 Main St.

Boston, MA 55555

Dear Joyce,

Please accept this letter as notice of my resignation from my position as a Staff Accountant at ABC Company. My last day of employment will be 10/20/20XX.

I received an offer to serve as a senior accountant, and after careful consideration, I realized that this opportunity is too exciting for me to decline.

It has been a pleasure working with you and your team over the last three years. One of the highlights of my career was collaborating with you to automate ABC Company's accounting, financial and balance systems and setting up your accounting infrastructure. Your company is poised for continued growth, and I wish you much success with your upcoming acquisition of XYZ Company.

I would like to help with the transition of my accounting duties so that systems continue to function smoothly after my departure. I am available to help recruit and train my replacement, and I will make certain that all reporting and records are updated before my last day of work.

Joyce, thank you again for the opportunity to work for ABC Company. I wish you and your staff all the best and I look forward to staying in touch with you. You can email me anytime at [email protected] or call me at 555-555-5555.

Resignation Letter Sample Two

12 Remington Rd, Sunnyvale, CA 55555 | Phone: 555-555-5555 | [email protected]

Mr. Jeff Williams

YXZ Company

Sunnyvale, CA 55555

As we discussed earlier, this letter is to formally announce my resignation from my position as the Senior Marketing Coordinator at YXZ Company, with my last day of work being August 29, 20XX.

I am extremely grateful for the valuable experiences that I have gained during my seven years at YXZ Company. Our talented and supportive team was a pleasure to work with. I am proud of the accomplishments we achieved together, one being the Super Bowl commercial in 20XX which was a career highlight for me.

This decision aligns with my long-term career goals, and I am excited about the new challenges that await me. However, before my departure, I am committed to ensuring a seamless transition and open to assist in any way possible during this process.

I want to extend my heartfelt gratitude to you and the entire team for the guidance and camaraderie I’ve received at YXZ Company. I look forward to staying in touch and potentially collaborating in the future. You can email me anytime at [email protected] or call me at 555-555-5555.

Thank you again for the opportunity to be part of YXZ Company. I wish the company continued success and growth in the future.

Find Your Reason to Write a Resignation Letter

You’ve mastered how to write a resignation letter, now put it into practice. Create a Monster profile for free and find your next professional challenge. As a member, you can upload different versions of your resume and apply to openings with a single click. Plus, you’ll get customized job alerts emailed directly to you so, you’ll find your perfect match faster. And before you know it, you'll need to write a resignation letter of your own.

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How To Write A Resignation Letter

Posted August 29th, 2023

Have you accepted an offer and wondering how to write a resignation letter ? You’ve come to the right place.

You want to end on good terms if at all possible when writing a resignation letter.

During my time as a technical recruiter , I have read many resignation notice letters. It’s a part of the business world and happens on a daily basis.

You want to strike the right tone and balance when you write a two weeks notice. 

With that in mind, I will go over a step-by-step resignation template letter you can use and provide examples of resignation letters.

Why Write a Resignation Letter?

Formal resignation letter check list, 1. state the position you’re resigning from with an effective date., 2. thank your employer for the opportunity, 3. offer to help with the transition period, example resignation letter #1, resignation letter example #2, is it ok to resign by email, can you handwrite a resignation letter.

When quitting a job you should write a resignation letter as a professional courtesy.

This professional resignation letter gives an official notice period to your current employer that you’re leaving the position.

It also informs the manager that a replacement will be needed to take over the job’s duties and responsibilities.

Don’t give short notice to your employer when quitting for a new job, be professional.

A good resignation letter should include the following at a minimum.

• Current Date
• Company name, and address
• Statement of resignation
• State what your last day will be
• A two weeks notice period
• Your job title
• Your appreciation for the opportunity
• An offer of help during the transition period
• Your name and signature

3 Step Sample Resignation Letter Example Template

Professional resignation letters require no creativity or long thought out processes. Just make sure they are written in a professional manner.

You want to leave your current job on the best terms you can. Leaving on a positive note if possible is ideal.

When you resign from your position you will most likely have a conversation with your boss during an exit interview. This is a good time to go over your reasons for leaving if you so choose.

It is important to remember that you made need your boss as a reference someday so avoid writing anything controversial, vulgar, or offensive.

Give the manager two weeks’ notice to find a suitable replacement for your position.

Never burn a bridge because you never know when you may need it down the employment road.

[Today’s date]

[Company Name]

[Company address]

[City, State, Zip]

[Your Manager’s first name],

This letter is to inform you of my intention to resign from my position as [current position title] with [company name]. This will be effective two weeks from today [current date]

It’s never a bad idea to say thank you for the job opportunity. It shows class and professionalism.

You can mention, positive relationships, as well as things you have learned and enjoyed while working at the job. Even if you hate your job it’s still good to say thank you.

This warrants repeating you may need your manager as a reference down the road. Stay on good terms even if a potential reference is the only reason.

Great companies check references with former managers. A glowing recommendation from a previous boss could make a difference.

I appreciate the time I spent working here as a [position title]. I have learned a lot in the role such as [ list some skills learned or responsilbities]. I know the knowledge gained here will be an asset to me throughout my career and I’m thankful for the opportunity.

You don’t want your last two weeks on the job to be awkward if possible. Keep the lines of communication open and offer to assist during the transition period.

State you will wrap any work that you can and be ready for the hand-off of your work when the time comes.

I would be happy to help train new team members if needed. I plan to complete my duties during my last two weeks to the best of my abilities. If, there is anything I can do to help aid in the transition please let me know.

I hope to stay in touch in the future and wish the company continued success going forward.

[Your Handwritten Signature]

[Your full name]

Example Resignation Letters With Two Weeks Notice

Below are a few sample resignation letters you can read that will aid you in writing your own personalized formal notice.

These resignation example letters should give you a few ideas to work off of.

Gears and Widgets Inc

123 Engineering Lane

Atlanta, GA 30303

This letter is to inform you of my intention to resign from my position as Senior Mechanical Engineer with Gears and Widgets Inc. This will be effective two weeks from today 10/29/2021.

I appreciate the time I spent working here as a senior mechanical engineer. I learned a lot in the role such as new top-down assembly design methods in SolidWorks. I enjoyed finding new ways to be an effective engineer when working on projects.

I know the engineering knowledge gained here will be an asset to me throughout my career and I’m thankful for the opportunity.

I would be happy to help train new team members if needed. I also will complete my duties during my last two weeks to the best of my abilities. If there is anything I can do to help aid in the transition please let me know.

Developer Central Inc

123 Software Lane

Dallas, TX 75201

Dear Jennifer,

I’m writing to inform you of my resignation from the position as a .NET Software Developer with Developer Central Inc.  This will be effective two weeks from today 6/17/2021

I appreciate the time I spent working here as a .NET Software Developer I have learned a lot in the role while developing a better understanding of C#. I know the experience and knowledge gained here will be an asset to me throughout my career and I’m thankful for the opportunity.

I would be happy with the transition period and will wrap up my work during my last two weeks. 

I appreciate your advice over the years and hope to stay in touch in the future. I wish you and the company the very best going forward.

Sarah Richards

You should not resign by email. The professional way to resign from a job is to hand-deliver a signed resignation letter in person to the appropriate individual.

However, if you’re working remotely an email using the template above may work depending on the situation.

You should type out a resignation letter and sign it with your handwritten signature. This is because it will be easier to read.

You can however handwrite the letter if you wish to do so.

“Written communication” means you have to leave a paper trail of documentation.

Rather than use an email or fax you should deliver a real piece of paper to be on the safe side.

Certain jurisdictions may have different laws depending on where you live.

Should you have concerns you can always consult an expert such as an attorney.

When debating on how to write a resignation letter you should consider doing the following. The best way to resign would be to type a letter, print it, then sign it and deliver it to the appropriate person.

If your human resources department has certain guidelines when resigning then follow those.

Good luck in your new position.

Thinking about quitting but you haven’t found the right opportunity? Reach out to our engineering staffing agency or give our software developer recruiters a call today.

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How to Write a Resignation Letter: Tips & Template | Hays

How to write a resignation letter: tips and template - main region, how to write a resignation letter: tips and template.

What is a resignation letter?

Who to address resignation letter to , why it’s important to write a resignation letter, what not to include in your resignation letter, final resignation letter tips, how to write a resignation letter, 1. record today’s date and your contact details:, 2. address your letter to the right person:, 3. state your intention:, 4. outline the key dates:, 5. express your willingness to assist in the handover:, 6. acknowledge the positive experiences you’ve had:, 7. sign off appropriately:.

Conclude with your name and signature.

Resignation letter example

Here is a sample resignation letter template you can use:

Dear [Manager’s first name] ,

It’s with regret that I inform you of my resignation from my role as [job title] at [organisation name] . I am hereby giving you [insert your notice period – e.g. one month] notice of my departure, with my final working day being [date] .

During this period, I am more than happy to help in any way possible with the handover process.

• Have your letter to hand : If you’ll be meeting your manager face-to-face, prepare your letter in advance so you can email it immediately following your conversation.  
• Arrange a face-to-face meeting with your manager : Emailing your resignation letter to your boss without a prior meeting isn’t just awkward – it can come across as dismissive. So, arrange an in-person or video meeting to give notice. Plan what you’re going to say, be professional, clarify any uncertainties such as leftover pay and holiday, and thank them personally for the opportunity to work for them. Remember, they may be a future reference, so remain professional.
• Rehearse : If you are nervous about delivering your verbal notice, prepare for your meeting by reviewing your reasons for leaving and, if necessary, rehearse them out loud.
• Decide if you want to tell your manager where you are going : If you don't want to reveal your next employer, you're perfectly within your rights to keep this information to yourself. However, if you feel comfortable telling your manager the name of the organisation you are moving to and new position title, go ahead. Decide, too, if you want to share the start date for your new job.
• Be prepared for a counter offer : Communicating your decision to leave may lead to a counter offer. If you receive such an offer, carefully consider your options. Don't blindly accept. For instance, remind yourself why you wished to leave in the first place and what attracted you to the new role. Will accepting the counter offer change the reasons that drove you to look for a new job in the first place?
• Follow up : The period between handing in your resignation letter and exiting your role should be all about ensuring a seamless transition and concluding your time with the organisation on a good note. So, a few days after you send your resignation letter, follow up with a short email noting that you will tie up any loose ends and ensure your colleagues – and whoever may replace you in your own role – are well-equipped to manage the handover and the weeks and months immediately after you leave.
• Keep your news confidential : Finally, do not immediately start telling other team members about your departure. Your manager will appreciate being the one to decide who else to tell, and how and when to break the news to your team.

Leave on a positive note 

How to write a resignation letter form main region, resignation letter template.

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