What's a Good Format for Resignation Letter

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What's a Good Format for Resignation Letter

3 min read

A resignation letter serves as your official notice to an employer that you'll be departing from their organisation. This key document communicates your intention to resign, making it an essential step in a smooth and amicable exit process. Crafting a well-formatted resignation letter allows you to leave on good terms, preserving professional relationships that could be beneficial in your future career.

Writing a resignation letter might feel daunting, but it doesn't have to be. The trick lies in striking the perfect balance between professionalism and personal touch. Tips for resigning gracefully include maintaining respect and dignity, giving adequate notice, offering assistance during the transition period, and expressing gratitude for opportunities gained during your tenure at the company.

Remember, leaving a job with grace and dignity reflects positively on your professional persona. It's not just about saying goodbye; it's about paving the way for potential opportunities in the future.

Key Components of a Resignation Letter

A well-structured resignation letter should include several important elements that communicate your intention clearly, professionally, and respectfully. Here are the essentials:

Start with a Formal Salutation and Address the Appropriate Person

Ensure your letter begins with a formal salutation, addressing the person who is directly responsible for receiving such communication. This could be your immediate supervisor or the HR manager.

Clearly State Your Intention to Resign

Next, make certain to state unequivocally that you are resigning. Use direct, unambiguous language to indicate your decision.

Mention the Last Working Day and Provide Enough Notice Period

Include in your letter the date of your final working day. Typically, it's standard practice to provide at least two weeks' notice.

Express Gratitude to Your Employer and Mention Positive Experiences

Remember to express gratitude for the opportunity and learning experiences garnered during your time with the company. Highlight positive aspects of your employment.

Offer Assistance in Transitioning or Training Your Replacement (If Applicable)

If possible, extend an offer to assist in transitioning your responsibilities or training your replacement. This indicates a high level of professionalism and consideration.

Provide Contact Information for Further Communication

Lastly, leave updated contact information so that you can be reached if needed during the transition period.

By including these key components in your resignation letter, you ensure clarity of intention while maintaining a positive tone. The next sections will delve into these points more deeply to provide you with detailed guidance on what to include in a resignation letter.

Read: Resignation letter for personal reasons

Formal Salutation and Addressing the Recipient

The first step in drafting a formal outline for resignation letter is to begin with a professional greeting. Opt for traditional salutations such as 'Dear [Recipient's Name]' or if the name is unknown, 'To Whom It May Concern' is a safe option.

Dear [Recipient's Name],


To Whom It May Concern,

A well-formulated resignation letter includes the recipient's job title and company name right after the greeting. This addition enhances the professional tone of your letter. For instance:

Dear [Recipient's Job Title] at [Company Name],

Paying attention to these details sets the tone for your letter, indicating your intention to maintain professionalism throughout the process.

Clearly State Your Intention to Resign

Resigning from a position calls for unequivocal communication. In your resignation letter, ensure that the statement of intent is clear, concise, and unequivocal.

Example: "I am writing to formally resign from my position at [Company Name], effective [last working day]."

This direct approach eliminates any possible misunderstanding. It is important to remember that this letter will likely be kept on record, therefore clarity in your statement of intent in the resignation letter is paramount.

Mention the Last Working Day and Provide Notice Period

Determining and establishing your final working day is a vital part of writing a resignation letter. It's customary to include the specific date, allowing your employer ample time to make necessary arrangements. The standard notice period is typically 30-60 days, but this can vary depending on your employment contract or company policy.

“I am writing to formally resign from my position at [Your Company], effective two weeks from today, [Your Last Day].”

While sticking to the standard notice period, it's beneficial to offer flexibility when possible. This displays professionalism and consideration towards your soon-to-be former employer, and can be communicated with a simple sentence:

“If required, I am willing to adjust my last day at work for a smooth transition.”

These steps ensure that you're leaving on good terms while providing clear and concise information about your departure.

Express Gratitude to Your Employer

A meaningful aspect of a resignation letter, expressing gratitude to your employer cements the professional relationship on a positive note. Remember, the goal here is to leave with grace and maintain goodwill.

One way to achieve this is by showing appreciation for the opportunities and experiences gained during your employment. A line such as...

"I am deeply thankful for the opportunities to grow both personally and professionally during my tenure at [Company Name]."

...can express your sentiment effectively.

It's equally important to highlight positive aspects of working with your employer. You could mention how their leadership style, work environment, or particular projects positively impacted you.

An example could be:

"Working under your guidance has been a significant highlight of my career, providing me with invaluable insights and experiences."

This section of your resignation letter not only demonstrates gratitude but also leaves a lasting impression of professionalism and respect.

Offer Assistance in Transitioning or Training Your Replacement

In an endeavor to ensure a smooth transition, it's advisable to extend your support to your employer. If feasible, offer your assistance in transitioning your responsibilities to the new employee. This gesture not only evinces your professionalism but also mitigates any potential disruption that your departure might cause.

This support could encompass various facets of the transition process:

  • Assisting the new hire in understanding their role and responsibilities
  • Facilitating a seamless handover of ongoing projects
  • Providing necessary documentation or guides

In essence, being willing to train your replacement can be a pivotal part of your resignation letter. It reassures your employer of your dedication and commitment until the very last day of work, ensuring that you leave on good terms.

Do remember, however, this offer should be genuine and feasible; do not make promises you cannot keep.

The next crucial element of a resignation letter is providing updated contact information for future correspondence.

Provide Contact Information for Further Communication

Remain accessible post-resignation by including your updated contact information in your resignation letter. This ensures a smooth flow of communication, even after your tenure with the company has ended.

Your Full Name

Your Address

City, State, Zip Code

Email Address

Phone Number

It's pivotal to keep the channels of communication open. If the employer needs clarifications regarding your tasks or any other help during the transition, they should be able to reach you without any hassles. So, make it clear in your letter that you're available for any queries or meetings that may arise during the transition period.

Remember, leaving on a high note paves the way for positive references and potential networking opportunities in the future. Thus, offering your availability underlines your professionalism and commitment towards a smooth transition, even as you bid farewell to your role.

Tips for Writing a Great Resignation Letter

Writing a resignation letter can feel like walking a tightrope — it's crucial to strike the right balance between clarity and politeness. Here are some essential tips on how to write a great resignation letter:

1. Keep It Concise

A good resignation letter is not an autobiography. Keep it brief, clear, and to the point.


"I am writing to formally resign from my position at [Company Name], effective [last working day]."

2. Maintain Professional Tone

Always use a professional and respectful tone regardless of your reasons for leaving. Remember, this letter could be part of your employment record and might be referenced in future employment checks.

3. Proofread the Letter

Ensure that your letter is free from spelling or grammatical errors. A polished resignation letter reflects well on you as an employee.

4. Avoid Negative Comments

Even if your experience wasn't entirely positive, refrain from expressing dissatisfaction or criticism about your employer or colleagues in the letter.

5. Request a Meeting If Necessary

If there are unresolved issues or if you feel it's appropriate to discuss your departure in person, request a face-to-face meeting with your employer.

These tips will help ensure that you leave your current job with grace and professionalism, maintaining valuable relationships along the way. In the next section, we'll provide you with a sample resignation letter template to guide you through this process.

Sample Resignation Letter Template

Crafting a resignation letter can be challenging. Therefore, below are sample resignation letters and resignation letter templates to guide you.

The first example is a general template:

Dear [Recipient's Name],

I am writing to formally resign from my position at [Company's Name], effective [last working day two weeks from the date of the letter].

My time at [Company's Name] has been rewarding and I appreciate the opportunities that have been provided to me for personal and professional growth.

Should it be necessary, I am willing to assist in the transition of my responsibilities before my departure.

Please feel free to contact me at [Your Contact Information] if there are any queries or meetings required during the transition period.

Thank you for your understanding.

Yours sincerely,

[Your Name]

Variations of this template can be created according to the unique circumstances surrounding your resignation. For instance, if you're leaving for another job, you might add:

The decision to leave was not easy as I have enjoyed working with the team here. However, I have been offered an opportunity that aligns more closely with my long-term career goals.

Or for personal reasons:

Due to personal reasons that require my immediate attention, I find it necessary to resign from my current position.

These examples of resignation letters should help you draft your own, keeping in mind that your intent should remain clear and professional throughout.


Acquiring the skill to craft a well-formatted resignation letter can impact your professional life significantly. It not only showcases your professionalism but also ensures a smooth transition, thus leaving a positive imprint on your employer. As discussed, the key components of a resignation letter include a formal salutation, clear statement of resignation, gratitude expression, an offer for transition assistance, and provision of contact information.

Remember, resigning doesn't have to be a negative experience. Instead, it can be an opportunity to strengthen relationships and leave on good terms. Hence, strive to maintain positivity and decorum throughout the resignation process.

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Also read: Cover letter for your job

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