How to Write a Professional Resignation Letter [Examples Inside]

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In the professional world, resigning from a job is a path most of us will walk at least once. And while it might feel like stepping into unknown territory, especially if it’s your first time, the road map is clear. The signposts? A well-crafted resignation letter. Just like any good story, the key to a smooth transition is all in the telling. This article isn’t just about teaching you how to write a resignation letter; it’s about ensuring your professional narrative continues smoothly, without burning bridges. Whether you’re moving on to greener pastures, embarking on a new adventure, or simply closing a chapter, let’s make sure your exit is as polished as your entrance.

Addressing the Recipient

When you’re ready to write your resignation letter, the first step is to know whom you’re addressing. This might seem straightforward, but it’s crucial for setting the tone of your letter. The recipient is typically your direct supervisor or manager, as they’re the first link in the chain of formal notification within the company. Here’s how to nail this section:

  • Direct and Personal: Start with a simple “Dear [Manager’s First Name],” if you have a close working relationship. If your relationship is more formal or if you’re addressing higher-ups you seldom interact with, use “Dear Mr./Ms. [Last Name],”.
  • Respect Hierarchies: If protocol dictates, you may need to address the letter to someone higher up the ladder, like a department head or even a CEO, especially in smaller companies. Always ensure you’re following company protocol to avoid any faux pas.
  • Professionalism is Key: Regardless of your company’s culture, keep the tone professional. This letter will be part of your employment records and can influence future job opportunities.

Remember, the way you address your recipient sets the stage for the message you’re about to convey. It’s the first step in ensuring your departure is handled with professionalism and respect.

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Date and Subject Line

Following the addressing of your recipient, the next elements to incorporate into your resignation letter are the date and subject line. These components are crucial for providing a clear and immediate understanding of the letter’s purpose.

Firstly, place the date at the top left corner of your letter. This date is important as it marks the official time of notice, which is especially critical if you’re adhering to a notice period before leaving. It’s customary to use the month, day, and year format, aligning with standard business correspondence in the US.

Directly below the date, you should include a subject line. This might not be common in all resignation letters, especially if you’re submitting a printed letter, but it’s particularly useful for emails. The subject line should be concise and to the point, for example, “Resignation – [Your Full Name].” This immediately informs the recipient of the letter’s content, ensuring there’s no delay in processing your resignation due to ambiguity.

Including these elements not only adds to the professionalism of your letter but also ensures there is no confusion about your intentions or the timing of your departure. It’s a simple step that greatly contributes to a smooth transition for both you and your employer.


Moving on to the salutation, this part of your resignation letter serves as a courteous way to greet your recipient before delving into the main content of your letter. While it may seem minor in the grand scheme of your resignation, the salutation sets the tone for the communication that follows. A proper salutation acknowledges the professional relationship you have with the recipient and shows respect.

Typically, you would begin with “Dear” followed by the recipient’s title and last name, such as “Dear Mr. Smith” or “Dear Ms. Johnson.” If you have a closer relationship with your manager or the letter’s recipient, using their first name is acceptable, like “Dear Lisa” or “Dear John.” The key is to maintain a professional yet personal tone, acknowledging the rapport you’ve built over your tenure.

The salutation is a small but pivotal part of your resignation letter. It bridges the transition from the formal elements of your letter, like the date and subject line, into the more personal and substantive part of your message. Ensuring it’s appropriately addressed demonstrates your professionalism and respect for the individual and the position they hold.

Opening Paragraph

The opening paragraph of your resignation letter is where you get straight to the point of your communication. It’s here that you announce your intention to resign from your position, setting the tone for the rest of the letter. This paragraph needs to be clear, direct, and devoid of any ambiguity about your decision.

Start by expressing your intention to resign and, if possible, mention your last day of employment considering any notice period you’re obliged to adhere to. For instance, you might begin with, “I am writing to formally announce my resignation from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].”

This straightforward approach ensures there’s no misunderstanding about your intentions. It also shows respect for your employer by giving them ample time to prepare for your departure, which is particularly important for a smooth transition.

Your opening paragraph sets the stage for the details to follow, where you will delve into the reasons for your departure, your plans for the transition, and your gratitude for the opportunities provided during your tenure.

Reason for Resignation

After your initial announcement, it’s customary to provide a reason for your resignation in the following paragraph. This doesn’t have to be an exhaustive explanation, and depending on your circumstances, you might choose to keep this section brief and to the point. The key here is to convey your reasons in a positive and professional manner, without delving into unnecessary detail or airing any grievances.

A simple and effective way to approach this is to mention that you are leaving for new opportunities, personal reasons, or career growth that aligns more closely with your long-term goals. For example, you could say, “I have decided to move on to pursue new challenges and opportunities that align more closely with my career objectives.” This keeps the tone positive and forward-looking, focusing on your growth and future.

It’s important to remember that your resignation letter might be kept on file and could be referenced in the future, especially for background checks or references. Keeping your explanation positive and professional helps maintain a good relationship with your soon-to-be former employer and leaves the door open for potential future opportunities.

Transition Plan and Notice Period

In this section of your resignation letter, it’s vital to communicate your commitment to ensuring a smooth transition. This demonstrates professionalism and respect for your current employer’s needs and helps maintain positive relationships post-departure. Discussing your notice period and proposing a transition plan underscores your responsibility and dedication to the role, even as you prepare to leave.

Begin by reiterating the notice period you are providing, aligning with your contract or company policy, typically two weeks. Then, offer specific ways you can contribute to a seamless transition. This might include training a replacement, documenting your current projects, or providing detailed instructions for ongoing tasks. For instance, you could write, “I am committed to ensuring a smooth handover of my responsibilities and am willing to assist in training my successor during my remaining time.”

Your approach to this part of the letter can leave a lasting positive impression. It reflects your integrity and can influence your professional reputation. While you’re looking forward to new opportunities, showing that you care about your current role and its future after your departure speaks volumes about your character and professionalism.

Expressing Gratitude and Appreciation

An essential component of a well-crafted resignation letter is the expression of gratitude towards your employer for the opportunities and experiences you have gained during your tenure. This segment not only reflects your professionalism but also helps to leave a positive impression, reinforcing the value of maintaining good relationships in the professional world.

In this part of your letter, take the opportunity to thank your employer for the support, growth opportunities, and valuable experiences you’ve encountered while working with the company. Highlight specific instances or projects, if possible, that were particularly meaningful to you. For example, you could say, “I am incredibly grateful for the opportunity to work at [Company Name], where I have grown significantly in my professional capacity and had the chance to be part of a fantastic team.”

Remember, the goal here is to acknowledge the positive aspects of your employment and to express appreciation for the contributions it has made to your career development. A sincere expression of thanks can go a long way in ensuring that you depart on good terms, leaving a door open for future interactions or opportunities that may arise.

Closing Remarks

As you approach the conclusion of your resignation letter, your closing remarks should encapsulate your sentiment of departure succinctly and warmly. This final section is your opportunity to leave a lasting, positive impression, ensuring the letter ends on a note of professional goodwill and personal reflection.

In crafting your closing remarks, it’s beneficial to reiterate your best wishes for the company and its future endeavors. A statement such as, “I wish [Company Name] continued success and hope to cross paths again in the future,” fosters a sense of ongoing respect and openness to maintaining professional connections.

Additionally, acknowledge that you look forward to your remaining time with the company, emphasizing your commitment to contribute positively until your departure. This reinforces your professionalism and the constructive tone of your resignation.

Closing your letter with a simple, respectful sign-off, such as “Sincerely” or “With gratitude,” followed by your name, completes the message with the appropriate decorum, mirroring the respectful tone set forth from the beginning.

Contact Information

Including your contact information at the end of your resignation letter is a practical step that facilitates future communication. Whether for finalizing departure details, connecting for networking purposes, or for use as a reference, providing your current contact details ensures you remain reachable even after you’ve moved on from the company.

Your contact information should include an email address and a phone number where you can be contacted. It’s advisable to use personal contact details rather than your current work email or phone number to maintain communication channels open after your departure. For example, you might conclude your letter with, “Should you need to reach me for any reason after my departure, please do not hesitate to contact me at [Your Personal Email Address] or [Your Phone Number].”

This gesture not only demonstrates foresight but also reinforces your professionalism and the respectful tone of your resignation. It shows that you are considerate of the company’s needs and willing to assist, even after your employment has ended.

Formal Sign-Off

The formal sign-off is the concluding touch to your resignation letter, encapsulating the respectful and professional tone you’ve maintained throughout. This part of the letter is where you formally end your message, using a courteous and professional closing, followed by your signature.

To choose an appropriate sign-off, consider the overall tone and your relationship with the recipient. Common professional closings include “Sincerely,” “Best regards,” and “With gratitude.” After the closing phrase, leave a space for your handwritten signature (if you’re submitting a printed letter) and then type your full name. If you’re sending your resignation via email, a typed name suffices as your electronic signature.

Your sign-off should reflect the respect and professionalism you’ve shown throughout the letter. It’s the final impression you leave, so ensuring it’s appropriately formal and respectful is key.



[Your Handwritten Signature, if submitting by paper]

[Your Typed Name]


[Your Handwritten Signature, if submitting by paper]

[Your Typed Name]

This formal sign-off reaffirms your respect for the company and the individual you’re addressing, providing a proper closure to your professional communication.

Resignation Letter Templates

Example 1: Standard Resignation Letter

Dear Mr. Thompson,

I am writing to formally resign from my position as Marketing Coordinator at Thompson & Co., effective two weeks from today, [Insert Last Working Day]. This decision has not come easily, but after careful consideration, I have decided to pursue an opportunity that aligns more closely with my long-term career goals.

I want to express my deepest gratitude for the opportunities to grow and the experiences I’ve had during my time at Thompson & Co. It has been a pleasure working with such a talented team and contributing to the company’s goals.

I am committed to ensuring a smooth transition and am willing to assist in any way I can during my remaining time. Please let me know how I can help transfer my responsibilities effectively.

Thank you once again for the opportunity to be a part of Thompson & Co. I wish the company and my colleagues continued success.


[Your Name]

Example 2: Resignation Letter for Personal Reasons

Dear Ms. Lee,

I am writing to inform you of my decision to resign from my position as Senior Graphic Designer at Creative Solutions, effective one month from today, [Insert Last Working Day]. After much consideration, I have made this difficult decision due to personal reasons that require my full attention.

I am incredibly grateful for the support and opportunities provided to me during my tenure at Creative Solutions. Working alongside such a creative and dedicated team has been a truly enriching experience, and I am proud of what we have accomplished together.

I understand the challenges my departure may cause and am fully committed to assisting in the transition process. I will do everything in my power to ensure a smooth handover of my duties and support the team during this period.

Thank you for your understanding and support regarding my decision. I hold Creative Solutions and its people in high regard and hope to stay in touch in the future.

Warm regards,

[Your Name]

Example 3: Positive Tone Despite Challenges

Dear Team,

It is with a heavy heart that I announce my resignation from my position as Project Manager at Innovatech, effective three weeks from today, [Insert Last Working Day]. While my time here has been challenging, it has also been incredibly rewarding, and I have learned and grown much professionally and personally.

I am leaving to pursue a new direction in my career that offers me different challenges and growth opportunities. However, I will always cherish the memories and experiences I’ve gained at Innovatech. The support and camaraderie of this team have been unparalleled, and I am thankful for every moment.

I am eager to help make this transition as seamless as possible. I will provide thorough documentation of my current projects and am more than willing to train my successor to ensure the team’s ongoing success.

I look forward to staying connected and wish Innovatech and all its employees the very best in all future endeavors. Thank you for the incredible journey.

Best wishes,

[Your Name]

FAQ: Resignation Letter Queries Answered

In this part of the article, we’ll tackle some frequently asked questions regarding resignation letters, offering clear and concise answers to common concerns. This section aims to provide additional clarity and guidance, ensuring you feel fully prepared to write your resignation letter.

How Can I Write a Good Resignation Letter?

Writing a good resignation letter involves a few key components: clarity, conciseness, and respect. Begin by directly stating your intention to resign and your proposed last day. Include a brief reason for leaving, offer to assist with the transition, and express gratitude for the opportunity. Maintain a positive and professional tone throughout. By adhering to these guidelines, your resignation letter will communicate your intentions effectively while preserving your professional relationships.

What Is a Nice Example of a Resignation Letter?

A nice example of a resignation letter starts with addressing the recipient personally, followed by stating the resignation with a notice period. It then briefly explains the reason for leaving, offers help during the transition, expresses gratitude for the opportunities provided, and ends with a warm, professional sign-off. Tailoring this structure to your situation and keeping the tone respectful and positive can serve as a strong foundation for your letter.

How Do You Resign Gracefully in a Letter?

To resign gracefully in a letter, ensure that your wording is respectful, and focus on the positive aspects of your time at the company. Offer to assist with the transition, thank your employer for the opportunities you’ve had, and avoid any negative comments about the company or your colleagues. A graceful resignation letter leaves a good impression and maintains professional relationships.

How Do You Politely Resign From a Job?

Politely resigning from a job requires a well-written resignation letter that communicates your decision in a respectful manner. State your intention to resign and your last day of work clearly, provide a brief reason for your resignation, offer your assistance during the transition, and express your appreciation for the opportunities given to you. Keeping your communication clear, positive, and respectful is key to resigning politely.


Crafting a professional resignation letter is an essential step in transitioning from your current role to new opportunities. By addressing the recipient appropriately, clearly stating your intention and reasons, offering assistance during the transition, and expressing gratitude, you set a positive tone for your departure. Remember, a well-composed resignation letter not only reflects your professionalism but also preserves valuable relationships in your career network.

With these guidelines and answers to common questions, you’re now equipped to write a resignation letter that is respectful, clear, and considerate, ensuring a smooth transition for both you and your employer.

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About the author: Oran Yehiel

Oran Yehiel is the founder of Startup Geek, with an MBA specializing in financial management and a background in Deloitte. As a Certified Public Accountant and Digital Marketing Professional, he writes about venture capital, marketing, entrepreneurship, and more, bringing a wealth of experience to businesses seeking growth and success.

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