How to Write a Letter of Resignation: A Step-by-Step Guide

The Importance of Writing a Resignation Letter

Resigning from a job can be an emotional and stressful experience. However, it’s crucial to handle the situation professionally and respectfully. One of the essential elements of resigning from a job is writing a resignation letter. This letter formalizes your intent to leave and serves as a document to keep for your records. In this article, we’ll provide a step-by-step guide on how to write a letter of resignation that is polite, professional, and straightforward.

Greeting Your Audience

Before we dive into the details of writing a resignation letter, we’d like to take a moment to welcome you to our article. We understand that the decision to resign can be tough, and we’re here to provide guidance and support as you go through the process.

How to Write a Letter of Resignation

Step 1: Start with a Polite and Professional Salutation

Begin your letter by addressing it to your manager or supervisor. This is a formal document, so it’s important to use professional language and tone. Address the person by name, and include their job title and company name.

Step 2: State Your Intent to Resign

The first sentence of your letter should clearly state that you are resigning from your position, and include the date that your resignation will be effective. Be sure to provide at least two weeks’ notice, unless otherwise specified in your contract.

Step 3: Express Gratitude

Express your gratitude for the opportunity to work for the company, and mention some of the positive experiences you’ve had during your time there. This is an excellent opportunity to leave on a positive note and maintain a good relationship with your employer.

Step 4: Provide an Explanation (Optional)

If you feel comfortable, you may provide a brief explanation for your resignation. This is optional and should only be included if you feel it’s relevant and appropriate. If you do decide to provide an explanation, keep it brief and professional.

Step 5: Offer to Help with the Transition

Let your employer know that you are willing to help with the transition in any way possible. This can include training a replacement, transferring responsibilities, or offering to be available for questions after your departure.

Step 6: Close on a Positive Note

End your letter on a positive note. Thank your manager again for the opportunity to work for the company and express your appreciation for the experience. Sign your letter with your full name and contact information.

A Table of Information about How to Write a Letter of Resignation

Step Description
1 Start with a polite and professional salutation
2 State your intent to resign
3 Express gratitude
4 Provide an explanation (optional)
5 Offer to help with the transition
6 Close on a positive note


Can I resign via email?

While it’s generally best to resign in person, email can be an acceptable option in some circumstances. Be sure to follow the same guidelines for writing a resignation letter, including being polite and professional.

Do I have to give two weeks’ notice?

Unless otherwise specified in your contract, it’s generally expected that you will give at least two weeks’ notice before resigning. This gives your employer time to find a replacement and ensure a smooth transition.

Should I include reasons for my resignation in the letter?

You can provide an explanation for your resignation if you feel it’s appropriate. However, keep it brief and professional.

Should I mention any issues or complaints in my resignation letter?

No, it’s not appropriate to include any issues or complaints in your resignation letter. Keep the tone positive and professional, and save any concerns for a separate conversation with your employer.

Encouraging Readers to Take Action

We hope that this guide has been helpful in providing you with the information you need to write a professional and respectful resignation letter. Remember, resigning from a job can be challenging, but handling the situation with grace and professionalism can help maintain positive relationships and leave the door open for future opportunities.


This guide is intended to provide general information and guidance on how to write a letter of resignation. It’s essential to consult with your employer and/or legal counsel for specific guidelines and requirements. This guide is not a substitute for legal advice, and we make no guarantees as to the accuracy or completeness of the information provided.

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