How to Write a Resignation Letter that Resonates with Your Boss

A Step-by-Step Guide to Crafting a Well-Written Resignation Letter that Leaves a Lasting Impression

Are you thinking of quitting your job? Congratulations on taking a bold step towards your career goals! While resigning from a job can be an exciting and liberating experience, it can also be a nerve-wracking process. You may have mixed emotions and fear about how to communicate your decision to your employer.

One essential part of this process is writing a resignation letter. You may wonder how to write a resignation letter that is professional and respectful while conveying your reasons for leaving the company. The resignation letter is your chance to maintain a healthy relationship with your employer without jeopardizing your reputation. Follow these guidelines to craft a well-written resignation letter that will resonate with your boss.


Before we dive into the nitty-gritty of writing a resignation letter that stands out, let’s take a moment to reflect on why this is essential. When you resign from a job, you are essentially saying goodbye to a company and its people, many of whom you have grown to know and respect. Below are some questions to consider before you begin writing your resignation letter:

Do you have a new job lined up, or are you quitting without another prospect?

What are the reasons why you are leaving?

Have you given enough thought and consideration before making this decision?

Once you have answers to these questions, you can proceed to write your resignation letter.

How to Write a Resignation Letter

Step 1: Format Your Letter

Before you begin writing, ensure you format your letter correctly. Use a professional font type, font size 12, and ensure that you have left adequate margin space. Begin with a formal header that includes your employer’s name, address, and date. Next, include a formal salutation, for instance, “Dear Mr. Smith.”

Step 2: State Your Intention to Resign

Your resignation letter’s opening paragraph should state your intention to resign from your position and the date of your last day at work. Keep this section short, clear, and concise. Also, remember to express gratitude for the opportunity to work with the company.

Step 3: Clearly State Your Reasons for Resigning

Your employer will be interested in knowing why you have decided to resign. In this section, you should be honest but also professional in the way you express your reasons. Be careful not to burn bridges by expressing your negative thoughts about your employer or colleagues. Stick to the facts while admitting your reasons without pointing fingers.

Step 4: Provide a Positive Summary of Your Experience

It’s a good idea to provide your employer with a brief summary of your time working with the company. In this section, highlight some achievements, experiences, and skills you have gained while working there. Keep it brief and positive.

Step 5: Offer Assistance in Transitioning Your Role

Once you have decided to leave, your employer will need to find a replacement for your role. It’s courteous to offer to assist in any way possible to facilitate a smooth transition. You may offer to help train your replacement or make a list of your daily tasks and responsibilities to make it easier for a new employee.

Step 6: Close Your Letter with Gratitude and Well-Wishes

End your letter on a positive note by expressing gratitude for the professional development and growth opportunities that the company has given you. Also, extend your well wishes to your colleagues and employer for the future.

The Resignation Letter Table

Section Description
Header Include the employer’s name, address, and date.
Salutation Formal greeting directed to the employer, for example, “Dear Mr. Smith.”
Intention to Resign State your intention to resign and the date of your last day at work.
Reasons for Resigning State clearly the reasons for resigning, but avoid pointing fingers or being negative.
Summary of Experience Provide a brief summary of your time working with the company while highlighting some achievements and skills acquired.
Assistance in Transitioning Role Offer to help in any way possible to facilitate a smooth transition, such as training your replacement or making a list of tasks and duties.
Closing End your letter positively by expressing gratitude and well-wishes for the future.

Frequently Asked Questions

1. Can I write a resignation letter via email?

Yes, you can write a resignation letter via email, but it’s more professional to write a hard copy letter and hand it to your boss in person. If this is impossible, you can send an email resignation letter.

2. Should I be honest about my reasons for leaving?

Yes, you should be honest about your reasons for leaving, but tactful in expressing them.

3. How much notice should I give?

It’s advisable to give at least two weeks’ notice. However, some companies may require longer notice based on the job’s nature.

4. Can I rescind my resignation?

Yes, you can rescind your resignation but ensure that you discuss your decision with your employer first.

5. Should I give any feedback to my employer?

If you have constructive feedback, you can offer it to your employer, but be careful not to sound negative or confrontational. Keep it professional and positive.

6. Can I negotiate my last day of work?

You can negotiate your last day of work, but it’s advisable to give reasonable and adequate notice to avoid inconveniencing your employer.

7. Should I include my contact information in my resignation letter?

Yes, include your contact information in your resignation letter.

8. Do I need to include my new employer’s name in my resignation letter?

No, you do not need to include your new employer’s name in your resignation letter.

9. Can I ask for a reference in my resignation letter?

It’s better to ask for a reference after you have left the company rather than including it in your resignation letter.

10. Should I copy my colleagues in my resignation letter?

No, you do not need to copy your colleagues in your resignation letter, but you can inform your colleagues of your resignation in person or via email.

11. Can I be fired after I resign?

No, you cannot be fired after resigning, but your employer may ask you to leave immediately, depending on the job’s nature.

12. Should I discuss my resignation with HR?

If your company has an HR department, it’s advisable to discuss your resignation with them.

13. Can I resign without a job offer?

Yes, you can resign without a job offer, but it’s advisable to have another prospect before quitting your job.


Writing a resignation letter can be a daunting task for anyone. However, with this step-by-step guide, you can craft a professional, respectful letter that will leave a lasting impression on your employer. Remember to be honest, positive, and professional in expressing your reasons for leaving, and offer to assist in making the transition easier. You can use the resignation letter table to help you coordinate your ideas and ensure you cover all the essential parts of the letter. Don’t forget to check your grammar and spelling before submitting your letter.

Finally, we hope this article has been helpful to you in crafting a resignation letter that resonates with your boss. Once again, congratulations on taking this bold step towards your career goals.

Closing or Disclaimer

This article is for educational purposes only and does not constitute legal or professional advice. The information contained herein is based on our research and experience, and we make no guarantee of its accuracy, completeness, or timeliness. You should consult with an employment law attorney or human resource professional for specific advice regarding your situation.

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