How to write a respectable resignation letter [+Samples & Templates]


If you leave work, you are not alone.

The workforce has changed to “Big resignation. ” Some experts have renamed the recent jumps in employee resignations to “Great Renewed Imagination” or “Great Realization”. People re-evaluate how they work, where they work and why they work.

According to the Labor Statistics Office, in April 2021 alone, about 4 million people left their jobs. This number is the highest recorded since the Office began recording such rates.

Even though millions leave work every month, we understand that telling your boss that you are leaving the company is never an easy conversation. A respectful resignation letter can mean the difference between an unpleasant reputation and the possibility of a long-term professional relationship.

Ideally, you will submit a resignation letter two weeks before leaving the company. It allows you to officially post your resignation in the company and offers essential information about the household, such as your last day and other details of your departure.

Effective helps you ensure a positive conversation with your boss and a smooth transition to the next path.

But how to write a good resignation letter? What should you include and exclude?

Writing a resignation letter can seem like a daunting task to you, so we’ve created a professional resignation letter template so you can get started, and include examples for inspiration.

Form of resignation letter

The resignation includes several elements: a greeting, an introductory paragraph, a main paragraph and a closing paragraph. The letter must be detailed but concise. You should inform your manager of your decision, but this should be professional if the reasons are less positive.

Example of a letter of resignation with marked paragraphs

What do I include in a professional resignation letter?

Writing a professional resignation letter begins with understanding each of its components:

1. Declaration of resignation and end date

Start your letter by stating your position in the company. This may seem superfluous if you work in a small business and your boss knows you well, but it is imperative that you include this as the letter is your official resignation. Along with this information should be a simple statement of your resignation.

It is also helpful to indicate the end date in the first paragraph, as this is one of your employer’s first questions.

This is what this first paragraph might look like in practice:

I inform you that I am stepping down from the position as [Position Name] for [Company Name]effectively [Date].

2. Gratitude

Take your time and think about how you grew up or what you valued most in the time you spent in the company. Be as precise as possible. Perhaps the company offered career development opportunities. You may have enjoyed the environment created by the company and the supportive atmosphere.

It’s also nice to thank your employer for the time and resources they’ve spent supporting your career growth. Here is an example of what this might look like:

I appreciate the career development opportunities you have given me over the last two years. I enjoyed my term [Company Name] and I feel honored to have been part of such a supportive team.

If you wish, you can indicate where you are headed. For example, if you are switching industries to pursue passion or attend graduate school, it may be appropriate to include this. For example:

I accepted the position as a [New Job Title]and I look forward to it [pursuing my passion in [X] or continue my work with a focus on [Y].

However, if you are leaving the company because of a competitor, it is better to omit such information.

3. Transition details

In the third paragraph, state your willingness to facilitate the transition. For example:

If I can help you during this transition, please let me know. I am at your disposal to help train my replacement and ensure that all my reports are updated before my last working day.

This sentence may seem different to you. But no matter what you write, it’s good practice to include specific details on how you’re going to help.

As an optional further paragraph, briefly review the work you will submit when you officially leave the company. Although it is the technical responsibility of your manager to take on this work and determine how it will proceed, it is helpful to list all the projects and tasks you have been tasked with to make the transition even easier for the company in the meantime.

If you haven’t served as a manager or have worked with other departments, you can skip this part.

4. Personal contact details

This last paragraph is optional and does not need to be included all the time, especially if you have no desire or need to use your former employer as a reference. However, many candidates choose to maintain their professional networks. The conclusion can look like this:

Thanks again for the opportunity to work [Company Name]. I wish you all the best and look forward to staying in touch. You can send me an email at [Email Address].

What not to include in the resignation letter

1. Future career moves

Although you can mention where you are going next, you do not have to inform your employer at length about your new position or salary. Make things professional. You can acknowledge how the current situation has helped your progress in your industry. Your letter should be direct and reflective in the tone of your employer.

2. Tasteless language

It goes without saying, but a resignation letter is not the right time to use profanity and obscene language. You must remain respectful and professional until the end of your term. While you may feel the urge to criticize your previous job, a resignation letter is not the right time to air dirty laundry.

3. Emotional attachments

If you are leaving a supportive work environment, it is helpful to omit emotional emotions in the letter. Be as professional as possible. You can illustrate these emotions with face-to-face meetings with others.

4. Criticism of co-workers

Your resignation letter does not need to contain negative comments about co-workers or managers in the company. The letter is intended to end your term, not to accuse others of incomplete tasks.

5. Projection of bitterness

This is not the time to project your resentment on your current job. You need to think about the positive moments and how you have gained useful knowledge about the industry and about yourself. You don’t have to go for a sour message with your employer.

Samples of professional resignation letters

Given the above template in mind, let’s take a look at some sample resignation letters for different positions, each with a slightly different but friendly tone of their resignations.

1. Sample gracious letter of resignation

You can share why you are leaving if these are not work-related reasons. Reasons must be positive or neutral. His tone is grateful that your employer took a risk. Most offer an extended hand to train an upcoming person. The letter shall include a notice of resignation at least two weeks in advance.

a sample of a gracious letter of resignation

2. Short sample resignation letter

The short resignation letter will include two important things: your resignation date and a notification to your supervisor. A good letter may also include a “thank you” line, but not necessarily. Even though you are ending your term with your current employer, you do not want to burn down the bridge without respecting the notice period.

sample short letter of resignation

3. Model letter of resignation

While the best way to leave work is at least two weeks notice and offer help with the transition, sometimes circumstances make that impossible. If you have to leave the job immediately without prior notice, you need an immediate resignation letter.

Here is a sample that can help you:

sample immediate letter of resignation

Free expert suggestions for resignation letter


Download suggestions now

Sometimes the nature of your situation deserves a more detailed resignation letter when you leave. Below are some suggestions to help these more dynamic roles leave the company elegantly.

1. Draft letter of resignation of the contractor

If you work as a self-employed person, you may need to adjust the focus of your resignation letter to address your final tasks and how you will separate from the client. This includes your current duties, tasks you will not complete, and how you will accept final payment.

example of resignation letter: contractor

Image source

2. Draft letter of resignation from the Executive Director

A quick email or two-paragraph notification to your supervisor may not be enough as a formal resignation if you are in a leadership or senior management role.

As these roles are more difficult to fill, you may have a more important role to play during the transition period, especially as you lead more people and decide on the direction of more projects.

The example below separates the resignation into two parts. The first is the resignation itself, and the second is how (and with whom) the assignor’s work will continue. This is just one of the various proposals we have on offer.

example of resignation letter: executive director

Image source

Are you ready to write your resignation letter?

In your resignation letter, be polite no matter what your role is, state why you are leaving, and state clearly who you are informing. Gratitude and support at the time of your departure is very important to employers, and the last thing you want to do is leave the company on a sour note – even if you are leaving for unpleasant reasons.

Drawing inspiration from these patterns and resignation letter suggestions will protect your professional bridges and keep your professional network intact as you embark on your next adventure.

Editor’s Note: This post was originally published in October 2018 and has been updated for completeness.

letter of resignation


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