What is a resignation letter?

What is a resignation letter?

A resignation letter is a letter where you inform your employer that you will resign from your job. It is also called a letter of resignation or a letter of resignation. Resignation letters are often used when an employee is resigning from a job. They are used to notify the employer that the employee is leaving formally.


When you resign from a job, writing a resignation letter is a good idea. The resignation letter is a formal document that serves as a notification of your resignation—it is a respectful way of informing your employer that you will be leaving the organization. Your resignation letter should be short and to the point; it should simply state the facts of your resignation and thank your employer for the opportunity to work for them. It is also a good idea to keep your resignation letter brief and to the point; this will help you avoid including any unnecessary information.


In a resignation letter, you typically provide your reason for leaving, thank the employer for the opportunity, and provide one last statement about your appreciation for the job. Sometimes, a resignation letter is followed up by a phone call or a formal email to provide further details.


It is a professional document that should be addressed to your manager or HR representative. The first paragraph should state your current title, the effective date, and the reason for your resignation (e.g., \"I am resigning because I have accepted a position with another company.\"


When should you write a resignation letter?

You must only write and hand in your resignation when you are certain you will leave the organization. Most organizations have policies that indicate that once a resignation has been handed, it can not be withdrawn. If you are going because you have found a new opportunity, only write and hand in your resignation after signing the new job offer. 


How to write a resignation letter?


It's a good idea to write a resignation letter instead of simply informing your boss that you're leaving. A well-crafted letter allows you to provide more information about your decision. You can provide context for your decision, thank your employer for the opportunity, and provide additional appreciation. You can also use a letter as an opportunity to give feedback or to air any grievances you have about your experience.


The purpose of a resignation letter is to inform the employer that you are leaving, so the body of the letter should explain why you are leaving, thank the employer for the opportunity, and provide one last statement of appreciation for the job.


Some resignation letters are more formal than others. In some cases, a more formal letter is used to notify the employer of your intent to resign and to provide additional background on your decision. A more informal letter can be used when the employer and the employee are on good terms and don't require formal notification of the resignation. In both cases, the overall purpose of the letter is to inform the employer that you are leaving.


Related: How to resign from your job: Everything you need to know


Resignation Letter Examples 


Resignation Letter Examples # 1

Dear Mr. Smith, I am writing to inform you that I am resigning from my position as an architect at Smith Architectural Firm. It has been a pleasure working with you over the past year, and I feel I have gained much knowledge and experience from this position. I wish the best for your company and will be sure to tell others about the great experience I had working for you. Thank you for the opportunity to work with your firm.


Resignation Letter Examples # 2

Dear Jane, Thank you for the opportunity to work with Acme. I've enjoyed my time here, and I appreciate the opportunity to work for a cutting-edge company like Acme. I've learned a lot here, and I'm grateful for the relationships I've built with my colleagues. To pursue other opportunities, I've decided to resign.


Resignation Letter Examples # 3

Greetings, Mr. President, I wish to tender my resignation as your Secretary of State formally. It has been an honour to serve you and the American people. I am grateful for the opportunity to have furthered our nation's interests and the cause of peace. I wish you the best of luck in finding a suitable successor.


Resignation Letter Examples # 4

Dear Mr. Holland, it has been a pleasure working at Holland & Associates. It has been a great learning experience, and I have learned a lot. However, I have decided that it is time for me to move on and explore new opportunities. I am excited for the next chapter in my career.


Resignation Letter Examples # 5

Dear Sir, I am writing this letter to inform you that I am resigning from my current position as a data analyst at Supra Corp. I have enjoyed working with you and am grateful for the opportunities that you have given me. However, I have decided to pursue a different opportunity that will allow me to use my skills in a different capacity. I will hand over my current responsibilities to my successor and help them transition into the role. I am also committed to providing additional support as needed.


Resignation Letter Examples # 6

Dear Mr. Smith, It has been a pleasure working for you over the last few months. However, I am afraid I will have to resign from my position. There has been a lot on my plate recently, and I feel like I am not able to give my best to this job. I would like to thank you for the opportunity and your support.


Resignation Letter Examples # 7

Dear Mr. Martin, It has been a pleasure to work for your company. I have learned a great deal in this role. I am confident that I will be able to use the skills I have gained here in my next position. I wish you and the company much-continued success.


Resignation Letter Examples # 8

Dear Sir, With a heavy heart, I tender my resignation as vice president of marketing. I have been with the company for over five years and have learned a lot. I have realized that I have accomplished everything I wanted to, and I need to move on to a new challenge.


Related: How to quit your job profesionally


We strongly suggest that you compose a letter that is polite yet brief and that includes the following:

  1. The date the letter was sent should be written in the top left corner of the page, just above the address.
  2. Address - The address format should be consistent with that of a professional business letter. On the first line, write the name of the firm, then come to the street address, followed by the city.
  3. Addressee: The addressee of the letter is often your manager; you may call them by their first name. If the circumstances warrant it, you can address a more sizable group of people, such as the entire firm, the unit, the team, or the department.
  4. Declaration of resignation: You are required to make it abundantly apparent from the very first sentence that you are departing from your position.
  5. Exit date: Providing your manager with an exact exit date is essential. This will allow your manager to manager to plan for your replacement. 
  6. Reasons for leaving (this area is optional, although providing a cause for leaving is highly recommended): In this section, use your diplomatic skills and explain why you are leaving. Concerns about one's overall health, a desire to spend more time with family, a desire to relocate, a desire to make a change in one's work, and many more possibilities qualify as acceptable reasons.
  7. A section expressing gratitude:  Be sure to close the letter by expressing gratitude to your management, and if you are in a thankful mood, appreciate the opportunity they provided you.
  8. Signature:  If you are sending in a physical copy of the letter, sign your name above where it has been typed. An online resignation letter might be as simple as your name written out.


How should you submit your resignation letter?

You and your boss can hold a confidential discussion during which you discuss your plans, and then you can follow up the meeting with a formal letter to make the decision official. In the end, you should act in a manner with which you are most at ease.



A letter of resignation is a general-purpose letter that may be put to use in a variety of different exit scenarios. In most cases, the letter is a formal notification that your tenure at the company will end in the next few days. Always be prepared for any eventuality, and adapt your letter to the particular circumstance.


Memory Nguwi
Super User
This article was written by Memory a Super User at Industrial Psychology Consultants (Pvt) Ltd

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