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How to Write a Professional Resignation Letter (with Samples)

Resignation letter

Writing a resignation letter may be one of the most challenging documents you’ll ever have to compose in your career.

Your resignation letter needs to strike the right tone – one that is professional yet positive. A well-written resignation letter leaves your employer with a good impression of you and opens doors for positive references or a possible return in the future.

In this article, we will provide tips on how to write an effective resignation letter along with sample resignation letters you can use as templates. By following our advice and using the examples provided, you can be confident your resignation letter maintains professionalism and expresses gratitude.

Why You Need a Resignation Letter

A resignation letter serves two main purposes:

  1. To officially notify your employer that you are resigning from your position. Providing written notice in the form of a resignation letter is a professional courtesy and may be required by your company’s policies.
  2. To leave on good terms. Your resignation letter can positively influence how your manager and coworkers view you after you leave. With a well-written letter expressing thanks, you preserve your professional reputation and set the stage for potential job references.

Key Elements of an Effective Resignation Letter

There are certain elements every good resignation letter should include:

  • Date – Include the current date at the top of the letter.
  • Addressee – Address the letter to the appropriate person, such as your direct manager or supervisor.
  • Opening paragraph – State your intention to resign followed by your last working date. Express appreciation for the opportunity to work at the company.
  • Explain your decision – Briefly explain the reasons for your departure, such as pursuing a new opportunity or career change. Avoid any negative comments.
  • Express gratitude – Thank your employer and coworkers for the experience and any specific support/opportunities they provided.
  • Offer assistance – Volunteer help with transition tasks such as training your replacement. Offer contact availability through your notice period.
  • Sign off – End on a positive note wishing the company well.
  • Signature block – Include your signature, full name, and date under your signature.

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Sample Resignation Letters

Here are some resignation letter samples demonstrating effective formats:

Two Weeks’ Notice


[Manager’s Name]
[Company Name]

Dear [Manager’s Name],

Please accept this letter as formal notice that I resign from my position as [Job Title] at [Company Name], effective [Resignation Date], which is two weeks from now.

I have truly enjoyed the last three years working with you and the team on various marketing projects. This company has provided me the opportunity to develop skills that I will take with me to my next challenge.

I appreciate everything you and [Company Name] have done for my professional development. I am grateful for the mentorship you provided as I took on more responsibilities.

While I am moving in a new direction, please know that I am available to assist with transition activities over the next two weeks. I am happy to train my replacement or complete any open work.

Thank you again for a wonderful experience. I wish you and [Company Name] the very best moving forward.

[Your Name]


Short Notice Resignation


[Manager’s Name]
[Company Name]

Dear [Manager’s Name],

It is with mixed emotions that I submit my resignation from [Company Name] effective this Friday, [Resignation Date].

The last 18 months working as your [Job Title] have been an extremely rewarding experience, and I appreciate the opportunities you provided for professional growth. However, an exciting new opportunity has presented itself that I cannot pass up.

I understand my notice period is shorter than desired. Please let me know how I can assist with transition activities over the next few days. Thank you for being understanding of this short notice.

Thank you again for your mentorship and support. I wish [Company Name] continued success.

[Your Name]


Tips for Writing a Standout Resignation Letter

  • Keep it concise at one page or less. Bullet points work well to organize information.
  • Put the most important details like your last day upfront.
  • Focus on positivity and professionalism in your wording.
  • Proofread carefully for any errors before sending.
  • Send as a .pdf attachment for a polished, formal look.
  • Follow up with a brief email or call thanking them again for the opportunity.

Read  How to Quit a Job: 7 Comprehensive Guide

With a well-crafted resignation letter highlighting your contributions and expressing gratitude, you can maintain goodwill as you transition to new opportunities. Leaving on an upstanding professional note is important for future career networking. Use our tips and sample letters to guide creating your resignation notice.


What should I do if my employer refuses to accept my resignation?

Here are some tips on how to handle a potential negative response from your employer after submitting a resignation letter:

·         Remain calm and professional at all times. Do not engage in an argument or raise your voice.

·         Listen to understand their perspective, even if you don’t agree. Reflect on any valid feedback they provide about your performance or notice period.

·         Reiterate your appreciation for the experience and any specific support they provided. Emphasize your intention is not to damage the relationship.

·         If they press for more notice time than you can provide, see if a compromise is possible through overtime hours or assist with knowledge transfer. Getting their sign off is important.

·         Thank them for their time and express your openness to discuss future opportunities if any come up with them. Leave the door open whenever professionally possible.

·         Do not speak negatively about the company or individual managers in the meeting or after. Take the high road.

·         Follow up with a thank you email for their time and reinforcing your commitment to help transition work.

·         If they refuse your resignation, contact HR privately to ensure proper process was followed and your rights. Consider negotiating a solution.

·         Do not let a negative interaction alter your conduct or work performance during the remaining period.

With calm professionalism and compromise when reasonable, you can navigate even an initially unpleasant response to preserve your reputation and references. The high road is always best.


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