How to write a professional resignation letter (with steps)

By Indeed Editorial Team

Published 30 November 2021

When you leave your employer, writing a resignation letter is essential for ending your working relationship in a positive and professional way. An effective resignation letter concisely details your intent to leave, expresses thanks and offers help to enable a smooth transition process during your departure. Learning more about writing a resignation letter can help you develop this necessary skill that you can use throughout your career. In this article, we describe professional resignation letters, describe why it's important to write them, discover what to include in a resignation letter and review examples to help you write your own.

What is a professional resignation letter?

A professional resignation letter is a formal document that indicates your intent to quit a position and is typically longer than a general resignation letter. The primary purpose of a resignation letter is to provide an official record of notice, but it's also a demonstration of courtesy. If you feel your employment has been particularly rewarding, you may want to consider sending a professional registration letter to express your thanks in more detail. This can also help in maintaining a cordial relationship with the employer and help ensure you have an amicable departure.

A resignation letter can also be used to communicate important details about your intended last day of work, along with details about your departure. A properly written resignation letter is a great way to demonstrate your professionalism and help you leave in a positive way.

Related: How to write a resignation letter

Why write a resignation letter

Even if the company doesn't require a resignation letter, submitting one is a courteous way to leave a company. Maintaining a professional relationship with your employer can be useful for future employment matters, such as when you need a reference or recommendation. Having a written record of your departure can also help the HR department deal with administrative issues, like payroll. It also provides a record of important logistic information, like your final day and what you need as you plan to leave.

Related: How to quit a job

What to include in a letter of professional resignation

A letter of resignation helps set the tone for your departure from a role. It's often relatively short, thoughtful and professional. Before writing your letter, you can consider consulting your supervisor or HR manager to follow any processes the company has for resignations. Typically, a resignation often includes the following elements:

Date and formal greeting

It's standard practice to begin the document with the date and year to keep an official record of your resignation. If you are sending your letter via email, this isn't necessary. Begin the main body of the letter by addressing the recipient. This typically is a supervisor, manager or HR representative, but sometimes you may address the letter to your team, department or the whole organisation. You can use the general salutation for business letters, which is 'Dear' and then the recipient's name. For instance, you can write, 'Dear Sarah' or 'Dear Ms. Swindon.'

Related: Resignation email: tips, templates and examples

Intention

It's important to make your intention of resigning clear from the outset of your letter. You can do this by communicating your resignation in a concise introductory sentence such as, 'I am writing to inform you of my resignation from marketing manager at Marketing Best Co., effective December 3, 2021'. Ensure you include your current title, the company name and the date of your departure.

Reason for leaving

Along with stating your official resignation, the first paragraph often also contains a brief outline of why you are leaving the role. This allows you to explain your reason for leaving professionally. Providing some detail on your resignation can help maintain a positive relationship with your employer, which may be useful if you require a letter of recommendation.

Statement of gratitude

A resignation letter can also be a medium to express your thanks to the company. Stating your gratitude can help develop a positive tone for your remaining time in your role and can maintain an amicable relationship after your departure. Avoid using the letter as an opportunity to express your dissatisfaction, even if your time in the position was negative. This is your chance to leave a positive last impression and help ease the transition.

Next steps

Next, list any key information that your team or manager may require, such as how you plan to complete all pending tasks before your leave. This is also where you can offer your help to aid the transition process. For example, you can include a statement like, 'Please let me know how I can be of help in finding and training my replacement.'

Contact information

Complete the letter with an appropriate closing, such as 'Sincerely' followed by your name. If you are submitting a hard copy, sign above your typed name. You can include your contact information after your name if you have yet to list it. This can include your current position at the company, followed by your professional contact details. You can also consider including your personal contact details to make it easier for the company to contact you.

Examples of resignation letters

There are different types of resignation letters that you can use when quitting your job. Here is a list of job resignation letter examples to help you write your own:

Simple resignation letter example

Here's an example of a simple resignation letter:

Dear Louise,

I am writing this letter to notify you that I am formally resigning from my position as an associate engineer at JP Construction, effective on December 17, 2021.

I am very grateful for the opportunities for professional growth provided during my time at JP Construction. Thank you for your constant support.

Please let me know how I can help during the transition period. I wish you and the company the best.

Sincerely,
Conor Lyons

Related: How to write a short notice letter of resignation (with tips and examples)

Professional resignation example

Here's an example of a professional resignation letter for you to consider:

Dear Brendan,

Please accept this letter as my formal resignation from the position of IT consultant at Computer Solutions. My last day will be November 17, 2022.

I would like to take this opportunity to express my thanks and gratitude for the professional opportunities I have had working as an IT consultant for the past four years. During my tenure, I had the chance to work with multiple department heads, human resources, sales and marketing. I appreciate the many training sessions and internal development initiatives that allowed me to further develop my professional skills.

In the next two weeks, I intend to complete all pending tasks, and I am willing to assist in the hiring and training of new employees in this period. Please let me know how I can help to make this transition period as seamless as possible.

I wish you and the company much success and hope to keep in touch.

Sincerely,
Ryan Chester

Two weeks' notice resignation letter example

Here's a sample of a two weeks' notice letter of resignation:

Dear Julie,

Please accept this letter as formal notification of my resignation from the sales executive position at Western Investments, effective two weeks from this date.

The past six years have been extremely rewarding for me. I thank you for all the opportunities that enabled my professional growth, how you helped facilitate my advancement in the role, including your constant support and valued professional guidance given by you and the entire team.

I wish you and the company the best of success in the future. Please let me know if there's any way I can assist during this transition period. I hope to keep in touch.

Sincerely,
Aidan Henry

24-hour notice letter of resignation example

Here's a sample of a 24-hour notice resignation letter:

Dear Jane,

I am writing to notify you that I am resigning from my position as accounts associate effective tomorrow, November 14, 2021. I regret not being able to give adequate notice to allow more preparation for the transition. The circumstances leading to my immediate resignation have been beyond my control.

I thank you for the constant support, help and guidance that you have provided during my time at the company. Once again, I apologise for the late notification. I wish you and the company all the best and I hope to stay in touch.

Sincerely,
Finn Price

Related: 6 types of resignation letter templates

Immediate effect resignation letter example

Here's a sample of a resignation letter effective immediately:

Dear Mrs Murphy,

I regret to inform you that I am resigning from my position as business analyst at PB Consulting.

I understand my contract expires on July 17, 2021, but I am resigning immediately for an urgent personal reason. I am happy to assist you in the replacement process to help alleviate the transition.

I am extremely grateful for the opportunities this company has provided me, along with your constant support and professional guidance. Please let me know how I can help with this transition period. If necessary, I can be available for phone and email enquiries on a limited basis.

Thank you and apologise once again for the short notice.

Sincerely,
Kate Spencer

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