How to Write a Formal Resignation Letter (with Samples)

You may have decided to leave your current employer to work in your dream company, start your own business or switch to a new career. Regardless of why you are leaving your current job, it is critical that you consider the next step as it is key to ensuring that you and your employer end things on a positive note. In most organizations, you will be required to hand in a formal resignation letter.

Writing a formal resignation letter in an upbeat and diplomatic tone will have a positive impact on your last few days at the company. It will also help ensure that you can return to the company if things don’t work out in your new job, obtain a reference letter, or work together with your current boss on a professional basis in the future.

This begs the question of what a resignation letter is? How can you write one? And what are the do’s and don’ts? This article will help you answer all these questions to help make the writing process more manageable.

A formal resignation letter is an official document used to notify your employer of your decision to leave your current position. It explains why you are leaving and indicates your last day on the job. Your formal resignation letter is a record of proof that notice was provided to the employer. It is usually submitted after you verbally inform your employers of your decision to resign to avoid catching them off guard.

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Reasons to Write a Formal Resignation Letter

Writing a formal resignation letter will help you maintain good relations with your employer even after your employment ends.   This can come in handy when you need a reference letter from your soon-to-be-ex employer. The employer may also refer to the letter when deciding whether a counteroffer should be made to keep you from leaving or if you can return to the company. The resignation letter enables you to ensure that you do not say something that can spread and affect how others in the field perceive you.

The elements of a formal resignation letter help to effectively communicate your decision to resign from the current job. They also help ease the writing process by narrowing down the information you are required to provide. Therefore, you must clearly understand what should be included in your formal resignation letter.

The information required includes the following:

Employer’s information

It would be best if you began by indicating the date of writing. You should state the employer’s name, title, department, and company name and address. These details help identify who is the recipient of the letter.

For example:

May 5, 20xx

Susan Wolf
Huma resource department
ABC Company
56Pligrms Road
New York, NY 7779

Greeting 

Secondly, you should greet the recipient directly by their last name. Depending on the position you occupy and the organization’s setup, you may be required to address the letter to your supervisor, an HR representative, team department, or the company. Therefore, you should use a formal greeting when addressing the recipient:

For example:

Dear Mr. Wolf

Subject line

Thirdly, you should indicate the letter’s purpose in a simple subject line. The subject line is an easy way of informing the recipient of what the letter is about. It should contain your full name.

For example:

Subject line: Alice Green Resignation Letter

Your intention to resign

Your introductory statement should outline your intention to resign from the organization. It should contain the title of the position you are leaving. When indicating these details, you should ensure that you go straight to the point to avoid wasting the employer’s time with unnecessary information.

 For example:

This letter is to notify you that I am resigning from my position as the lead graphic designer at ABC company.

Departure date

Next, you should indicate the departure date to ensure that the employer knows when your last day of work will be. Indicating the date allows the employer to prepare for your departure, such as preparing your last paycheck and the expiry of your benefits, among others. The date indicated also provides the employer with time to find your replacement. You can provide a two-week, 24 hours, or immediate notice. If you cannot provide an early notice, indicate an apology to show that you acknowledge that it is on short notice. You should also indicate any tasks you need to complete before leaving, like a project.

For example:

March 22 will be my last day. I only have one remaining project that will need to be reassigned to someone else.

A brief note on reason for leaving

You should then indicate a clear reason as to why you are resigning from the company. Writing a brief civil explanation that does not contain personal details will help you maintain professionalism. You may state that you are resigning due to health concerns, financial benefits, relocation, among others.

For example:

I have received a job offer at a new company.

A thank you

It would be best to express your appreciation for the opportunity and experience gained while working at the company. Mention specific experiences, lessons, or opportunities you are thankful for. It helps show that you acknowledge the time and effort invested in you.

 For example:

Thank you for the opportunity you have given me. Working at ABC company has enabled me to hone my skills as a graphic designer. Though my departure saddens me, I believe that this is the start of a bigger and better thing for myself and the company.

Offer to assist in the transition

Continue by offering to help with the transition process. For example, you can offer to help with tasks like finding your replacement and training them before you leave, among others. This offer shows that you are aware of the disruption your departure will cause and that you are willing to help make it seamless.

For example:

I would be happy to help find my replacement and anything else you may need during this transition period. My team is well trained and ready to take up some of my tasks and responsibilities if a replacement is not found at my place.

Your contact information

Finally, you should end the formal resignation letter by signing off using an appropriate closing word or phrase such as ‘Sincerely’ or “Kind regards.”  When submitting a hard copy letter, you should ensure you indicate a signature above your printed name.  Next, provide your address and contact information if they haven’t been indicated in the header. These details will help you and your employer stay connected even after your departure.

For example:

Sincerely,

[Your Signature]

Alice White

321Main Street
New York, NY 2782
555-675-2675
alicewhite@gmail.com

Formal Resignation Letter

Here we have formal resignation letter template and samples you can use to include essential information in your letter:

Do’s and Don’ts

There are several do’s and don’ts that you should consider when writing a formal resignation letter. These do’s and don’ts will help ensure that your letter communicates your intention to resign more effectively.

When writing a formal resignation letter, it is vital to consider practices that will help ease the writing process.

 They include the following:

Keep it positive and short

You should ensure that your formal resignation letter is positive to help leave a good impression as you depart. It should also be a short letter of 2- 3 paragraphs. Writing a short resignation letter will ensure that only relevant information is captured.

Provide a formal letter

Writing a formal resignation letter enables the employer to keep comprehensive documentation of your time at the company by providing closure to your employment records. It will also help ensure that you provide relevant information. You can either opt to send an email or a hard copy letter.

Proofread and edit

Once you’re done witting, proofread the letter to help free it of any spelling and grammatical errors. It will help ensure that your letter is polished, and your employer has an easy time reading your letter.

Maintain a formal tone

The relationship shared with your employer is formal; hence your resignation letter must maintain a formal tone. It ensures that the contents of the resignation letter are taken seriously. Using a formal tone will also ensure that your employer reacts appropriately to the letter.

Be gracious

It would help to be gracious to ensure that things end cordially. This will make future interactions with the employer pleasant. It will also demonstrate your professionalism.

When writing a formal resignation letter, you must consider the practices that should be avoided during the drafting process. Knowing this information will help you ensure that you do not make these mistakes.

The following should be avoided when you write a formal resignation letter:

Don’t brag about your new job

Do not use the resignation letter to brag about your new job. Remember that you may need a recommendation from the employer. You may also need to return to the company if things in your new job won’t work out.

Tell the whole truth (Avoid lengthy explanation)

Lengthy explanations about why you have decided to resign are not required. You can opt to use your exit interview to vent out your frustration rather than doing so in the formal resignation letter.

Leave without notice

Do not submit your formal resignation letter without providing prior notice. You should provide the employer with ample notice for adequate preparation for your departure. Companies will usually indicate in their policies and procedures about how much notices you should provide.

Reasons why you hated your job

You should avoid providing reasons why you hated your job. This is unnecessary as you did not raise any issues on the matter. Instead, you can provide vague details on what you gained from the position.

Negative comments about your boss

Do not use the formal resignation letter to make negative comments about your employer, as it may come back to haunt you in the future, even if there is a new boss. Your comments may gravely impact your career, especially if your new employer is informed of your unprofessional and disrespectful behavior.

Criticism of your peers

Criticizing your peers in your resignation letter should be avoided as it shows that you cannot work well with others. It also makes your resignation letter seem overly critical.

Inappropriate language

You should avoid using inappropriate language like obscenities. This type of language should not exist in a formal document. Instead, choose your words carefully so as not to offend the employer.

Unnecessary information

Do not provide unnecessary details that have nothing to do with the employer. The employer doesn’t need to know where you’re moving to, what your new salary will be or what position you have been offered. It would be best to take adequate time to filter out what is relevant and what is not.

Threats

Indicating threats in your formal resignation letter could land you in serious trouble. Remember that the letter can be used as evidence against you. In addition, it could negatively affect any chances you may have of securing employment.

Emotional statements

Do not include emotional statements in your resignation letter regardless of whether they are good or bad. Instead, it would be best to express them in person. Your emotional sentiments do not contribute to the severe nature of the resignation letter.

Spelling and grammar errors

Submitting a formal resignation letter with numerous spelling and grammatical errors is unacceptable. It shows a complete lack of motivation. Furthermore, such a letter will easily frustrate and confuse the reader.

A formal resignation letter helps you inform your employer of your decision to quit your current position. It contains information on why you have decided to resign and when your resignation will come into effect. In addition, a well-written resignation letter ensures that you maintain a cordial relationship with your employer even after you leave the company.

You should write a brief resignation letter to ensure that you only focus on providing relevant information to the employer. Do not brag, criticize or use inappropriate language, as these are clear signs of unprofessionalism. Proofread the letter once it is complete to ensure no spelling and grammatical errors. It would help to consider using a formal resignation letter template and reading a sample to help you understand how it is structured.

About This Article

Authored by:

Zhaniece Hill

Human Resources Specialist | Masters of Business, MBA, BAS Operations Management and Supervision

Zhaniece Hill, an accomplished author, and writer, possesses an extensive 9-year journey as a seasoned Human Resources professional. With a Master's degree in Business Administration, Hill's profound insights into human capital management have been shaped by a diverse background spanning public and private sectors. Expertise in talent acquisition, onboarding, employee engagement, and benefits define Hill's remarkable HR acumen. With an unyielding focus on results, Hill's legacy is characterized by innovative HR solutions that elevate employee satisfaction, retention, and overall business performance. Continuously seeking fresh challenges, Zhaniece Hill utilizes her expertise to create a lasting impact in the realm of HR.