Resignation Letter, Format, Tips & Examples

Resignation Letter: A resignation Letter is a letter announcing the decision to resign from your current job. Practicing resignation through a letter is an old method of communicating one’s messages. Increasing modernization has increased the sources through which messages can be communicated such as through email, telegrams, text messages, etc. But still, everyone has to send a letter in writing at some point in their lives. So here, we will discuss how to write a resignation letter.

Resignation Letter

A resignation letter is a formal letter that is written by an employee to the employer announcing the decision to resign from his current job or designation. A person may quit his job for several reasons, for instance, moving to a new town, focusing on family time, getting a new job, etc. Whatever may be the reason, the ideal course of action is to resign in person and then follow up with a resignation letter.  

Resignation Letter Format

The format of the resignation letter should include your contact information, official notice that you’re resigning, and when your final day of work will be. If you’d like to include more details you can, but they are not required. Here’s how to write a resignation letter-

1. Contact Information (Written Letter): A written letter should include your and the employer's contact information (name, title, company name, address, phone number, email), followed by the date.
2. Contact Information (Email): In an email resignation letter, include your contact information at the end of the letter, after your signature. You don’t need to include the company’s contact information.
3. Greeting: Address the resignation letter to your manager, using their formal title ("Dear Mr./Ms./Dr.").
4. Paragraph 1: Note that you are resigning from your job and state the date on which your resignation will be effective. This will give the employer official notice for your personnel file.
5. Paragraph 2: (Optional) You can mention the reason you're leaving, but this is not required. If you choose to give a reason, be sure it’s a positive one, such as starting a new job, leaving the workplace, or going back to school.
6. Paragraph 3: (Optional) If you’re able to help with the transition, mention your availability in your letter.
7. Paragraph 4: (Optional) Mention your appreciation for the opportunity you had to work for the company. If there was something that was especially rewarding, share the details.
8. Closing: Use a formal sign-off, such as "Sincerely" or "Yours sincerely."
9. Signature (Written Letter): End with your handwritten signature followed by your typed name.
10. Signature (Email): Include your typed name followed by your contact information.

Tips For Writing Resignation Letter

A resignation Letter is an important means of communication of intent of resigning. Here are some tips that you should keep in mind while writing a resignation letter-

• To Give appropriate notice-It is best if you are resigning, to write the letter at least two weeks before resigning from your job. The most important information which should be included in a resignation letter is to write the date you plan to leave the company. This makes it easy for the employer as well as for you.
• Thank you should be mentioned- You should also let the employer know that you cherished your time with the company. If you were not particularly happy at the company or if your relationship with your supervisor or colleagues was disputable, you can mention this expression of thanks in a  brief. It would be enough to simply say that I have enjoyed my time at XYZ company or My two years at XYZ company have been wonderful.
• Offer to help-Employers can be given assistance as they are looking for a replacement. This help could be in the form of recruitment or training of a new employee. Sharing your personal documents or email could be a good idea if the employer wants to communicate after you leave the company. It is upon you how generous you want to be.
• No need to complain- A resignation letter is not the time to share your frustrations with co-workers, managers, or the company.  So it is essential to portray yourself to be polite.  
• Letters need to be short and brief-A resignation letter should be easy, brief, focused, and to the point. No need to elaborate too much, it should be professional rather than personal.
• Read it properly and double-check it- You should also thoroughly read the letter before sending it. And also humbly ask for a recommendation from your employer.

Resignation Letter Examples

Here are some examples that would give you a better understanding of a resignation letter.

Topic- Resignation from the position of General manager

Topic- Resignation from the post of marketing manager