How to Write a Letter of Resignation

Introduction: Greetings from Challenger

Hello Challenger, it’s great to have you here. Writing a resignation letter can be a challenging task, especially if you’re not sure where to start. Therefore, we bring you this comprehensive guide on how to write a letter of resignation successfully. Regardless of the reason behind your resignation, you need to ensure that you make a lasting impression on your current employer. This letter serves as an official record and can have an impact on your future career prospects. Let’s dive into the nitty-gritty of what a resignation letter is and what it encompasses.

What is a Letter of Resignation?

A letter of resignation serves as an official document notifying your employers that you intend to leave your position. It’s a formal way of communicating your decision to quit to your employers, usually giving them at least two weeks’ notice. It’s an essential document that helps create a courteous and professional impression to your soon-to-be-former employers. A resignation letter helps to maintain positive relationships with colleagues and superiors, which may come in handy in the future.

Why is Writing a Resignation Letter Necessary?

Writing a resignation letter is necessary for various reasons, including:

Reasons Explanation
Professionalism A resignation letter is a professional way of communicating your intention to quit your job, leaving a good impression on your employer.
Reference A resignation letter can serve as a reference in the future when a current or potential employer requests it. The letter can also serve as proof that you’ve resigned.
Positive relationships A courteous resignation letter can help you maintain a positive relationship with your current employer, colleagues, and superiors, which may increase your networking ability and future job opportunities.

When Should You Write a Resignation Letter?

You should write a resignation letter when you decide to quit your job, regardless of why you’re leaving. Unless circumstances make it impossible, give your employer at least two weeks’ notice about your resignation. More extended notice may be required for more involved or high-level positions. However, if you’re in a toxic work environment or facing discrimination, harassment, or any other unhealthy workplace conditions, and you’re concerned for your safety, it’s best to quit immediately.

What to Include in a Resignation Letter?

A resignation letter must contain the following:

  • Your current position and employer name
  • Your intended last day of work
  • A brief reason for leaving
  • A statement of gratitude
  • Your contact information and willingness to help with the transition process
  • Your signature

Choosing the Right Tone for Your Resignation Letter

The tone of your resignation letter is essential in leaving a good impression on your employer. Here are some important things to consider when choosing the tone of your resignation letter:

  • Be respectful and courteous
  • Express gratitude for the opportunity to work with them
  • Be professional and avoid airing any grievances you may have had during your employment
  • Avoid negativity and criticism

How to Write a Letter of Resignation: Step-by-Step Guide

Here’s a step-by-step guide on how to write a letter of resignation:

1. Addressees:

Begin your resignation letter with a proper salutation, such as “Dear Manager” or “Dear Human Resource Manager.”

2. Statement of Intent:

Start with a clear statement of your intention to resign from your position. Make sure to include your position and the name of the company.

3. Date:

Provide the date when you intend to leave the company. You can also offer to help facilitate a smooth transition process if it’s feasible.

4. Reason for Leaving:

You don’t have to mention the specific reasons for leaving, but if you want to, keep it brief and positive. It’s crucial to maintain a professional and polite tone throughout your letter.

5. Brief Thank You:

Express gratitude for the opportunity to work with them and mention a few good experiences you’ve had during your employment.

6. Closing:

End the letter on a polite note by offering to help with the transition process and providing your contact information. You can sign off with “Sincerely,” “Best Regards,” or “Respectfully.”

7. Signature:

Add your signature and your printed name for formality.

13 Frequently Asked Questions (FAQs) about Writing a Letter of Resignation

1. How long should my resignation letter be?

Your resignation letter should be brief, around one page or less.

2. Should I provide detailed reasons for my resignation?

You can state why you’re leaving briefly, but it’s not necessary to provide detailed reasons. Keep it polite, professional and focus on leaving a good impression.

3. Can I resign via email or text message?

It’s best to resign in person if possible or by delivering your resignation letter personally to your employer.

4. Do I need to give a reason for my resignation?

You don’t have to disclose the details of why you’re leaving unless you want to. However, maintaining polite communication is essential.

5. What should I include in my resignation letter?

Your resignation letter should include your position and the name of your employer, your last day of work, and a statement of gratitude for the opportunity to work with them.

6. Is it okay to mention the reasons why I’m leaving?

You can briefly mention the reasons why you’re leaving, but it’s best to avoid negative statements in your letter.

7. Is it okay to negotiate my resignation period or notice period?

You can ask to negotiate your notice period, but it’s recommended that you remain flexible and professional during the process.

8. Should I mention any issues I had in the workplace?

Absolutely not. It’s best to maintain a professional and polite tone throughout your letter, even if you have had issues in the workplace.

9. Do I have to give two-weeks’ notice?

Two-weeks’ notice is the recommended period, but you can give more time if your position requires a more extended transition period.

10. Should I mention a new job in my resignation letter?

It’s not necessary to mention your new job in the resignation letter. Instead, remain positive and express gratitude.

11. Should I offer feedback or suggestions to my employer?

You can offer feedback, but it’s not necessary. Be professional and polite in your communication.

12. What tone should I use in my resignation letter?

Make sure you maintain a professional and polite tone throughout your letter. Avoid negativity and criticism.

13. Should I sign a copy of my resignation letter?

Yes, you should sign a copy of your resignation letter for formality purposes.


In conclusion, writing a letter of resignation is a crucial part of maintaining a good professional image. It can be challenging, but this comprehensive guide breaks it down in a step-by-step manner. Remember to maintain a positive and polite tone throughout your letter, express your gratitude, and provide your contact information. With this guide, you can now resign gracefully and with confidence.


The information contained in this article is for general purpose only. It does not constitute legal, financial, or career advice. Always seek the advice of a legal, financial or career expert before making any decisions relating to your employment.