Facts about the Resignation Letter template

Step-by-step instructions on how to write a professional resignation letter

A professionally written letter of resignation is a concise business letter that contains these elements:

  • A. Date

    Write the full date, the month, day and year in the upper left of the letter.

  • B. Business address

    The complete address of the employer or organization should be placed under the date using the proper business letter layout. This includes the full name of the letter’s recipient on the first line; the employer’s or organization’s name on the second line; the street address or mailing address on the third line; and the city, state and zip code on the final line.

  • C. Opening greeting

    If you’re sending this letter to your supervisor, use their first name. If the circumstance calls for it, you can address a wider audience, such as a unit, group, office, or entire organization.

  • D. Resignation declaration

    In the first sentence, state that you are leaving the company.

  • E. Date of departure

    Also, in the first sentence, include your date of departure. In most business cases, you will give your employer two weeks' notice. This allows your supervisor or organization to plan for your departure.

  • F. Reason for leaving

    In this area, briefly state the primary reason for why you are resigning. Reasons can include general health issues, investing more time with family, relocating, or accepting a new job opportunity. Remember that this letter is not the best strategy for communicating disappointment with your organization.

  • G. Gratitude section

    Make a point to end the letter by expressing gratitude toward your supervisor and your time with the employer or organization. You can recognize the opportunities they gave you.

  • H. Sign it

    Print and sign the resignation letter with a hand signature if you’re mailing a hard copy, or sign with PDFSimpli’s electronic signature for a digital version.

  • A letter of resignation can be used in many departure circumstances. You can tailor your letter to match the circumstances. The letter informs the employer or organization that your time in the position will end on a set date. Upon receipt of the letter of resignation, be prepared for any reaction, be it positive, negative, or indifferent, from your employer or organization.

Contents

Q1: What is a Resignation Letter?

A1: A resignation letter officially informs an employer, agency or board that you plan to leave the organization. It lets them know your final date of work and the reasons for your departure. Regardless of the reasons for your decision, using a resignation letter shows your professionalism.

Q2: Why should you write a resignation letter?

A2: It is a formal notice of your intent to leave your workplace or organization. A well-written resignation letter can help you leave a workplace or organization on good terms. If the letter is amiable and direct, your supervisor will most likely be impressed and appreciative of receiving this information in a letter. If you use the right tone, the letter may assist you with returning to the organization in the future.

Q3: When should I send my letter of resignation?

A3: If you are sure you will leave your organization, it is business practice to provide the employer or organization with at least two weeks' notice. Some employment contracts may require notice to be given much earlier, so consider your personal circumstances.

Q4: How should I submit my resignation letter?

A4: How you submit your letter often depends on your relationship with your supervisor. You can first have a private meeting with your superior where you verbally share the details of your resignation, followed by submitting a letter of resignation shortly after the meeting to make it official. A professionally written resignation letter to your supervisor and human resources officials is the best option in less cordial situations.