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Future Fit Traning

How to Write a Resignation Letter (And What to Say)

In this post, we’ll explain what to write in your resignation letter and how to structure it.

If you’ve landed a new job or want to change career paths, the next step you need to take is to quit your current job.

But, it takes more than just verbally shouting “I Quit” in the office like in the movies. It is essential to quit on good terms to help you transition smoothly and keep your professional contacts.

Besides, there is a process you have to follow and writing a resignation letter is one of them – regardless of whether you are leaving on good or bad terms.

It can be quite awkward writing a letter to tell your current employer that you are leaving, but many people resign daily.

The resignation letter you submit will set the tone for your remaining time on the job and your professional relationships moving forward. So it is important to follow the proper protocols.

Suppose you don’t know how to write a resignation letter. In that case, you are in the right place as this article will discuss what to include and what to avoid in a resignation letter, alongside multiple resignation letter examples. So, let’s get right to it.

What is a Resignation Letter?

A resignation letter is a professional document that notifies your current employer of your decision to leave your job. This document is required as it formalises the end of your employment with the organisation, and you can either present it as an email or a printed letter. It includes details of your resignation like the last day of employment, written notice, and intent.

Why You Should Write a Resignation Letter

Regardless of your career or industry, for example, if you want to become a nutritionist or a personal trainer, it is professional to write a resignation letter when you want to quit. A resignation letter gives your employer notice to start looking for a replacement for your role and responsibilities. As stated earlier, it makes your last day of employment clear and documented.

Resigning without writing more will do your professional career more harm than good. It doesn’t matter if the job was a nightmare or not; you need to write and submit a resignation letter as it shows professionalism. Besides, your resignation letter is one of the last few things that enter your file – indicating you left the job amicably.

What is the Difference between Two weeks notice Letter and a Resignation Letter?

A two weeks notice letter is the same as a resignation letter. Even though they both indicate your intent to resign from the organisation, a two weeks notice letter indicates that you will only stay in your current position before leaving for good. Additionally, for some companies, two weeks is the standard time needed from when you quit to your last day at the job.

Steps to Take Before Sending the Resignation Letter

Once you’ve decided to quit, you first need to meet with your manager or employer to inform them that you are leaving and give notice. You can set up this meeting in person or via a video conferencing platform if your company functions remotely. You must keep your emotions in check during this conversation, regardless of your reason for leaving the company. Besides, professionalism ensures that you are not blacklisted after you leave the company, as you may need them as references for your new job.

How to Write a Resignation Letter

After your conversation with your employer, you can then decide to write a resignation letter. You need to be professional when writing this letter. This doesn’t mean that you need to go into detail in the letter; you just need to follow a formal outline. You should keep your resignation letter or email simple, relevant, and limited to one page.

If your company has specific processes regarding resignations, you need to consult your HR manager before writing your resignation letter. Instead of airing out any grievances, the time to appreciate the company and your employers.

What to Include in a Resignation Letter

All resignation letters usually have elements like intent, end date, gratitude, and contact information. So, let’s take a look at these elements.

  • Statement of Resignation Intent

After introducing your letter with a formal salutation by addressing the recipient by name, you have to clearly state that you are submitting a formal resignation from your role in the company. You can also include your position in the company and the date you are handing the letter in, so it can show how much notice you have given. Plus, you do not need to describe your reason for leaving, but if you want to, you can professionally do that.


I am writing to inform you that I am resigning from my role as [Role Name] with [Company Name].

  • Last Employment Day

It is a standard procedure to offer a two weeks notice, but many companies have specific resignation processes. Once you have the right information, you can include your final day at the company in the letter. Including this makes the transition process easier for both the employer and the employee.


My last day will be [Day and Month], two weeks from today.

  • Expression of Gratitude

It is always good to express gratitude to your employers when you leave –this will help foster positive professional relationships. Describe some of the major skills you learned on the job and thank your manager for all the opportunities and resources they gave you. Even though you may not have had many positive experiences, this element is critical.


I am thankful for the professional development opportunities that you have provided over the past [number of years spent in the role]. I have learned several things and will always cherish my time being a part of such a supportive team.

  • Offer to Help with the Transition Process

You can take your resignation letter further by offering to help in the transition process. The transition process can sometimes include recruiting and training your replacement. You can also list other major information needed regarding your transition to make it as smooth as possible, like completing your current workload and reporting outstanding tasks.


I will ensure that I complete all my duties and reports before my last day of work, and I am available to help during the transition period in any capacity.

  • Contact Information

Adding your personal contact information is optional but still essential as it makes it easy for your company to reach out to you in case of any issue. It is also needed if you use your former employer as a reference.


You can reach me at {Phone number and Email Address}].

  • Signature

If you send a printed reference letter, you must add your signature before giving it to your employer. On the other hand, typing your name will suffice if you send an email.

  • Any Questions You May Have

If you have any questions, whether it is about your remunerations or pension, you can include them in the reference letter. You can also request an exit interview if you want to give feedback to the company.

What to Avoid in a Resignation Letter

Just as there are specific things you must include in a reference letter, numerous things should be avoided. Here, we’ll take a look at a number of them.

  • Don’t Be Negative

Even though you may have had a bad experience working there, you must try not to add negativity when writing your resignation.

Don’t criticise the company, their offerings, or your co-workers, as this letter is a professional document meant to end your tenure. Plus, it is always best to keep your letter as positive, respectful, and professional as possible.

  • Don’t brag about your New Job

It is unnecessary to mention where you are going next in the letter, but if you do, you mustn’t talk lengthily about your new job or salary.

Also, you can acknowledge your current position’s role in your advancement in the industry.

  • Avoid Errors

You must edit your resignation letter before sending it. This is because an unedited letter says more about you and your feelings towards your current employer and company.

  • Don’t use offensive language

Avoid using language that frames your time with the company as unsatisfying. You should also avoid using profanity in your resignation letter.

As stated earlier, this letter is one of the last things that will be included in your file. You don’t want your entire tenure sullied by profane language because of high emotions, do you?

When and How to Give a Resignation Letter to Your Employer

You should have a printed copy of your resignation letter to share with your employer when you meet them to inform them of your resignation. If you work remotely, you can send this resignation letter via email. However, it is appropriate to send your resignation letter before departure.

Two weeks’ advance notice is the minimum time accepted except in circumstances when you need to resign on short notice.

Resignation Letter Samples

Let’s take a look at some samples of resignation letters.

  • Basic Resignation Letter


Dear [Manager’s Name]

I am writing this letter to inform you that I am leaving my position as [Position Name] with [Company Name] on [DD/MM/YYYY].

I’ve enjoyed my time with [Company Name], and I am grateful for all your help and resources over the [Number of Years]. Please let me know if I can assist during this transition.



Your full name


  • Resignation Letter with Short Notice


Dear [Manager’s Name]

I am writing this letter to inform you that I am resigning from my position as [Position Name] with [Company Name] till [DD/MM/YYYY].

While my contract requires that I give two weeks’ notice, I would be grateful to stop all work by the end of the week because personal circumstances require that I leave as soon as possible. I apologise for all the inconveniences this may cause.

I’ve enjoyed my time with [Company Name], and I am grateful for the personal and professional development provided over the [Number of Years]. If I can be of assistance to make the transition smoother, please let me know.

Please do not hesitate to contact me at [Email Address] if you need further information after I leave



Your full name

  • Resignation Letter for Health Reasons


Dear [Managers Name],

I regret to notify you of my resignation from my role in [Role Name], effective [DD/MM/YYYY). I recently became aware of my health condition, which will require extended treatment and recovery. As a result of this, I am unsure that I will be able to perform my duties during and after the treatments,

I am grateful for the team and all the experience I have gotten working in [Company Name] over the years. I appreciate your understanding.

Please let me know if I can help the transition process go smoothly.



Your full name

  • Email Resignation Letter

To: Hiring Manager

Email Subject Line:  Letter of Resignation: [Your First and Last Name]


Dear [Manager’s Name],

I am writing to inform you that I am resigning from my position as [Role Name]. My last day will be [DD/MM/YY], [X days/weeks] from today. 

I appreciate the support and opportunities offered throughout my time at [Company Name]. I enjoyed working with the team and have learned quite a lot. Please, do not hesitate to let me know how I can help during this transition to make it as smooth as possible for the team.

If any questions arise, you can contact me at [your personal email address]. It’s been a pleasure working with you.


[Your full name]

  • Resignation Letter Because of New Job


Dear [Manager Name],

After careful consideration, I have decided to pursue another career opportunity and am resigning from my position as {Position Name] with [Company Name].

I’d like to thank you for the opportunity and resources that enabled me to learn and grow professionally at [Name of Company] over the past [insert number] years. I’ve learned a lot, and I am confident that this experience has prepared me well for future opportunities.

My last day will be [DD/MM/YYYY], and I am available to assist with the transition of my responsibilities in whatever capacity before I leave.



[Your full name]