How to Write a Professional Resignation Sample Letter

By Rachel M — Published February 04, 2018

How to Write a Professional Resignation Sample Letter

Resignation Sample Letter

The resignation letter is a professional document that employees submit when they quit the job. Writing the letter of resignation can be challenging. The content needs to be professional and kind, but also concise and powerful.

Although resignation letters are one of the most commonly drafted corporate letters in the world, many people require help with resignation letter drafting. Here are some tips that you can use to learn how to write a resignation letter:

 Include a formal opening
Remember that the resignation letter is a highly formal and professional document. Although you may be friendly with your manager, you cannot use informal opening salutations and sentences. Stick to the formal ‘Dear sir/madam’ and ‘Respected Mr. Williams’ for the salutation.

 State your intention to quit the job
The resignation letter should be concise and to-the-point. So, don’t hide your intention to resign from the job. Instead, state it within the first 2-3 lines. This will give your employer enough context about the purpose of the letter.

 Include your notice period in the letter
Every organization has a specific notice period that employees need to serve if they quit the workforce. It is important that you signify your willingness to work for the duration of the pre-determined notice period.

If, however, you cannot work for the entire duration of the notice period, specify the last date of working, with ample reasons for your early resignation. As a rule, always give in your notice at least a month in advance to your last date of working.

 Stating reasons for resignation is optional
A fact that many employees are unaware of is that stating the reason for the resignation is completely up to the discretion of the employee. Technically, you are not under obligation to explain why you are quitting the job. The only scenario when you may have to give reasons for the resignation is if you cannot serve the entire notice period.

But, if you do wish to state a reason, you can do so. It is completely up to you.

 Stress on your unwavering support and loyalty during the resignation period
Employers often believe that employees will no longer remain dedicated to the company once he/she hands in the resignation. Although this is untrue in most cases, it is imperative that you stress upon your good intentions towards the company.

Let the employer know that you will extend all the help and support needed during the notice period, and also mention that you are open to any work requests from the manager.

 Thank the employer for the experience
As a rule, always thank the employer for giving you the opportunity to work for the organization. This is a very kind way to finish the letter. Thank him/her for allowing you to experience professional success. You can mention specific projects which you were allowed to handle, which truly added value to your time at the organization.

At the end of the day, be genuine in your expression.

 End the resignation letter on a kind note
Finish the letter on a kind note. If you are close to your manager or your team, you can express the regard you have for the organization and the employer. If you are willing to help fill the position that you’ll be leaving vacant, inform the employer of your desire to help find a new hire.

Extend all your help and support to the team in your resignation letter.

 Include warm closing remarks
Finally, close the letter in a polite and warm way. Use closing remarks like ‘Wishing you the best’ or ‘With kind regards’, which reflect the goodwill that you have towards the organization, your employer,

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