How to Write a Resignation Letter

The purpose of a resignation letter is to let your employer know that you are leaving. It’s a notification so your employer can have sufficient time to find a replacement for the position if possible and may be for you to assist in training the new employee before your time ends. Resignation letters are more official and effective when given in writing it’s a great source of proof of when you give notice and also for your employer to refer to for future circumstances.

Just as you will never get a second chance to make a first impression for an interview, a resignation letter is similar it’s the final letter that you will leave with your prior employ to remember you, so you want to exit correctly without burning your bridges as your future may be on line if you should ever need a reference. The employer may not remember when you started but they may sure remember how you left because last impression last forever. Don’t bother with how you were treated at the job, keep your head up and prove to them that you have pride and dignity as a person and you can forget and forgive.

Some employers may thing that you are leaving because you want an increase in salary and make you a counter offer, but if you bow down and accept their offer they may question your loyalty to the company and wonder if another opportunity like that comes up if you will take it. Or they will do it just to keep you around until they hire someone else or if the company decides to lay off workers because of decrease in sales you may be the first to get lay off. So keep this in mind before you accept any counteroffer.

Resignation letters should never be by mouth. Why? If you give two weeks’ notice and the manager is upset at you this may give her an opportunity to fire you before your two weeks end. But when a resignation letter is given in writing the employer cannot fire you or dismiss you before time, they must allow you to complete your remainder of work schedule.

A resignation letter not only allow you to complete your time is also secure your benefits that you earned during time of employment. Not giving a written resignation letter can forfeit all your benefits such as vacation time, sick time and holiday earned time.

Until you decide to write that resignation letter always research company policies beforehand. Find out their time frame for notice, as some jobs require two weeks’ notice, while others may need two months. Make sure and look over all legal documents that you signed when you first got the job, so that you may get all your benefits upon departure and clean your desk and work area before you exit.Employers prefer a resignation letter that is simple and brief but at the same time professional looking and has all the key components. That’s why there are certain steps to writing a resignation letter and should be followed carefully.

Sample format Resignation Letter

Your contact information should include:First, Last Name
City, State, Zip Code
Phone number
Email address.Put two spaces before you start the next line.

Employer’s contact Information should have their:
City, State and Zip code.



Dear Mr./Ms, Last Name.

The first paragraph should state that you are resigning and your last date of employment.
The middle paragraph should be your thank you to them for giving you the opportunity to work with the company.
The final paragraph should conclude your resignation letter and show your interest in assisting the new employer. Three spaces.
Here you will enter your closing remarks.
Respectfully Yours,
Handwritten Signature
Typed Signature

There are also some dos and don’ts to writing a resignation letter:


  •   Date when your resignation is effective
  •   Thank your employer for the opportunity.
  •   Always resign in person.
  •   If sending an email make your its professionally done
  •   Keep your resignation letter brief and to the point.
  •   Stayed focus on the job and continue to work in a professional manner and finish all projects.
  •   Make sure files are in order.
  •   Maintain a friendly communication with your co-workers and leave on good terms.
  •   Include and an email address and phone number where you can be contacted and offer to assist should they need your help.
  •   Show gratitude and appreciation


  •   Don’t criticize your employer
  •   Don’t include any negative or degrading information about the company, your supervisor, co-workers, and subordinates.
  •   Don’t include lengthy explanation of why you are resigning
  •   Don’t boast about your next job while still employ at your current job.


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