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How to Write the Best Letter of Resignation? Format and Examples

You are wondering how to write your letter of resignation? As you have already decided to resign, it is the right time to think of a professional resignation letter. No matter the reason, your employer has the right to know what encouraged you to resign. Here, we have covered all you need to know about writing resignation letters. In addition, samples and tips will help you be clear on how to write the best letter of resignation.  A resignation letter indicates the end of your employment at a company. This letter is an official document that follows your email to your line manager and human resources department.  Usually, it is not a last-minute decision to resign and not a spontaneous one. Therefore, it would be best to speak with your manager before any official resignation letter. It is a sign of respect in a corporate context. Let it be a non-formal chat or an in-person meeting. It will show your professional features if you have this talk before sending the official resignation letter.  Now that you have talked with your manager, let's get into it:  How to write a resignation letter: 
  1. State the fact that you are resigning from the company
  2. Mention the last day of work
  3. Express gratitude 
  4. Include next steps and any critical information 
  5. Add your signature
These are the key steps that will guide you through the process. It is an easy process if you know the structure. Before getting down to the writing, consult your HR manager to see if the company has any code of conduct or regulations in place. Find out how the procedures are at your company. For example, they might ask you to send separate copies to the accounting department or other people in charge.  You have got to the writing now. So, to write a letter of resignation, follow these steps. 

Introduction and Resignation notice

Resignation letter If you are sending an email, start with a salutation, including the name of the recipient. In rare cases, if you need to send a hard copy, follow the standards of paperback letters: include the contact information and date at the top of the page. Depending on your addressee, you can use easer "Hello {First name}" or "Dear {First name}." Further into the email, state explicitly that you are writing the email to submit your formal resignation. Mention the position you hold at the company and add the last workday. Based on your company's internal regulations, you will need to provide two weeks or a months' notice. Check out the standards at your company beforehand and include that in your resignation letter.  Example:  Dear Manuel,  I am sending this email to formally resign from my position as a senior copywriter with XYZ Company. My last day will be Friday, October 21, two weeks from today. 

Statement of gratitude 

It will be great for your career to stay in good professional relations with your colleagues. Hence, stating words of gratitude will be nice to explain how thankful you are for the time you spent with your company. This will help you build solid post-employment relationships.  Example I wanted to thank you for the time and opportunities to learn from the top-notch professionals; It has helped me grow professionally and personally. I will always value the experience I gained working with the team.

Next Steps and Conclusion 

In this section, you should include any critical pieces of information regarding your resignation. For example, tasks that should be immediately discussed with the manager or completed ahead of time.  There might be responsibilities that you won't manage to fulfill before the last day of your work.  However, if you don't know clearly what steps you should take for your transition, ask them in this section. The addressee will highly appreciate this gesture from you.  End the letter with best wishes and a formal departing statement.  Example To have an efficient and smooth transition, I will finalize the last copies for our current project by the end of this week. Then I will delegate the new articles and ad copies along with the second project to our team members with your consent.  Thanks for everything,  Best,  Jane 

Useful tips

You are done with writing, ready to send the letter out. Additionally, we have compiled a list of valuable tips to write the best letter of resignation.

Keep it positive

Positive resignation letter No matter the reason, whether you hate your boss or not, follow a positive tone of writing. It is in your interests to depart on favorable terms and maintain your professional network. After all, your resignation letter is not the best place to express your complaints. 

Think about networking

In your writing language, include works showing your willingness to stay in a professional relationship after you leave; for example, you highly appreciate having them as your manager. You have learned a lot from them. In the end, include a personal contact for further connection.    Good luck with your career and submitting your letter of resignation!