By DebbieH 03 Jul 2018 7 min read

How to write your resignation letter

Are you ready to resign?

Resigning can be a daunting process, and you might not be exactly sure what the correct steps to take are. In this article, we’ll take you through writing a professional resignation letter that will allow you to leave your current role on a positive note.

Your resignation letter will set the tone for the end of your employment at the company, so it’s important to take it seriously. In the majority of circumstances, you will want to maintain a healthy relationship with your employer.

Leaving on a positive note will not only make the whole process easier for everyone involved, it will make it easier to ask your employer for a reference for any future roles. You should always be looking to expand your professional network and staying on good terms with past colleagues is key to this.

Here are a few top tips that will help you through the process, while maintaining those all-important professional relationships.


How to write a resignation letter

Your letter doesn’t have to be an essay detailing exactly why you’re leaving. It should be concise and give your employer all the details they require to start the process of bringing your contract of employment with them to a close.

Here are five tips to get you started:

1. First up, you’ll need to state your last day of work at the company.

You’ll need to know how long your notice period is and make sure you do give the correct amount of notice. This information should be easily accessible and is usually found in your contract or employee handbook.
If you’re leaving your current role because you’ve accepted a job somewhere else, your future employer should be happy to let you serve your notice period.

2. Keep it professional.

You should follow the traditional format of a business letter. This should include your contact information, your manager’s name and a date. We’ve outlined a template below to help with this.  

3. Keep it concise.

The two essential pieces of information in your letter are who you are and the date you intend to leave the company. You don’t need to write pages and pages about exactly why you’re leaving.

4. Thank your employer for your time at the company.

Even if you may not have enjoyed every moment of the job, thanking your employer for the opportunities they have given you will help you stay on good terms and could help you out in the future.

5. Don’t use your resignation letter to complain about any grievances you may have.

You should be given the opportunity to do this in an exit interview, usually carried out by the HR department.


Resignation letter template

Your name
Your address
Your phone number
Your email address
(The above are usually aligned to the right of the letter)


Dear (your manager),

First paragraph:

Open your letter by stating that your purpose for writing is your resignation and include the date of your last day of work at the company.

Second paragraph:

This is where it is appropriate to thank your employer for the opportunities they have presented you with. If you have any questions about the resignation process, briefly summarise these here so your employer can answer them as soon as possible.

Final paragraph:

Conclude the letter by offering to help make the transition as smooth as possible.

Sign off:

Keep it formal here – ‘Yours sincerely’ is a good choice here.

Your signature

Your name (printed)


Even if you have decided to send your resignation letter via email, you should follow the business letter format above.

Resigning can be a difficult thing to tackle, especially if this is the first time you’ve done it. However, a professional resignation letter can help the process go smoothly and can keep you on good terms with your current employer.