Writing A Resignation Letter Step By Step (Including 19 Example Letters)

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A resignation letter is a formal document that an employee writes to announce their intention to leave a position. It serves as official notification to the employer and helps ensure a smooth transition process. A well written resignation letter provides key details such as the resignation date, last working day, and expresses appreciation for the opportunity. This formal notice should be concise, clear, and maintain a professional and respectful tone.

Providing ample notice and clear information in the resignation letter helps maintain a positive relationship with your employer and colleagues. A well crafted letter not only fulfills formal requirements but can also influence future references and professional relationships. In this guide, we explain the purpose, structure, and key elements of a professional resignation letter and provide example letters for various scenarios.

Purpose of a Resignation Letter

The primary purpose of a resignation letter is to formally notify your employer that you are leaving your position. It provides a clear record of your decision and your intended last working day. Such a letter also demonstrates professionalism and courtesy, which can help preserve a positive relationship with the company. By submitting a written notice, you allow your employer time to plan for a replacement and manage the transition smoothly.

Submitting a resignation letter also ensures there is a written record of your departure, which can be important for company records and exit procedures. Additionally, a polite and appreciative tone can maintain goodwill, since how you leave a job can impact future references and professional networks. Overall, the purpose of the resignation letter is to clearly state your departure plans while leaving on a positive and professional note.

Structure and Key Elements of a Resignation Letter

A professional resignation letter typically follows the standard business letter format and includes the following key elements:

  • Date and Recipient: Begin with the date of the letter and the recipient’s name, title, and company. This is usually the name of your direct supervisor or a Human Resources representative.

  • Opening Statement: Open with a clear statement of resignation. Include your job title and the effective date of your resignation (for example, your final working day).

  • Notice Period: If applicable, specify the length of your notice or the exact final working day (e.g., two weeks from the date of the letter). This shows you are giving proper notice as per company policy.

  • Expression of Gratitude: Include a brief thank you for the opportunities, support, or experiences you gained during your employment. This helps maintain a positive tone.

  • Optional Reason (if appropriate): You may choose to give a concise reason for your resignation, but keep it professional and positive (for example, a new job opportunity, personal reasons, or career change). It is not always required to go into detail.

  • Transition Support: Offer to help with the transition if possible, such as training a replacement or completing outstanding tasks. This shows professionalism and courtesy.

  • Formal Closing: End with a polite closing (e.g., “Sincerely” or “Yours sincerely”) followed by your signature (typed name is acceptable for email or printed letters).

Following this structure ensures your resignation letter is organized and covers all necessary information. Maintain a polite and professional tone throughout the letter, and keep it brief—usually one page or less.

  • Header: Date (e.g., June 1, 2025).
    [Recipient Name]
    [Recipient Title]
    [Company Name]
    [Company Address]

  • Greeting: Dear [Mr./Ms. Last Name],

  • Body:

    • Sentence stating your resignation and position.

    • Statement of effective date or notice period.

    • Brief reason for leaving (optional).

    • Expression of gratitude for the opportunity.

    • Offer to assist with the transition.

  • Closing: Sincerely, (or another formal closing) followed by your name.

By including these elements, the resignation letter will be clear, professional, and courteous. The following example letters illustrate how to apply this format and tone in different scenarios.

Example Resignation Letters

Below are sample resignation letters for various common scenarios. Example Resignation Letters for Different Scenarios

Below are 19 example resignation letters, each addressing a unique situation. Each example follows the standard professional format with date, recipient, greeting, a clear resignation statement, notice period (if applicable), expression of gratitude, transition offer, and a formal closing.

Feel free to adapt these to your circumstances.

1. Voluntary Resignation

For when you’re leaving voluntarily for personal or professional reasons.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to formally resign from my position as Your Job Title at Company Name, effective Last Working Day. After careful consideration, I have decided to pursue a new opportunity that aligns with my long term career goals. I am sincerely grateful for the experiences and opportunities I’ve had at Company Name. Your support and guidance have been invaluable, and I’ve grown tremendously during my time here. I am committed to ensuring a smooth transition and am happy to assist with the handover process or training my replacement. Please let me know how I can help during my remaining time. Thank you again for the chance to be part of Company Name. I wish the company continued success. Sincerely, Your Name

2. Resignation Due to Relocation

For when you’re moving to a new location.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to inform you of my resignation from my position as Your Job Title at Company Name, effective Last Working Day. Due to personal circumstances, I will be relocating to New Location and can no longer continue my role. This was a difficult decision, as I’ve truly enjoyed my time at Company Name and value the growth and relationships I’ve built here. I’ll do my utmost to ensure a seamless transition and am available to assist with any tasks or training needed. Please let me know how I can support you during this period. Thank you for your understanding and the opportunities provided. I wish Company Name all the best moving forward. Sincerely, Your Name

3. Resignation Due to Health Issues

For when health prevents you from continuing work.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, It is with a heavy heart that I resign from my position as Your Job Title at Company Name, effective Last Working Day. Due to ongoing health challenges, I am unable to fulfill my role’s demands. My doctor has recommended I take time to focus on recovery, making it necessary to step down. I’m deeply grateful for the support and opportunities at Company Name, which I’ll always treasure. I’m committed to making the transition as smooth as possible and am willing to help in any way during my remaining time. Please let me know how I can assist. Thank you for your compassion during this time. I wish Company Name continued success. Sincerely, Your Name

4. Resignation Due to Family Commitments

For when family responsibilities take priority.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to formally resign from my position as Your Job Title at Company Name, effective Last Working Day. Recent changes in my family situation require me to prioritize my family commitments, making it impossible to continue my employment. I’ve greatly valued my time at Company Name and the opportunities for growth it has offered. I’m thankful for your support and will ensure a smooth transition by assisting with any necessary tasks or training. Please let me know how I can help. Thank you for the experiences and memories. I wish Company Name all the best. Sincerely, Your Name

5. Resignation Due to Career Change

For when you’re switching career paths.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to announce my resignation from my position as Your Job Title at Company Name, effective Last Working Day. After much thought, I’ve decided to pursue a career change that aligns with my passions and goals. While I’ve enjoyed my time at Company Name and appreciate the skills I’ve gained, I believe this is the right step for me. I’m grateful for your support and am committed to a smooth transition. I’ll assist in any way possible during my remaining time—just let me know how. Thank you for everything. I wish Company Name continued success. Sincerely, Your Name

6. Resignation Due to Retirement

For when you’re retiring from the workforce.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to formally announce my retirement from my position as Your Job Title at Company Name, effective Last Working Day. After Number of Years years of service, I’ve decided it’s time to step down and enjoy retirement. I’m incredibly grateful for the opportunities and memories from my time at Company Name, which I’ll always hold dear. I’ll ensure a smooth transition by assisting with training or completing tasks. Please let me know how I can help. Thank you for the support over the years. I wish Company Name the very best. Sincerely, Your Name

7. Resignation Due to Dissatisfaction

For when you’re unhappy with your job.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to resign from my position as Your Job Title at Company Name, effective Last Working Day. After careful consideration, I’ve decided to seek employment elsewhere, as the current work environment no longer aligns with my goals. I’m grateful for the experiences and relationships built at Company Name. I’ll ensure a smooth transition and am available to assist with any tasks. Thank you for your understanding. I wish Company Name continued success. Sincerely, Your Name

8. Resignation Due to Better Opportunities

For when you’ve found a better job offer.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to formally resign from my position as Your Job Title at Company Name, effective Last Working Day. I’ve been offered a new opportunity that I believe will advance my career. This was a tough decision, as I’ve enjoyed my time at Company Name and appreciate your support. I’m committed to a smooth transition and will assist however I can. Please let me know how I can help with the handover. Thank you for everything. I wish Company Name all the best. Sincerely, Your Name

9. Resignation Due to Company Restructuring

For when your role is affected by company changes.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to resign from my position as Your Job Title at Company Name, effective Last Working Day. Due to the recent company restructuring, I’ve decided to pursue opportunities that better align with my career goals. I appreciate the time and skills gained at Company Name. I’ll ensure a smooth transition and am available to assist with any tasks or training. Thank you for the opportunities. I wish Company Name success in its future endeavors. Sincerely, Your Name

10. Resignation Due to Ethical Concerns

For when you disagree with company practices.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to formally resign from my position as Your Job Title at Company Name, effective Last Working Day. After reflection, I can no longer work for a company whose practices I find ethically questionable. This was a hard choice, as I’ve valued my time and relationships at Company Name. I’m grateful for the opportunities and will ensure a smooth transition during my remaining time. Thank you for your understanding. I wish Company Name the best. Sincerely, Your Name

11. Resignation Due to Work Life Balance

For when work interferes with personal life.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to resign from my position as Your Job Title at Company Name, effective Last Working Day. Maintaining a healthy work life balance has become challenging, and I must prioritize my well-being. I appreciate the opportunities at Company Name, but this step is necessary. I’ll assist with the transition in any way I can during my remaining time. Thank you for your support. I wish Company Name continued success. Sincerely, Your Name

12. Resignation Due to Lack of Growth Opportunities

For when you feel stagnant in your role.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to formally resign from my position as Your Job Title at Company Name, effective Last Working Day. I’ve decided to seek new opportunities for professional growth, as I feel I’ve reached a plateau here. I’m grateful for the experiences and skills gained at Company Name. I’ll ensure a smooth transition and am available to assist during my remaining time. Thank you for the opportunities. I wish Company Name all the best. Sincerely, Your Name

13. Resignation Due to Conflict with Management

For when differences with management arise.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to resign from my position as Your Job Title at Company Name, effective Last Working Day. Due to ongoing conflicts with management, I’ve decided to leave. I appreciate the opportunities at Company Name, but this is best for my career and well being. I’ll assist with the transition during my remaining time. Thank you for your understanding. I wish Company Name success. Sincerely, Your Name

14. Resignation Due to Burnout

For when exhaustion takes a toll.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to formally resign from my position as Your Job Title at Company Name, effective Last Working Day. Recent burnout has made it necessary to step back and focus on my health. I’m grateful for the opportunities at Company Name, but I need this time to recover. I’ll ensure a smooth transition and am available to assist with tasks or training. Thank you for your support. I wish Company Name the best. Sincerely, Your Name

15. Resignation Due to Pursuing Education

For when you’re returning to school.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to resign from my position as Your Job Title at Company Name, effective Last Working Day. I’ve decided to pursue further education in Field of Study, requiring my full focus. I’m thankful for the support and opportunities at Company Name. I’ll assist with the transition during my remaining time—just let me know how I can help. Thank you for everything. I wish Company Name continued success. Sincerely, Your Name

16. Resignation Due to Starting a Business

For when you’re launching your own venture.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to formally resign from my position as Your Job Title at Company Name, effective Last Working Day. I’ve decided to start my own business, a choice that wasn’t easy given how much I’ve valued my time at Company Name. I’m grateful for your support and will assist with the transition during my remaining time. Thank you for everything. I wish Company Name all the best. Sincerely, Your Name

17. Resignation Due to Visa or Immigration Issues

For when legal status affects employment.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to resign from my position as Your Job Title at Company Name, effective Last Working Day. Due to issues with my visa/work permit, I can no longer work in Country. I’m disappointed, as I’ve enjoyed my time at Company Name and appreciate the opportunities. I’ll assist with the transition during my remaining time. Thank you for your understanding. I wish Company Name success. Sincerely, Your Name

18. Resignation Due to Contract End

For when your contract concludes.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to notify you that my contract as Your Job Title at Company Name ends on Contract End Date, and I won’t seek renewal. I’ve appreciated working with Company Name and am grateful for the experiences gained during my contract. I’ll ensure a smooth transition and assist as needed during my remaining time. Thank you for the opportunity. I wish Company Name the best. Sincerely, Your Name

19. Resignation Due to Personal Reasons

For general personal circumstances.

Your Name Your Address City, State, ZIP Code Email Address Phone Number Date Employer's Name Company Name Company Address City, State, ZIP Code Dear Employer's Name, I am writing to resign from my position as Your Job Title at Company Name, effective Last Working Day. Due to personal reasons, I must leave my role. I appreciate the opportunities and support at Company Name. I’ll assist with the transition during my remaining time—just let me know how I can help. Thank you for your understanding. I wish Company Name success. Sincerely, Your Name

Crafting a resignation letter is a key step in leaving a job professionally. By adhering to the standard format and customizing it to your situation, you can exit gracefully. The 19 examples above cover a broad spectrum of scenarios, providing inspiration for your own letter.

Keep it positive, brief, and forward looking, no matter the reason for your departure.

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