How to Write a Resignation Letter (With Examples)

The current job move can be very important to look for a new opportunity in light of the previous job experience when you can write a nice resignation letter to leave the job professionally and respectfully. For that, you need a positive aspect that matches your previous job experience with the current new job. Able to make significant contributions when given the opportunity. Resigning a job with confidence and poise is very important when a candidate understands the key elements of leaving a job and can write a respectful resignation letter understanding those key elements, resulting in a more balanced resignation.

If you have the knowledge and ideas to write an effective resignation letter, getting the resignation from the job is more assured, then let’s know how to write a resignation letter.

What is a resignation letter?

Resignation is when an officer is relinquished or removed from a job based on time and circumstances to accept an unpleasant but unavoidable situation.

The resignation letter is a formality of the employee’s resignation but maintains a positive relationship with the employer. A resignation letter is a notice in which the employee formally submits a letter to the employer. It is an official activity where there is an official record of the employee’s resignation.

How to resign from a job?

• The next steps in the plan must be confirmed.
• Then you need to prepare the professional resignation letter in precise and concise form and with proper reasons.
• Prior notice must be given.
• You must collect all necessary personal information or documents.

Choosing the right format and medium for a resignation letter

Choosing the right medium and proper structure to write an attractive resignation letter is very important as discussed below:

• A cover letter is very similar to writing a job application letter but it has some rules and tips which are-

• Writing a resignation letter can be through email, printed letter or official HR document, which medium should be selected with proper structure.
• Resignation letters whether printed or handwritten must be written from the left side while writing and should be written from the next part leaving a space of one-inch standard margin before writing from the left side.
• The Resignation letter must be accurate and clean
• The resignation letter must be short so that the person to whom the resignation letter is being sent will be interested in reading it.
• Resignation letter font selection is important. Any font like Arial, Times, New Roman, or Calibri can be selected to write a suitable resignation letter or professional resignation letter and the writing size can be kept from 10 to 12.
• Give a brief description of why you are applying for the position
• It is better to maintain a fair relationship without complaining about anyone in the company. This will create a positive aspect of you with the company and you can use this positive aspect and experience to get better job opportunities in another company or any other employment.
• It may be one thing if you have to resign as per company or employment rules but if you accept resignation on your own or want to resign then it is better to give at least two weeks notice.
• While there are times when you may not have time to give two weeks’ notice, it is best to give the employer as much advance notice as possible based on your circumstances.
• If an agreement has been signed before joining your employment stating the time within which you will resign then you must comply with the agreement and notify the employer i.e. give notice to the employer as per the agreement.
•  Inform the employer that you will properly perform the duties assigned to you before resigning from the company or employment.
• Before you resign, inform the employer of your help or assistance in appointing another officer to replace you so that the recruiter will understand that you are a responsible officer and this will create a positive impression towards the employer which will benefit your future employment.
• You can present a positive statement of any positive experience you have had with the company or employment you have worked for and with other colleagues in the company or employment that may benefit you and your future employment.
• A Resignation letter can be written in any language but as the English language is an international language it is better to write the resignation letter in the English language.

And that’s why the proper vocabulary and grammatical aspects of the English language must be accurate and important.

Grammar can be checked online. You will get enough ideas about grammar checking from the QuillMuse website. You can read Grammarly reviews from that site. This is the best website from where you can also learn how to write a letter properly that will help you write this resignation letter.

Part of the Resignation Letter

A Resignation letter has several parts but there are three main parts of the resignation letter.

Namely: 

1. Header
2. Paragraph
3. Closing

The header consists of three parts.

Namely:

• First is your contact information
• Secondly, the address and contact information of the person to whom you are sending the letter.
• Third, start by writing a salutation

Shown below:

1. Header

- Your Name
- Address
- City, State, Zip Code
- Email Address
- Date

Here is an example

Emma Johnson
New York, California,10001
emmajohnson@gmail.com
June 26, 2024

Employer's Details
Recipient's Name
Title
Company Name
Address
City, State, Zip Code
Here is an example -
John Smith
Director
Global Dynamics Corp
Houston
Texas,77001-77099

Salutation
Dear Recipient's Name

2. Paragraph: There are three parts. Namely:

1. Opening paragraph: The first part of the paragraph requires you to notify the employer of your resignation if you are determined to resign. Then notify the employer of the date by which you intend to resign unless your resignation is effective.

2. Body Paragraph: The second part of the paragraph will contain your reason for leaving but it is optional if you want and feel comfortable telling the employer why you want to leave. You can express your gratitude to the company and the company official by saying that you got a lot from the company for example experience and you enjoy working and also say how you have gained experience. 

3. Closing:

In the last part of the paragraph, you have to express a positive impression like expressing best wishes for the company and writing thank you.

3. Closing:

In the last part write your signature or typed name.

Sincerely,” or “Best regards,”

– Your signature (if submitting a hard copy)

– Typed Name

Standard Resignation Letter Sample:

The following resignation letter can be helpful for all types of resignation letters. However, some changes can be made based on the condition and cause of action-

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Recipient's Name]
[Recipient's Title]
[Company's Name]
[Company's Address]
[City, State, ZIP Code]

Dear [Recipient's Name],

I am an officer of your employment or organization who currently holds the position of sales representative in [the position you hold].

I am currently forced to resign from the above position due to my physical condition (insert substantial reason). Please acquire this letter as official notification.

My last day of employment will be (date of last day) as per my notice period.
I will be grateful to this company because I have gained good experience from this company which is very important to me And I will mark this time spent as precious time.

Kindly let me know whether I can hand over my duties to another officer as a replacement or provide any assistance in the recruitment process of another officer.

Sincerely,
[Your Name]

You can modify and amend your resignation letter template based on the situation.

How to write a simple resignation letter?

• Write a salutation like a person’s first and last name like dear “William”
• Briefly explain the purpose of the letter and the reasons for your departure.
• Mention the date of departure in your resignation letter.
• Express your gratitude to the company and the company official and conclude your resignation letter with a thank you note.
• You can write the resignation letter in the same way using email.
• But the most important thing about the resignation letter is that you must express your appreciation and positive feelings towards the company.
• You shouldn’t make common mistakes in writing like spelling, simple grammar, wrong words, incomplete sentences, etc.

Disadvantages and Tips of Resignation Letter

Writing a resignation letter can sometimes be a source of emotional distress, especially because of good relationships with colleagues.

Many times many officers resign from work due to good relations with the officers of the organization and not being able to adapt themselves to the work. 

So it is important to think twice before resigning. When resigning, you must present a positive statement because bad reviews of the company and company officials will not get you positive references for future work. So think for your good.

Conclusion

Before accepting the resignation letter from the job you must be aware to express a positive impression towards the company and the most important thing you must keep in mind while resigning from the company is why you are resigning and whether you want to tender your resignation because if You resign yourself, of course, it’s a matter of thinking. Make an informed decision about whether you want to tender your resignation at work and submit your resignation letter.

Mastering the above points carefully to write a resignation letter will help you write a professional and respectful resignation letter.

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