15 Best Resignation Letter Examples and Writing Guide for 2024

Professional resignation letter examples for different reasons and situations. Templates on how to leave your job on a positive note without feeling awkward.
Build your resume now—It's free
349 reviews (4.8 out of. 5)
Featured in:
Contributor
Astley Cervania
Updated
February 11, 2022

Resignation letters have always been important, but they're often rushed or treated as an afterthought. Resignation letters can and should be used as an opportunity to wrap up your current role on a good note. 

Your resignation letter is an opportunity to communicate your reasons for leaving in a constructive way and is a chance to keep the door open between you and your current employer. 

This article will dive deeper into the often-overlooked skill of writing a good resignation letter. After all, leaving a company doesn't mean you'll never work with your current colleagues again. 

We’ll look at crafting the right resignation letter for each “occasion.” Plus, we’ll guide you in writing your own, and then review 15 resignation letter templates.

What Should Be Included in a Resignation Letter

When it comes to leaving a job, a well-crafted resignation letter is a crucial part of the process. It not only serves as a formal announcement of your departure but also sets the tone for your departure and maintains professionalism. Every resignation letter should include the following:

  • Statement of resignation
  • Resignation effective date
  • Expression of gratitude
  • Reason for resignation (Optional)
  • Offer to assist with transition (Optional)
  • Contact information
  • Professional closing

How to Write a Clear and Concise Resignation Letter

A clear and concise resignation letter starts with a formal greeting, followed by a straightforward statement of resignation. 

Structure the letter to succinctly convey your decision, while maintaining a professional and respectful tone throughout. 

You can end it on a note of gratitude and mention the next steps. Let’s look at the structure in more detail.

1. Address Your Letter

Your resignation letter should be written formally as a professional in the workforce. Similar to a cover letter, you’ll need a header. This contains the following information:

• Full name
• Location
• Date
• Email address
• Phone number

Essentially, it’s your main background information including your contact details.

2. Make a Clear Statement of Resignation in the Opening Paragraph

Begin with an opening salutation to greet your manager such as:

  1. Dear Mr. Jones
  2. Dear Ms. Wanderwald
  3. Dear Sir/Madam

After you’ve addressed the person you’re writing to, state what this letter is and what you’re notifying your employer about. 

Here are a few samples from our resignation letter examples:

  • “It is with regret that I’m informing you of my resignation from…”
  • “Please accept this letter as my formal resignation from <company>...”

The purpose of the first sentence or paragraph is to inform them of your resignation, and you don’t need to include too many details aside from that. But if you’d like to add more, you can mention why you’ve come to this conclusion. Here are some common reasons and how you could express them:

  • Partner relocation: “I am resigning due to the recent relocation of my partner, which requires me to move to a different city.”
  • New career opportunity: “I have decided to resign to pursue a new opportunity that aligns more closely with my career goals.”
  • Personal development: “I am stepping down to focus on furthering my education and personal development.”
  • Health reasons: “Due to health reasons, I find it necessary to resign to focus on my wellbeing.”
  • Family commitments: “I am resigning to dedicate more time to my family responsibilities that have recently increased.”

3. Inform Them of Your Last Day of Work

The main body is where you talk about your experiences and inform them of the date you’re officially leaving.

Here are a few examples from our resignation letter templates:

  • My last day of work will be at <date>
  • As per the contract, the date of resignation will be on <date>

In this paragraph, you can also show your appreciation for the positive experiences you’ve had during your time of employment. This way, it shows that you’re grateful for the skills gained and developed, in addition to how you’ve grown as a professional.

4.Optional: Thank You

This section, while optional, offers an opportunity to reflect on and acknowledge any positive experiences and learnings from your time at the company. Expressing gratitude—even if it’s only for specific parts of your experience—can help leave a lasting positive expression, even if you’re leaving in difficult circumstances. Remember, this is purely optional, and not called for in all circumstances. 

5. Offer Your Assistance and Include Next Steps

Make sure the next steps are clear before signing off your letter. It’s beneficial to indicate that you’re open to providing further assistance, if necessary. Offer your best wishes and ask them if there’s anything you can do to make the transition smoother. 

This could be by offering your help with training a replacement, wrapping up specific projects, or even recommending a successor. This should, of course, be within reason and fit in the time frame that you’re aiming for. However, helping with the transition process can keep your working relationships positive.

6. Closing Salutation

Finish your resignation letter with a closing salutation followed by your signature underneath. Here are a few examples:

  • Yours sincerely
  • Sincerely
  • With gratitude
  • Regards

What Not to Include in Your Resignation Letter

Your formal notice or resignation letter is not the place to air grievances or complaints. You may want to outline the context surrounding your decision to resign, but don’t try to include all the details. Here’s what to keep in mind when deciding what stays and what goes:

  • Negative comments about colleagues or the company: Avoid putting any negative remarks into writing. These comments can damage professional relationships and often do more harm than good. 
  • Too much detail about personal grievances: There’s a time and place for everything. While you won't have to pretend everything is great in your formal notice, you also don't want to go into detail about negative experiences.
  • Confidential or sensitive information: Your professional resignation letter is not the place to disclose information you know you can't share. Treat it as any other company communication.

Keep in mind that resignation letters can be kept on file and can be read by multiple people. Save the hard stuff for face-to-face conversations.

When Should You Send a Resignation Letter?

Timing is crucial when it comes to submitting your resignation letter. Knowing when to send it can have a significant impact on your transition out of your current job and your professional reputation. In this section, we'll explore the ideal moments and considerations for sending your resignation letter to ensure a smooth departure from your current position.

You’ve Been Employed for Several Years

This one is for those of you who are pleased with your experience over the years of your employment.

Before submitting your resignation letter, tick everything off your to-do list to make sure you leave no loose ends. So that means cleaning up your desk, completing all the tasks that won’t be carried over until the next term, etc.

This makes the transition process easier for both you and your employers.

You can also project a graceful tone of voice and let them know you’re thankful for having had the opportunity to work for them.

You’ve Had a Negative Experience

On the other hand, not everyone has a positive experience during their time of employment.

If you’re leaving because of a problem inside the company, it’s good to address this in your letter of resignation. At the very least, you’re giving them feedback to improve their work conditions in the future.

There are ways to express your disappointment or frustration professionally. Let your manager know too that you’re open to discussing these issues further if necessary.

You Just Want to Quit Your Job

Some of you might not fit into any of the 2 categories above. All you simply want to do is quit your job for your own personal reasons.

In this case, you can keep your letter short and politely notify employers of your resignation.

As mentioned, there’s no need to state your reasons. The more important factor is that you write out your letter appropriately and give them notice ahead of time so that they’re better prepared to fill the gap when you resign.

15 Free Resignation Letter Templates

To help you get your resignation letter right, view Rezi’s range of 15 resignation letter templates, tailored for various scenarios. Once you’ve selected the right option for your circumstance, use our AI writing tool to personalize it for your specific job and resignation context. It’ll simplify what can already be a difficult process, setting you up for a smoother resignation. 

1. Grateful

This is short and sweet yet effective.

They’ve kept it straight to the point and mainly focused on what they’re grateful for as opposed to why they’re leaving.

Grateful Resignation Letter Example

2. Thankful

Although this sample is short, the employee has shown they’re thankful. Besides the last paragraph, it’s because of their willingness to provide further support to make the transition easier. 

If you’d like to specify the date of resignation, you can make that clear in the first few sentences of your letter. 

Thankful Resignation Letter Example 

3. Immediate Notice

Even if your intention is to resign immediately, you don’t need to specify your reasons. Here, they’ve kept it general and focused on their gratitude and willingness to offer support. 

Immediate Notice Resignation Letter for Personal Reasons 

If you’re still around, it’s probably because you have your own circumstances for leaving that you’d like to bring up. Or it could be that you want to share your own thoughts and give some feedback.

Either way, below you’ll find a range of resignation letters with valid reasons for leaving.

4. New Job

Found a new job? Let your employers know why you’re going for it.

In this case, that’s because of the commute and travel time, which has an impact on work-life balance. This is one important aspect to consider before accepting your next job opportunity.

In another similar situation such as relocation, it’s entirely understandable.

New Job Resignation Letter

5. Family Circumstances

Despite leaving because of family reasons, the resignation letter projects a positive tone of voice. They’ve shown their appreciation and given their contact details so that they could get in touch at any time necessary. 

To further reinforce positivity, they’ve let their employers know that they’re open to further assistance to ease the transition. 

This template also works for those of you resigning because of the following:

  • Maternity leave
  • Mental health
  • Returning to school
Family Circumstances Resignation Letter

6. Career Growth

The career growth resignation letter refers to your development in your professional journey. 

Before moving on, acknowledge the things you’ve been through and the opportunities you were given. To make it heartfelt, think about your word choices. For instance, here they’ve used phrases like:

  • I have been honored…
  • My decision is not one I have taken lightly…
  • I deeply appreciate… 
Career Growth Resignation Letter

7. Personal Health Issue

Like some of our previous examples, you don’t need to go in-depth, especially if it’s a personal health issue resignation letter

And to confirm it’s not a career break, mention that you’ll be continuing elsewhere.  

Personal Health Issue Resignation Letter

Almost 50% of employees stated in a survey that discrimination has been an issue in the workplace. 

It’s unfortunate but it's still a problem in the modern work environment. 

As managers are usually aiming to improve the company culture, honesty would be the best policy. So at the very least, they’ll take your input into account and do what they can to prevent your negative experiences from happening again to future candidates. 

8. Job Dissatisfaction

Not happy with your job overall? Use this job dissatisfaction resignation letter template.

To show that you’ve been thoughtful, it’s worth mentioning how you’ve been thinking about your options. 

Job Dissatisfaction Resignation Letter

9. No Opportunity

In the no opportunity resignation letter, the worker acknowledges the value they’ve got from working with the company. Next, they simply state the reason for their resignation. 

No Opportunity Resignation Letter

10. Unethical Workplace

Instead of starting with the positives, the unethical workplace resignation letter immediately points out why they’re resigning. You can also state how it’s made you feel and how it’s affected your performance. 

Unethical Workplace Resignation Letter

11. Unfair Treatment

The unfair treatment resignation letter is quite long. Although the reason for leaving is a negative one, they still recognize the positive. Rather than leaving it at that, they’ve explained how and why their personal growth and career development have been limited. 

Unfair Treatment Resignation Letter

Not everyone is looking to resign because of a better job opportunity. Some of you might consider quitting to complete your education and get your qualifications. 

See below for examples.

12. Bachelor’s Degree

Going to university is commendable. It boosts your theoretical and academic knowledge. 

Throughout this bachelor’s degree resignation letter, they show the company how much they’re thankful. Moreover, it's written in a supportive tone as they’re willing to help to make the transition smooth.

Bachelor’s Degree Resignation Letter

13. Master’s Degree

The format of the master’s degree resignation letter could be used for other educational levels too. On top of telling them their reason for leaving transparently in the first paragraph, it’s followed by an appreciative tone. 

Master’s Degree Resignation Letter

14. PhD

The PhD resignation letter doesn’t go into detail about why they’re choosing to pursue a doctoral degree. Your reason can be kept as simple as this without having to go further. 

PhD Resignation Letter

15. MBA Study

The MBA study resignation letter adds more information about why they’re leaving. In this particular sample, it comes off as a bit personal because they’ve stated that the opportunity to study has been a long-term dream. 

MBA Study Resignation Letter

Before signing off, they send the company their best wishes. 

More Simple Resignation Letters for Different Scenarios 

Was there an example on this list that matched the scenario you’re in? 

If not, that’s okay. We have hundreds more ready-to-use templates in our resignation letter library here

Another option is to follow the same structure of a sample you resonated with the most. So that could mean keeping your reasons broad and focusing more on the positive things. Or it could mean specifying your reasons and focusing more on your own experiences. Or it might be something else. 

Write an Effective Resignation Letter Automatically

 

All you have to do is enter a few details. This includes:

  • Company name
  • Job position/title
  • Last day at work
  • Reason for resignation (optional)
  • Signature (optional)

From there, Rezi’s AI writer will generate a complete resignation letter for you. Get started now by signing up below for free. 

Conclusion

Hopefully, you found this article helpful and the path forward is more clear. 

After submitting your resignation letter, you might be in need of updating your resume and cover letter for your next job application. In which case, do feel free to check out some of our other resources that could help you speed up the process. 

Here are a few places to start: 

Rezi is an ai resume builder to help you to create a resume that os sure to check the boxes when it comes to applicant tracking systems : Rezi Review by Ashley


Leaving your job soon? Don’t treat your resignation letter as the end of a chapter. Instead, consider it as the start of a new one.