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Write The Perfect Resignation Letter (Template and Example Included)

Resign and switch companies more smoothly with our guidance. Learn the craft well, make the next step up in your career, and transition more comfortably.
By Synkdup Editorial Team  |  9 February 2024
how to write a resignation letter

We all hate goodbyes (at least in most cases), but sometimes they’re inevitable. This applies to the corporate world as well. Sometimes a resignation is the best option possible for an employee’s career. An important thing to remember is that resigning is not just about jumping ship.

Many things need to be considered before making the final call. Also, one must follow appropriate guidelines and etiquette when leaving a company. When planning to leave a company, one must give proper notice and help ensure the company can transition smoothly after their departure.

How To Write A Resignation Letter

A lot of workers have no clue where to start when it comes to writing that resignation letter. Before you finally decide to send that email or letter, it is important to know your intent, be professional, avoid giving away unnecessary information, etc.

Plan Well Before Starting

Too many subpar writers, when it comes to writing any content, begin writing and then plan as they go along. This leads to a lot of errors, often resulting in either too little or too many words being typed. It also causes unnecessary details to be added, and often important facts get left out. So always think things through before starting.

Setting The Tone

The kind of thoughts and feelings you intend to arouse in the reader are very important. Plan this out before you begin putting the letter together. It's important not to sound too happy or sad and to keep things formal.

Write professionally in your letter and avoid getting too emotional. Merely state the facts and details neutrally and keep things simple. Make sure it is easily understandable and that there is minimal scope for confusion. There may be certain parts that arouse emotions. These sentences should be positive. Avoid negativity at any stage.

Get The Format Right

With any letter or important document, it is important to get the format right. Writing anything in an improper or poor format does not look good on anyone in an office environment. Not to mention, you want to exit on a high note.

It is important to know what to put and where to put it. You also need to know which paragraphs have more details and should be bigger and which ones should be smaller. Also, what information comes in each paragraph should be known. We discuss more on this later in the article as well.

Word Limit

If you’re writing an email, try to make it a bit shorter, but for letters, one can write them a bit longer. An email should ideally be no longer than 130 words to increase the response rate. But since this one is communicative and within the organization, you can go up to 200 words. For letters, keep it between 150 and 250 words.

What To Include In A Resignation Letter

A common reason for resignation letters being improper is that employees do not include all the relevant details. This may result in the need for them to email again or even to re-write and send the letter to make sure it has all the details.

Sincere Gratitude

A lot of people overlook this point. It is important to leave while creating a good impression on the minds of bosses. A lot of people just mention they are leaving and do not even say thank you for all the company has given.

Always acknowledge the opportunity, training, lessons, experiences, etc. gained from the job. Showing gratitude can help curb the negative effects of your resignation. You may also mention the things you’ve picked up from bosses during this phase.

Final Working Date

Always mention this so the company officials can calculate the time to replace you. Also, if you forget to mention this, it creates headaches and confusion for the organization and the individual who is leaving.

Make sure the final day is not too soon or too far away and comes with an appropriate notice too. This will make the change smoother. It gives the organization and the individual more time to prepare for the new phase.

Important Transition-Related Details

Mention the assignments and projects that you are currently working on. This makes things easier for managers to deal with. They can better understand the current scenario regarding the role and decide how to go about filling the vacancy.

If you have any good referrals, that can also help. Don’t hesitate to discuss this with those you see as fit referrals and help them get on board. Also, because they know you well, this can make the whole process simple.

What To Avoid In A Resignation Letter

It is also important to know what to avoid including, as it makes the content unnecessarily longer and reduces its readability. A lot of workers extensively mention unnecessary detail, which reduces the effectiveness of the letter.

Future Job Details

You don’t need to go into detail about your next job, and it is not even necessary to mention the company you're joining. You may reveal some of these details in face-to-face conversations with office co-workers but it's best to avoid including this information in the resignation letter.

Avoid giving out details like your new job title, joining date in the new firm, salary, benefits, etc. Keep them to yourself and, at best, only reveal them in face-to-face conversation and now on paper or email where these details can be kept on record.

Negative Language

Avoid the use of criticism in the content, as it again makes you fall in the eyes of the company you are leaving. It gives the impression that you don’t like working in the office. In general, it is best to use positive language or keep things neutral at best, but don’t turn negative. Oftentimes, it happens that we want to give out a positive message, but the choice of words lets us down. Choose your words wisely and be tactful if needed. If you’re not sure about something and feel it's not important you may leave it out.

Grudges About Coworkers

It is best to avoid using the resignation letter as an opportunity to vent frustrations held against other colleagues. It is best to avoid complaints or other such things, as you’re leaving the company anyway and will likely never come across them again, so it's best to just move on.

Even if it has caused you to hate the job, it is best to avoid it. Also, if you vent your frustrations this time, you may do it again when you leave your next company too! This is not a good habit to have in a field of work.

Professional Resignation Letter Format (Template)

When writing any type of content, knowing whether and when to be formal or informal is important. A resignation letter should generally be formal, and casual language should be avoided. Below, we examine the right template along with an example of a resignation letter.


(Your Name)
(Current Designation)
(Current Organization)
(City, State, Zip Code)
(Your Email)
(Submission Date)

Dear (Recipient's Name)

First paragraph: Show gratitude and state your intent to resign, along with the last working date. (30-60 words)

Second Paragraph: Elaborate on the decision to resign. List the reasons and describe them in detail if you choose. Also, mention transition-related details. It can be brief or a bit descriptive, too. If you feel it is getting a bit too wordy, split this part into two paragraphs. (50-100 words).

Final Paragraph: Give your final goodbye and also give out positive wishes for the company in the future. (30-500 words)

(Your Name)


*Note: The details mentioned in the below letter are purely hypothetical, and any resemblance to a real company, location, or person is coincidental and not intended.

Arnold Jordan
Business Development Executive
Marvin Group Private Limited
Building C-18, Sector 53
Miami, Florida, 21952

Dear Mr. Gordon, I’m very grateful for the past four years that I have spent with this company. I have learned a lot, and I am glad you offered me this great opportunity. However, I regret to inform you that I have chosen to resign from my post in your esteemed organization and will leave after May 7, 2024.

I have made this hard call in my professional life to grow in my career. I’ve progressed a lot in my time with the firm, but in recent years I feel I have plateaued and need to seek a fresh challenge. As for my current tasks, I've been entrusted with assignment A and am also part of the project B team. My work so far has been up to date making it easier for the person coming in to take over. I am also willing to help out the new hire to be up to our standards.

I shall eagerly await your response. I also have nothing but good wishes for the company going forward. I bid you a sincere farewell and hope to remain on good terms with you and the organization even in the years going forward.

Arnold Jordan

Before Submitting A Resignation Letter…

It is also important to consider other factors before you decide to resign for good. Before you leave your current company, it is important to find a new company that suits your needs. You may also need to know how to write an effective resume and update it when necessary.

Another mistake many employees make is shifting jobs merely because of the salary. Income is important, but other things also need to be weighed, like the potential for learning and growth or a good work-life balance being available.

In modern times, workers are looking at everything, not just their salaries. A lot of times, people change jobs because they want a change in their lives in general. They want to make a fresh start and meet new people.

Frequently Asked Questions (FAQs)

Q: How to respond to a resignation letter?

Ans: When responding to resignations, it is important to be formal and remain calm. Try and understand their perspective to reduce such cases in the future. Also, figure out what needs to be done to make the transition easier and communicate it to the employee leaving. It is important to also show gratitude for their services.

Q: How to send resignation letters?

Ans: They may be sent online through email or be typed, printed out, and handed over to the management. They can even be handwritten. Avoid using informal methods like texting or social media channels.

Q: How to resign from a job?

Ans: Resignation is more than just merely switching companies. Certain formalities need to be followed. It's important to have a good resignation letter and also provide appropriate notice before leaving. Avoid leaving abruptly, as this makes the transition harder.

Q: What to say when resigning verbally?

Ans: It's always better to use a resignation letter when leaving than do it verbally, as you can have a record of it too. If doing it verbally, use formal language and avoid being too sentimental if possible. Thank the company and be willing to help out with the transition.

Q: Will I get paid if I resign with immediate effect from my job?

Ans: No, probably not, and you may even have to pay them up to a month’s salary if you choose to do so. Hence, it is best to always serve the notice period properly before deciding to leave.

Q: How do I resign immediately?

Ans: This is something that should be avoided, but if it is needed, it is best to also have a verbal discussion with the bosses. Also, most companies have notice periods, and breaching them has consequences, so weigh in if you are willing to face them.


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