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How to Write a Resignation Letter (With Templates and Example)

Updated on Jan 29, 2021 72416 views
How to Write a Resignation Letter (With Templates and Example)

Have you taken the difficult decision to quit your job? You should compose a resignation letter to formalize your exit from the organization. 

In any case, what is a resignation letter, and for what reason would it be a good idea for you to write one? This article will take you through the process of writing one, what you should do before writing one and how to bow out graciously from your company.

1. What is a Resignation Letter?

A resignation letter is a document written by an employee wishing to leave their employment to notify and formalize their departure.

It can be sent as an email or written as a letter. But the main intent is to formally inform (typically ahead of time) your employer that you are leaving the company.

2. Why Should You Write a Resignation Letter?

You may wonder why there is a need to write a resignation letter? Why not just stop going to work? Why give notice ahead of time that may stir up some level of awkwardness or even animosity in the workplace?

You ought to write a resignation letter because it is a professional thing to do, however, informal your workplace may be.

A resignation letter formally pulls out to your employer that you're leaving the work and another person should be employed to fill your place and take on your duties. 

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3. What is a 14 Days' Notice Letter? 

A fourteen days' notice letter is something very similar to a resignation letter. It is a precursor to the letter of resignation.

This letter reports your purpose to leave the organization and says you will stay in your position for an additional fourteen days prior to leaving. Fourteen days is the standard measure of time from when you declare you're leaving to your last day at your specific employment.

The reason why some companies ask that you write a 14 days notice letter is to give the employer enough time to come up with a replacement for you. This may be hiring a new person to fill your position or distribute your tasks to others.

4. What You Should Know Before Writing a Resignation Letter.

Before resigning from a company, it is essential to know the ground rules and company policies. Did you take out any loans that you have yet to fully settle? 

Are you bound by any employment contract? Some companies utilize employment contracts and policy guidelines that state that you must give a certain amount of notice, often two weeks before quitting. 

If the two weeks notice is operational, you should send in your letter of resignation two to three weeks ahead of your final day in the company.

5. Tips For Writing a Resignation Letter

However easy writing a resignation letter may be, there are some tips you need to know before doing so.

a) State your intent directly

When writing a resignation letter, you should be as direct as possible. Avoid telling unnecessary tales and padding the letter with excessive words. Go straight to the point. Where possible, you should make it your introductory sentence.

b) Be professional

This is very important. Quitting a job does not necessarily mean that you are severing all. ties with your employer, colleagues, or the organization itself. 

Be courteous in your letter. Do not use it as an opportunity to call people out, criticize company policies and/or individuals, or be messy in whatever form. Remember that you are leaving your job and not fighting a war. Avoid being vindictive.

c) Give applicable notice ( 2 weeks, last day)

As mentioned earlier, companies have different stances on resignation procedures. For some, a 2-week notice is required; for others, it is not explicitly stated. Whatever the vase may be, state the specific date you will be signing out officially to clear up all agreements and allow them to plan on a replacement or reshuffle if applicable.

d) State how the transition will be done

Again, you do not just stop working. You have to inform your employer of your intent to resign and in some cases, you may even be required to suggest a replacement or decide to so graciously.

This is especially so if you hold a managerial role that your departure would cause a significant don’t in the company’s structure.

e) Address the letter appropriately

This would largely depend on how the company is set up. If there is an in-house HR professional, address it to them or your manager.

You can open the letter their names or start with a polite salutation, such as ”Dear” or ”Hello” when writing the resignation letter.

f) Proofread and spell check

Part of being professional is maintaining your thoroughness even while departing. Make sure your letter is proofread and use a spell checker to ensure there are no grammatical errors.

e) Seek legal advice

If you hold a senior role in the company and had financial or sensitive dealings during your time there, it is recommended you employ the services of a lawyer to help go over your documents and contracts. This is too. make sure everything is in order. 

6. Resignation Letter Template 

Below is a general resignation letter template. Situation-specific resignation letter templates will be included after it.

[Your Name]

[Your Street Address]

[Your City, State/Province, Country]

[Your Phone Number]

[Your Email Address]

 [Today’s Date]


[Employer/HR Professional’s Contact Name]

[Employer/HR Professional’s Title]

[Employer Company Name]


Dear [Employer/HR Professional Contact Name],

[Paragraph 1: State that you are resigning, the position you are resigning from, and the date your resignation will be effective.] 

[Paragraph 2: Express gratitude for the time spent working there and mention positive memories and/or knowledge gained there] 

[Paragraph 3: Mention your next career step. This is not necessary. You can be vague and avoid mentioning if or where your next step.]

[Paragraph 4: You should end on a thankful and state your willingness to touch. You can include your contact details in the final sentence.]



[Your Name]


i. Short Notice Resignation Letter Template

Short Notice Resignation Letter

ii. Email Resignation Letter Template

Email Resignation Letter

iii. Career Change Resignation Letter Template

Career Change Resignation Letter

iv.  Better Benefit Resignation Letter Template

Better Benefit Resignation Letter

v. Maternity Resignation Letter Template 

Maternity Resignation Letter


7. Resignation Letter Example 


Janet John

54, Harvey Road, Yaba.| +2348012245678| [email protected]


February 10, 2021


Sandra Bright 

HR Manager

Monday’s International 

54, Harvey  Rd.

Yaba, Lagos.


Dear Ms. Bright,

I write to notify you that I am resigning from my position as Graphics Designer for Monday’s International effective from February 25th. 

I am grateful for the opportunity you’ve given me to learn all about graphics and product design. My time with the company was beyond great and I believe the experience has taught me much about the emerging tech market and has also helped horned my interpersonal.

As I begin my journey elsewhere, the indelible knowledge I gained as well as the great memories I built at Monday’s International will forever be dear to me.

I would like to help with the transition of my design duties so that departments are not negatively impacted by my departure. I am available to help recruit and train my replacement, and I will submit all reports and records before my last day of work.

Once again, I am thankful for the opportunity to work for Monday’s International. I wish you and everyone all the best in your future endeavors and I look forward to staying in touch with you. You can email me anytime at [email protected] or call me at +2348012245678.



Janet John.

Remember, this is not a one-size-fits-all letter. Feel free to add your flair to it and include your own experiences. After this, send it in via the appropriate channel your company uses. 

Staff Writer

This article was written and edited by a staff writer.

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