How to Write a Resignation Letter (With Samples)
A Simple Guide to Leaving Your Job on the Right Note
If you’ve made the decision to leave your current role, congratulations—taking the next step in your career is a big move. But before you start packing your desk or planning your goodbye lunch, there’s one important formality to handle first: your resignation letter.
At Top Quality Recruitment, we guide candidates through this transition every day. Whether you're moving to a new industry, stepping into leadership, or simply ready for something new, writing a professional resignation letter is key to leaving your job with your reputation—and relationships—intact.
Here’s what to include, what to avoid, and several resignation letter samples you can adapt to your situation.
Why a Resignation Letter Matters
A resignation letter isn’t just a formality—it’s a document that goes into your employment record. It communicates your intent to leave, helps your employer prepare for the transition, and reflects your professionalism.
Done right, it:
Leaves a positive final impression
Preserves future references and networking relationships
Reduces confusion or tension during your exit
What to Include in a Resignation Letter
A good resignation letter is simple, respectful, and professional. Here’s what it should include:
✅ A clear statement that you're resigning
✅ Your intended last working day (typically two weeks’ notice)
✅ A brief note of appreciation
✅ An offer to support a smooth transition
✅ A formal sign-off
What NOT to Include
Avoid oversharing or burning bridges. Your resignation letter is not the place for:
❌ Complaints or criticism
❌ Long explanations about why you're leaving
❌ Emotional or impulsive statements
❌ Salary comparisons or counteroffers
Sample 1: Professional Resignation Letter (Standard Format)
Subject: Resignation – [Your Name] Dear [Manager’s Name], Please accept this letter as formal notice of my resignation from [Company Name], effective [Last Working Day, typically two weeks from the date]. I appreciate the opportunities I’ve had during my time here, particularly [mention a project, skill, or learning experience if desired]. I’ve learned a great deal and enjoyed working with the team. I am committed to assisting in the transition over the coming weeks and will do everything I can to ensure a smooth handoff. Thank you again for your support. Sincerely, [Your Full Name]
Sample 2: Short and Simple Resignation Letter
Subject: Resignation – [Your Name] Dear [Manager’s Name], I’m writing to formally resign from my position at [Company Name], effective [Last Working Day]. Thank you for the opportunity to be part of the team. I’m grateful for the experience and will do my best to support the transition. Best regards, [Your Name]
Sample 3: Resignation with Immediate Effect (If Needed)
Subject: Resignation – [Your Name] Dear [Manager’s Name], I regret to inform you that I must resign from my position at [Company Name], effective immediately due to personal circumstances. I appreciate the opportunity to work with the team and am grateful for the experience. Please let me know how I can assist with the transition remotely or provide any final documentation needed. Sincerely, [Your Name]
Note: Use this format only when absolutely necessary, and consider speaking with HR before submitting an immediate resignation.
Final Tips Before Sending
Send it after giving verbal notice, ideally in a one-on-one meeting with your manager
Use a professional tone—even if your experience has been challenging
Keep a copy for your records
Proofread—your last impression should be as polished as your first
Thinking About Your Next Step?
If you’re preparing to resign and looking for your next opportunity, now is the perfect time to connect with a recruiter. At Top Quality Recruitment, we specialize in placing professionals in Manufacturing, Packaging, and Life Sciences—and we’re here to help you make a confident transition.
