How to write a sample resignation letter?

sample resignation letter

Decided to resign from your position? Then it’s time to draught a letter of resignation. You should compose a resignation letter thanking your employees for the opportunity you have had.  When you submit the same, be ready to deal with a lot of inquiries, So, we are here to help you write a properly organised sample resignation letter with reason.

What is a Resignation Letter?

A resignation letter is a formal letter to inform your employer about your resignation from the current company. It’s crucial to give your employer a resignation letter if you intend to leave your work in order to preserve your professional connection and to leave a paper trail outlining your timeline and intended date of departure. It will be simpler to write this letter for your employer if you use sample resignation letters.

What To Include in a Resignation Letter?

Although the contents of your job resignation letter can be adjusted according to your organisation, there are a few points that should be included at all times.

  • Use proper structure and formatting.
  • Include the date and contact information.
  • Add a salutation.
  • Remind them of your last day.
  • Express your gratitude.
  • Express good wishes.
  • Add complimentary close and name.

Benefits of providing a resignation letter

There are several benefits to sending a resignation letter including that:

Provides information

Resignation letters contain information that employers can utilise to plan for your departure. It can offer them time to employ someone else, train someone to take over your responsibilities, or transfer project obligations to other team members. Resignation letters can also explain your reasons for leaving the organisation, giving employers the chance to respond. For instance, your employer might give you a raise if you’re quitting because you’ve received a better job offer.

A resignation letter is like a record

You can utilise a resignation letter as an official record of the day you provided notice to your employer. For your own records, you might want to preserve a copy of your resignation letter.

Maintains positive relationships

Writing a resignation letter gives you the chance to respect your employer, which is another advantage. Giving them a proper resignation letter shows them that you are concerned about how your departure can impact the business. This can enable you to leave while still having a good working connection with your company. You can leverage this relationship in the future, such as if you wish to ask for a reference or referral.

What To Leave Out of a Resignation Letter

Your resignation letter should be professional and upbeat regardless of the details of your resignation or the cause for your departure. When asked for references or other information in the future, many employers maintain the resignation letters of their employees in their personnel or HR files. A critical, negative, or badly written letter might reflect ill on you and could even damage the reference offered by your former employer.

Any problems you had while working for the company should not be mentioned. Keep it as positive as you can and avoid criticising your superiors, coworkers, or the firm as a whole.

When To Provide a Resignation Letter?

The recommended timing for delivering a resignation letter is at least two weeks before your scheduled departure day. Be cautious to abide by any deadlines mentioned in your contract, if applicable, as some employees have contracts that detail the conditions of termination. Here are some more details regarding breaking a contract.

You may choose to provide even more notice, but it’s always ideal to provide at least two weeks, as this is a professional courtesy that affords the employer time to recruit a successor. Maintaining that professional relationship and giving adequate notice will help you as you could need to utilise this company as a reference in the future.

How to Write a Letter of Resignation

A resignation letter has the same format as other business letters.

The information contained in it is rather simple:

You begin by providing your name, last name, email address, etc., the date, the manager’s information, and a formal salutation. All of the legal advantages of this written record may be contested if you forget to date your letter of resignation.

Here’s what to include in each section of your letter of resignation

1) Introduction: 

  • Your Name
  • Date
  • Addressing Member

2) Body 1 ( First Paragraph) : 

  • Reason for Resignation
  • Mention the date again 

3) Body 2 (2nd paragraph ):

  • Describe your experience with the firm or the work in a positive light. The more personality you can inject, the more of an impression you’ll make.
  • Thank your employer and the company where you worked.

4) Body 3 (3rd paragraph ):

5) Closing salutation.

[Your Name]

Check out how to write a cover Letter for your next job?

Resignation Letter Samples

General Resignation Letter 

Dear Team,
Accept this communication as formal notice that I will be quitting [Company name] on [date], effective immediately.
I have valued your help and advice as a professional over the years that I have worked for [Company name]. Future success for you and the business is my hope.
Please let me know if there is any way I may help during this change. I'll be glad to do that. Please keep me updated on my perks, accrued vacation time, and final work schedule.
You can also get in touch with me by phone or email at [personal phone number] or [email address].
[ Your Name]

Higher studies as a Reason

Dear Team,
I regret to notify you that I will no longer be employed by "Your Company" in the "Your Position" capacity. The  University Name  has accepted me for a  Higher studies details.
You are aware that I have been attempting to pursue higher studies, particularly in this field. I appreciate Mr  Name of the person hiring me after my bachelor’s grade. 
For all the assistance I have gotten from your company has my eternal gratitude. My current position will be beneficial for my future goals. My ability to communicate has improved. I appreciate  Team member Name, my team manager, for being understanding of my early mistakes. He was incredibly accommodating during my shifts. My coworkers will be missed as well. My stay here has been enjoyable thanks to their company.
Again, many thanks for all your assistance. You have my eternal gratitude. I want to keep in touch with you and "Your Company" in the future. All the best to everyone.
Yours Sincerely
[ Your Name]

No Notice Resignation Letter 

Hello, [Name]
Accept this letter as my resignation from [job name] at [company name], effective [date], and please accept it as such. I'm sorry I can't give you more advance warning. But I must leave my employment right away owing to unforeseen circumstances.
I want to thank you for all of your help and encouragement when I was working for [business name]. I apologise once more for any inconvenience this may have caused.
(Your Name)

So, you have made up your mind to resign from your current organization and search for a new job? Here is an online job search engine portal to help you with.

How to submit your resignation Letter?

  • Keep it positive.
  • Deliver your letter in person Or Email them and Never, ever, send an e-mail without verbally notifying them in person first. 
  • Take into account giving more time than the bare minimum required. ( Notice Period)
  • Giving your manager more time to find a replacement demonstrates respect and decency, especially if you hold a senior position.
  • Follow your manager’s instructions for the next steps ( For Lower positions )
  • Thank them for the opportunity, and then offer to assist them in finding a successor while they do so.
  • Always make an effort to quit in person and at the proper time.

Wrapping up 

This comes to the end of the sample resignation letter article. It’s quite normal to experience hard feelings when you submit your resignation letter. Remember that by using these suggestions, you are professionally leaving your current position and taking the next step in your career.

If you wish to upskill for your next job take up this career assessment test.

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