How to Write A Formal Resignation Letter

There’s nothing more disappointing than an unprofessional resignation. So before you leave your employer, it’s polite to write a formal resignation letter.

What is a Resignation Letter?

A resignation letter is a letter that formally terminates a person’s employment with an organization or company. Resignation letters are primarily to give formal notification to quit a position.

A formal resignation letter typically follows the conventions and rules of any other formal letter. The overall tone of this letter is usually one of respect.

The details about your notice period, and an appreciation to your employer are important information to include in a resignation letter. You can also state the reason for your resignation and offer to help with your replacement’s recruitment and training.

Format for Writing A Formal Resignation Letter

A formal resignation letter is written when one chooses to leave a position within a company, school, or any other kind of organization. This is an important letter to write when you want to inform your employer that you are no longer interested in working with them.

A typical formal resignation letter includes the following:

1. Your Name and Address

This is the first bit of information to write in your letter. Your company needs to know who is writing the letter. Make sure you fill in your name and address and be exact on these details.

2. Date

As with any formal letter, a resignation letter should have an accurate date. Write the date in total (i.e., day, month, and year). The date is essential as it helps the HR department put every requirement in place before the end of your notice period.

3. Company’s address

It would be best to use professional business letter formatting to list your company’s address. Include the company’s name, street address, city, and ZIP code.

4. Salutation

Your letter should be addressed to the appropriate individual. It could be your employer or HR manager. You can use the general salutation “Dear Sir/Madam.” If you know the individual your letter should be addressed to, you can write their name (i.e., Dear Jerry, Ms. Grace).

5. Your intention

There’s no need to beat around the bush. In your first paragraph, clearly state your intentions to leave the organization. The recipient will appreciate your straightforward approach.

6. Your final workday and departure date

Provide details about your last workday. Ensure to give enough time to your employer to make any necessary adjustments and find your replacement.

State how long your notice period is and include information about outstanding projects you need to complete before you eventually stop working. A notice period of 2-weeks is standard. However, you might offer more or less, depending on your leaving circumstances.

7. Reasons for your decision

Explain your reasons for resigning. While this is optional, be precise and professional in your tone; but do not give too personal details. Most resignations are centered on health issues, career change, and relocation.

If you’re leaving because you’re having a hard time with your employer or colleagues, you do not need to state this. You want to leave the organization on the best terms possible. Use formal speech, be respectful and avoid vulgarity.

8. Offer to help with the transition

It is always good to offer help with the transition process. You could offer to screen resumes, help with training, and see through to your replacement’s hiring process.

9. ‘Thank you’ note

Thank your employer for the opportunity to learn, earn an income, and gain valuable experiences. Stating your gratitude leaves a good impression of you and will help you retain your relationship with your employer.

10. Sign-off

End your letter with an appropriate complimentary closing. You can use “Yours faithfully” or “Yours sincerely.” Include a signature and your name.

Include your personal and contact details at the end of the letter if you didn’t write them at the beginning. This will make it easier for the company to reach you if they need to ask clarifying questions.

white paper and brown envelope on white surface with light reflection
Photo by Kate Macate on Unsplash

To Wrap Up

A formal resignation letter tells an employer about your intention to leave the position and company.

Before writing a formal resignation letter, think about the reason you are resigning and how to communicate it. This article will guide you in writing a proper resignation letter.

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

Writing a Formal Letter for Leave Application

Looking to write a formal letter for leave application? That’s not surprising. What is a Leave Application? Allowing for a…

May 19, 2022

When to Use a Formal Warning Letter

Are you wondering when to write a formal warning letter? What is a Formal Warning Letter? A warning letter is…

May 19, 2022

Writing a Subject Line in Formal Letters

Writing a subject in a formal letter is not as complex as you imagined. What is the Subject Line in…

May 19, 2022

Writing a Cover Letter for a Report

Are you looking to write a cover letter for formal report? You’re in luck — this article explores the detail.…

May 19, 2022

A Guide to Salutation of a Formal Letter

Salutation of a formal letter can exist in various forms. What Is a Salutation? A salutation is the greeting used…

May 19, 2022

Learn to Cite Formal Letter Enclosure

For people who send business letters on a regular basis, knowing how to cite a formal letter enclosure is essential.…

May 19, 2022