How to Write a Resignation Letter: Step-by-Step Guide

Let’s start with what matters most: the structure. A well-written resignation letter isn’t just a goodbye note; it’s an official document that shapes how your departure is remembered.

Here’s how to write one effectively:

Step 1: Start With a Clear Subject Line

If you’re emailing, clarity matters from the start. Your subject line should directly mention your intent.

Examples:

• “Resignation – [Your Full Name]”
  
• “Resignation Effective [Date]”
  
• “Notice of Resignation – [Your Job Title]”

Tip: Avoid vague lines like “Goodbye” or “Thank You.” HR systems often use subject lines to track correspondence.

Step 2: Begin With a Professional Greeting

Keep it respectful. Address your immediate supervisor or manager by name.

Examples:

• Dear [Manager’s Name],
  
• Dear [Supervisor’s Name],

If you work in a large organization and aren’t on a first-name basis, use full names or professional titles.

Step 3: Clearly State Your Intention to Resign

This is your opening line. Get straight to the point without extra emotion.

Example:

• I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day].

This clarity eliminates confusion and ensures human resources can begin the exit process smoothly.

Step 4: Mention Your Notice Period

If your contract requires a specific notice period (typically two weeks or one month), state it. This signals professionalism and respect for company policy.

Example:

As per my notice period, my final working day will be [date].

Step 5: Express Gratitude

A sincere note of appreciation can turn an ordinary resignation into a memorable one. Even if your experience wasn’t perfect, highlight something positive.

Example:

I’d like to thank you and the team for the opportunities and experiences I’ve had during my time here. I truly value the support and learning I’ve gained.

This section humanizes your letter and reinforces goodwill.

Step 6: Offer Assistance During Transition

Show that you’re willing to help make the transition easier. It reflects responsibility and leaves a positive impression.

Example:

I’m happy to assist with the handover process and ensure a smooth transition before my departure.

Step 7: End with a Polite Closing

Keep your closing formal yet warm.

Examples:

• Sincerely,
  
• Best regards,
  
• With appreciation,

Then sign your name. For email versions, include your contact details below your signature.

1. Basic & Formal Resignation Letter Sample

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

I truly appreciate the opportunities and experiences I have gained during my time here. Thank you for your support and guidance.

Please let me know how I can assist in ensuring a smooth transition.

Sincerely,
[Your Name]

2. Short Email Resignation Letter (Quick Exit Version)

Subject: Notice of Resignation – [Your Name]

Dear [Manager’s Name],

Please accept this email as formal notice of my resignation from [Company Name], effective [Date].

I am grateful for the time I’ve spent here and wish the team continued success.

Best regards,
[Your Name]

3. Resignation Letter for a New Job Opportunity

Subject: Resignation Effective [Date]

Dear [Manager’s Name],

I am resigning from my role as [Job Title] at [Company Name], effective [Date], as I have accepted another opportunity that aligns with my career goals.

I want to express my sincere gratitude for your support and mentorship during my tenure. Working with this team has been a valuable experience.

I am committed to completing ongoing tasks and assisting with handovers before my departure.

Warm regards,
[Your Name]

4. Resignation Letter Due to Personal Reasons

Subject: Formal Resignation – [Your Name]

Dear [Manager’s Name],

I am writing to resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. This decision was made due to personal reasons that require my full attention.

I appreciate the opportunities and experiences gained during my tenure and hope to stay connected in the future.

Thank you for your understanding.

Sincerely,
[Your Name]

5. Gratitude-Based Resignation Letter Sample

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

After much consideration, I have decided to resign from my position as [Job Title] at [Company Name], effective [Date].

I am deeply thankful for the support, learning, and camaraderie I’ve experienced during my time here. The leadership and culture have helped me grow both professionally and personally.

I will ensure a seamless handover of my duties and remain available for any assistance during the transition.

Warm regards,
[Your Name]

• Use a clear subject line (e.g., “Resignation – [Your Name]”).
  
• Keep it concise and polite — 150–200 words is ideal.
  
• End with your digital signature or typed name.
  
• Always use your official company email ID.
  
• Attach a formal version as a PDF if required by HR.

When Submitting on Paper:

• Use company letterhead if available.
  
• Include date, address, and signature.
  
• Print on white A4 sheet in professional font (Times New Roman or Calibri).
  
• Hand-deliver it to your HR or reporting manager, if possible, followed by a polite email confirmation.

Many people unintentionally damage relationships by mishandling their exit communication. Avoid these pitfalls:

• Being emotional or venting frustrations
  
• Writing an essay — keep it short and direct
  
• Forgetting to mention the last working day
  
• Not proofreading for typos
  
• Sending it without notice or through informal channels

A resignation letter should reflect composure, not complaint. You’re leaving, not litigating.

• Keep it short (one page max)
• Stay positive, even if leaving for a better job
• Follow your company’s notice policy
• Inform your manager personally before emailing HR
• Send during business hours
• Save a copy for your records

Remember: your resignation is a career move, not just a formality. A thoughtful message today can lead to strong references tomorrow.

• Integrity and respect
  
• Accountability
  
• Emotional intelligence
• Confidence without arrogance

In short, it defines how you close a chapter.

Whether you’re moving to a new opportunity, taking a career break, or pivoting into something completely different, how you exit matters as much as how you entered.

A well-written resignation letter ensures your professional reputation remains intact while keeping the door open for future collaboration. It’s not about leaving a company; it’s about leaving a legacy of professionalism.

Besides, if you’re preparing your next big move, make it smoother with Jaro Education career-forward programs, designed for working professionals ready to evolve into leadership and strategic roles. Elevate your expertise before your next step!