How to Give Resignation Letter

Leaving a job is an inevitable part of one’s professional journey, and crafting a well-written resignation letter is a crucial aspect of this process. Whether you’re moving on to a new opportunity, pursuing further education, or taking a break to reassess your career goals, a thoughtful and professional resignation letter is key to maintaining positive relationships with your soon-to-be former employer and colleagues. In this article, we’ll explore the essential elements of an effective resignation letter and provide a step-by-step guide on how to write one.

Begin with a Polite Salutation:

Start your resignation letter on a positive note by addressing it to your supervisor or the relevant authority with a polite salutation. Use a professional greeting such as “Dear [Supervisor’s Name]” to set the tone for the letter. Express gratitude for the opportunities and experiences gained during your tenure.

Clearly State Your Intention:

In the opening paragraph, clearly state your intention to resign from your current position. Be concise and to the point. Mention the effective date of your resignation to provide your employer with a clear timeline for the transition.

Provide a Brief Reason for Resignation (Optional):

While it’s not mandatory to include a reason for your resignation, providing a brief explanation can help your employer understand your decision. However, it’s essential to maintain a positive and professional tone. If your reason is based on personal growth, career development, or a new opportunity, express it in a way that emphasizes your gratitude for the current role.

Express Gratitude:

Take a moment in your resignation letter to express gratitude for the experiences, knowledge, and relationships you’ve gained during your time with the company. Acknowledge the support of your colleagues and the opportunities provided by the organization. This positive tone helps leave a lasting impression and fosters goodwill.

Offer Assistance with the Transition:

Demonstrate your commitment to a smooth transition by offering assistance during your notice period. Mention your willingness to train a replacement, document your responsibilities, or provide any necessary information that will facilitate a seamless handover. This proactive approach reflects professionalism and a genuine concern for the success of the team.

Keep it Professional and Concise:

Maintain a professional and concise writing style throughout your resignation letter. Avoid unnecessary details or negative comments about the company or your colleagues. Remember, a resignation letter is a formal document, and maintaining a positive tone is crucial for leaving a favorable impression.

End with a Courteous Closing:

Conclude your resignation letter with a courteous closing. Express appreciation once again, and use a formal closing such as “Sincerely” or “Best Regards.” Sign the letter if it’s a physical copy, or add your typed name if it’s an email.

Follow Up with a Formal Resignation Meeting:

After sending your resignation letter, schedule a meeting with your supervisor to discuss your departure in person. This allows you to address any questions, concerns, or details related to the transition face-to-face. It also reinforces your commitment to a smooth handover.


Writing a resignation letter is a significant step in the professional journey, and doing so with thoughtfulness and professionalism is crucial. By following these guidelines and incorporating the essential elements discussed, you can ensure that your resignation letter reflects your appreciation for the past and sets the stage for a positive and respectful departure. Remember, a well-crafted resignation letter not only concludes your current chapter on a positive note but also contributes to building lasting professional relationships.