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How To Write a Resignation Letter

Writing a resignation letter might feel like an uphill task to overcome before moving on with your career goals. However, it is crucial to maintain a professional approach throughout the process. While your boss might not need any written document, offering a resignation letter can facilitate a positive transition.

The crucial thing is to maintain a diplomatic tone. You should never turn the letter into a platform to list complaints or air grievances. Remember there might be a possibility to return to the company in the future, or you might require a reference from your employer. As a result, you must keep the letter tactful and cheerful.

Step 1: Statement of Resignation and End Date

To begin your resignation letter, it’s essential to state your present position within the organisation clearly. Even if you work in a small company and the bosses are familiar with you, including this information is vital, as the letter serves as your official termination notice. Besides your position, you must include a direct and simple statement about your resignation. Indicating an end date in the first paragraph is beneficial, as it answers the employer’s initial questions.

Step 2: Appreciation

It is advisable to take your time to reflect on your experience at the company and consider how you have progressed or the things you have appreciated most. It would be helpful to be specific, as you express in your resignation letter. For example, indicate the professional development prospects the business has offered or the supportive atmosphere and positive work environment.

Furthermore, it is always appreciated when you express gratitude towards your employer for the time and resources they have invested in supporting your career growth. Taking the time to thank them can leave a positive impression and maintain a good professional relationship.

Step 3: Transition Details

In this paragraph, you should express your willingness to help with the transition process. You can offer to train your replacement, provide a list of your ongoing projects and their status, or assure your employer that you will do everything possible to ensure a smooth handover. However, avoiding making promises you cannot fulfil is essential. Keep your language professional, positive, and helpful.

Step 4: Contact Information

This paragraph is optional and may not need to be included if you do not plan to use your former employer as a reference. However, it can be beneficial to maintain professional connections. Many individuals have a brief statement expressing their gratitude for the experience and openness to staying in touch. This can be a great way to end the letter positively and leave the door open for future opportunities.

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Sample Resignation Letter

[Current date]

Dear [Supervisor’s name],

I am writing to formally resign from my position as [Title] at [Company]. My last day of work will be [End date].

To ensure a smooth transition, I am willing to assist in training my replacement and will leave detailed instructions and updated records for my tasks.

I want to express my appreciation for my opportunities while working at this company. I have learned a great deal and enjoyed working with the team. Thank you for your guidance and support during my time here. I hope to maintain our professional relationship in the future.


[Your signature and printed name]

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