A resignation letter is a key document to submit to your employer when you decide to leave the company. A well-written, professional notice of this kind can facilitate the resignation process, preserve your good reputation, and ensure that no one’s feelings get hurt.
In this article, we will explore what resignation letters are and what they contain, show you how to write them, and provide you with some sample letters of resignation.
So, let’s get started!
Key Takeaways
A resignation letter is a short document that informs the employer of your decision to leave your job.
Key elements of every resignation letter are contact information, a statement of resignation, a reason for leaving, an expression of gratitude, transition assistance, and a professional close.
When writing your resignation letter, you should plan your timeline, create a draft, and proofread the final product for mistakes, tone, and formatting issues.
A professional resignation letter shouldn’t contain criticism and complaints, excessive personal details, emotional language, or excessive positivity.
What Is a Resignation Letter?
A resignation letter is a formal document that notifies the employer of your decision to quit your job. It is an integral part of employer-employee communication that ensures a smooth transition and helps both parties maintain a positive professional relationship.
By submitting a letter of resignation to your employer, you show respect and consideration for their position and inform them of the specifics of your departure. That’s why it’s important for this document to state the exact date of your resignation as clearly as possible.
A well-written resignation letter can even be used as an official record of your departure. Therefore, it’s crucial to ensure it contains all the elements typically found in such a document and adheres to the conventional format.
4 Essential Elements of a Resignation Letter
The essential elements of a resignation letter are similar to those of a standard business letter. They include contact information, a statement of resignation, a reason for leaving, an expression of gratitude, and a professional close.
Below, we will take a closer look at each of these elements.
Resignation Letter Elements
#1. Header and Contact Information
Resignation letters, like cover letters and CVs, must contain a header with contact information. That way, your employer can easily reach you in case they have any questions, offers, or other follow-ups after you leave.
So, make sure to include your name, address, email address, and the date of writing the letter. You can write the manager’s name, as well as the company name and address underneath (though this isn’t quite as vital and may even be omitted).
#2. Statement of Resignation
Once the header has been completed, open the letter with a formal greeting to the manager. It’s good practice to start with “Dear” and add their full name or “Mr/Ms”, followed by their surname. In other words, you may say either “Dear John Snow” or “Dear Mr. Snow”—both are perfectly acceptable.
The first sentence of your resignation letter should clearly state your intention and crucial details related to it, such as the date of your departure. It’s vital that this information is placed at the top of the letter; that way, your employer can’t miss it.
#3. Reason for Leaving & Expression of Gratitude
The body of your resignation letter should contain your reasons for leaving your current job and expressions of gratitude for the opportunities given to you. The former may be somewhat tricky—after all, you need to be honest and straightforward but also maintain professionalism and conciseness.
In other words, while some personal information is welcome, there’s no need to go into excessive details. Also, even if your overall experience wasn’t a positive one, try to keep a neutral tone to avoid burning bridges before you leave.
#4. Transition Assistance & Professional Close
The final part of your resignation letter should contain an offer for transition assistance or, in simple terms, for help with ensuring your resignation process goes smoothly. That might include completing some of the projects you’ve been working on, making an instructions manual for your successor, or even training your replacement.
You don’t have to offer any specific help, though—it’s enough to simply express your availability and readiness. If your employer needs anything particular, they will let you know after they’ve received and read the letter.
Finally, complete the letter with a professional close (e.g., “Sincerely”), followed by your name.
How to Write a Resignation Letter: Step-by-Step Guide
If you want to learn how to write a resignation letter, follow our step-by-step guide on planning your timeline, formatting and drafting your letter, and reviewing and delivering the finished product.
Let’s examine each step in more detail:
Step 1: Plan Your Timeline
Before you start writing your resignation letter, you should consider when exactly you want to leave. After all, the exact date must be included in the first sentence of the letter without any ambiguities.
Keep in mind that you can’t submit your resignation and leave immediately, at least not in most cases. You need to give your company ample time to prepare for your departure and look for replacements that could fill your position. Usually, two weeks is enough, but a month might be more appropriate for demanding or senior positions.
Step 2: Format and Draft Your Letter
Once you’ve figured out the details, write the first draft of your resignation letter and ensure its format is clean and professional. This should be easy enough if you follow our tips—simply include the elements we’ve listed above and customise them to fit your needs.
Step 3: Review and Deliver
The final stage of the writing process is reviewing the letter and ensuring that there are no typos and grammatical mistakes.
While you’re at it, check whether your tone is appropriate in all sections. It’s important to remain professional, neutral, and cooperative, regardless of your actual feelings.
Finally, after you’ve reviewed and tweaked the letter, you can submit it to your manager. It’s best to print it out and deliver it in person, but if that’s not possible, you can send it by email. However, make sure to confirm the reception directly or by phone call; that way, you’ll avoid any misunderstandings.
5 Resignation Letter Examples
Our letter of resignation examples will demonstrate how to professionally announce your departure to your manager in different situations. Follow our format and craft a letter to help you maintain a positive relationship with your employer, regardless of your reason for leaving.
Here are some of the best templates for UK letters of resignation:
#1. Standard Resignation Letter Example
For starters, we’ll give you a template for a standard resignation letter with a notice period to help you quickly craft your own. Just substitute the placeholders with your information, and you’ll have a submission-ready letter in no time.
Here’s what this template looks like:
Standard Resignation Letter Template
[Your Name] [Your Address] [Email Address] [Phone Number] (optional)
[Date]
[Manager’s Name] [Company Name] [Company Address]
Dear [Manager’s Name],
I’m writing to notify you of my decision to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date].
I am grateful for all the opportunities working at [Company Name] has provided me, and I have truly enjoyed making new professional connections with whom I hope to stay in touch. However, I have decided to resign because [Reason for Resignation].
I am ready to help you ensure a smooth handover and willing to assist in any way possible during the transition process. Please let me know how I can contribute to the team during this time.
Sincerely, [Your Name]
#2. Resignation Letter for Career Advancement
Now that we’ve established what a standard resignation letter should look like, let’s take a look at an example written by an employee who wants to pursue a better career opportunity:
Resignation Letter for Career Advancement Example
Anna Rickman Cambridge, UK anna.rickman@example.com +446748395828
15.03.2025
John Snow Beta Solutions Cambridge, UK
Dear Mr. Snow,
I am writing this letter to express my decision to resign from my position as a software engineer at Beta Solutions. My last work day will be March 29th, two weeks from now.
My experience at Beta Solutions has been incredible, and I am grateful for the amazing team that I’ve been a part of. I also want to thank you personally for mentoring me and giving me an opportunity to prove my capabilities.
However, I am ready to take a new step in my professional journey and pursue a position that will allow me to build upon the experience I’ve gained at Beta Solutions.
I am willing to help you in the transition process and ensure that the handover of my responsibilities passes smoothly. Therefore, if you have any requests, please direct them my way.
Thank you for everything.
Sincerely,
Anna Rickman
As you can see, the structure remains essentially the same—the only difference is that the reason for departure is clearly stated. Remember that you don’t have to hide that you’re leaving because of a better job offer. This shouldn’t affect your relationship with your current employer as long as you are respectful and professional.
#3. Resignation Letter for Personal Reasons
Next, let’s see what a resignation letter for personal reasons should look like:
Resignation Letter for Personal Reasons Example
Tatiana Stone London, UK tatiana.stone@example.com +444825948294
15.03.2025
Kyle Lebowski Sunset Entertainment London, UK
Dear Mr. Lebowski,
I am writing this letter to resign from my position as HR manager at Sunset Entertainment, effective April 1st.
My time at this company has been incredibly fulfilling, and I am grateful for all the experience and connections I have gained. I look forward to seeing how your company grows in the future, even if I won’t be there to support it.
Due to unforeseen personal circumstances, I am unable to continue fulfilling my role and have decided it’s best to resign. I’ve made this decision in both my own and the company’s best interest, so I hope we can continue to have a healthy professional relationship.
I want to ensure that the transition period is as smooth as possible, so if there is anything I can do to help, please let me know.
Thank you for everything.
Sincerely,
Tatiana Stone
This type of resignation letter is often used for health issues and similar unforeseen circumstances that might make it difficult for you to focus on your job. However, note that the details weren’t mentioned in the letter—there’s no need to disclose more than you are comfortable with.
#4. Immediate Effect Resignation Letter
So far, we’ve used examples with a standard two-week notice, but you can also write resignation letters with immediate effect. These are far less common because it’s generally considered unprofessional to leave without giving your employer an adjustment period. However, you may find yourself in circumstances that leave you no choice.
Here’s what this letter should look like:
Immediate Effect Resignation Letter Example
Jeffrey White Manchester, UK jeffrey.white@example.com +443373737008
15/03/2025
Naomi Lloyd Stonehill Finance Manchester, UK
Dear Ms. Lloyd,
I am writing this letter to inform you that I am resigning from my position as financial analyst at Stonehill Finance, effective immediately.
I want to extend my sincere apologies for not providing you with two weeks’ notice, but unforeseen family circumstances have made it impossible to do so. I understand that this may cause significant problems, and I truly regret having to leave like this.
Thank you for all the opportunities and support you have provided me, and I deeply value the experience I’ve gained working at your company. I hope we can maintain a professional relationship after this.
Sincerely,
Jeffrey White
In this case, you should emphasise that you regret leaving your employer in the lurch. Place that section right underneath the statement of resignation and include the expression of gratitude underneath. This should help you salvage the relationship with your manager.
#5. Resignation Letter for a Role That’s Not a Good Fit
When writing a resignation letter for a role that’s not a good fit, you can keep things simple and leave out the exact reason you’re leaving.
However, if you choose to include it, follow the example we’ve provided below:
Resignation Letter for a Role That’s Not a Good Fit Example
Jeffrey White Manchester, UK jeffrey.white@example.com +443373737008
15/03/2025
Naomi Lloyd Stonehill Finance Manchester, UK
Dear Ms. Lloyd,
I am writing this letter to inform you that I am resigning from my position as financial analyst at Stonehill Finance, effective immediately.
I want to extend my sincere apologies for not providing you with two weeks’ notice, but unforeseen family circumstances have made it impossible to do so. I understand that this may cause significant problems, and I truly regret having to leave like this.
Thank you for all the opportunities and support you have provided me, and I deeply value the experience I’ve gained working at your company. I hope we can maintain a professional relationship after this.
Sincerely,
Jeffrey White
As you can see, it’s perfectly acceptable to say that you don’t feel like you’re a good fit for the company. However, be sure to highlight that it’s not anyone’s fault but rather a simple case of incompatibility.
What NOT to Include in Your Resignation Letter
Knowing what not to include in your resignation letter is equally as important as remembering to add all the necessary elements. Generally, it’s a good idea to leave out criticism and complaints, excessive personal details, emotional language, and excessive positivity.
Now, let’s touch upon these in more detail:
#1. Criticism and Complaints
A resignation letter is not where you should vent your frustrations with the company, managers, or coworkers. Its main purpose is to help you leave a good last impression and maintain positive professional relationships, neither of which is possible if you complain about everything you didn’t like.
That’s not to say that constructive criticism isn’t welcome. However, you should save it for a face-to-face conversation with your manager and stick to the standard structure when writing your letter.
#2. Excessive Personal Details
You may be tempted to overexplain your reasons for resignation, especially when leaving on short notice due to personal reasons. This isn’t a good idea, though—excessive details only make your letter look cluttered and hide the actually important information.
Moreover, your employer is unlikely to have time to read lengthy resignation letters. It’s best to keep them short and concise, focusing only on the details that matter.
#3. Emotional Language
Whatever your feelings towards the company may be, try to keep them out of the resignation letter. It may seem cathartic to tell your manager exactly how much they’ve annoyed you, but it’s also unprofessional and potentially detrimental to your reputation.
This applies to other types of emotions, too. For instance, you shouldn’t get overly sentimental in your letter, even if you have genuinely become attached to the company and its people. Your letter should be written in neutral, professional language—expressing honest feelings should be reserved for in-person interactions.
#4. Excessive Positivity
An overly positive tone can come across as disingenuous or even sarcastic, especially if it’s known that you aren’t particularly fond of the company. Thus, it’s better to stick to neutral optimism—sufficient for expressing gratitude and appreciation, but not overdone.
How to Handle the Resignation Process
Once you’ve submitted your resignation letter, you’ll typically have two weeks to handle the resignation process before you leave. This period is important both for you and your employer, so we’ve made a short guide on how to deal with it.
Here is what we recommend:
Tips on Handling the Resignation Process
Have a conversation with your manager. Discuss what should be done in the upcoming weeks before your departure and make a transition plan together. If necessary, you may clarify the reasons for your resignation, though most managers shouldn’t ask for further details.
Transfer knowledge to other team members. Your team will have to continue working after you’re gone, so make sure there is someone who can take over for you. This will make your resignation significantly easier to handle for everyone involved.
Ask for a recommendation or character reference letter. A recommendation from your employer may benefit your future job-hunting endeavours, so you should ask for it before you leave. This is yet another reason to maintain professionalism in your resignation letter and your behaviour in the final few weeks.
Final Thoughts
Hopefully, our letter of resignation templates and tips will help you craft a perfect document to help you leave your job on good terms. As long as you include all the necessary elements, you’ll surely be able to assuage some of the discomfort involved with quitting and show gratitude to your employer.
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