Insights on How to Write A Resignation Letter

by Judah Itah
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write a resignation letter

Have you accepted a new job and are wondering how to write a resignation letter? You’re in the right place!

When designing and planning to write a resignation letter, you want to make a clean break if at all possible.

I’ve read quite a lot of resignation letters during my years as a skilled consultant. It’s a normal part of life in business, and it occurs regularly. With that in mind, I’ll go over writing a resignation letter and share resignation letter samples.

Why Should You Write a Letter of Resignation?

It is courteous to write a resignation letter before changing jobs. A professional resignation letter explains why you’re leaving your place of work and gives room for mutual understanding.

It also notifies the management that a replacement will be necessary to resume the duties and responsibilities of the vacancy.

What Should A Good Resignation Letter Contain?

When resigning, do not give your employer short notice. Instead, keep it professional and abide by the rules of your contract when you started at the position.

A good letter of resignation must include the following:

  • Date
  • Name and address of the company.
  • Information about your intended last day
  • 14 days’ notice in writing
  • Your position title
  • Thank you note for the opportunity
  • An offer of support during the transition period
  • Your signature and your name for support during the transition period.
  • Your signature and your name.

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How Do I Write A Simple Resignation Letter?

Professional resignation letters do not need any creativity or prolonged processes. Simply ensure to use clear and definitive words throughout.

It is advisable to leave your present job on good terms so that for whatever reason if you intend to return in the same or a different position, it won’t be impossible.

Remember that you may require your employer as a reference someday. Therefore, avoid being offensive or profane during the entire resignation process.

When you resign from your job, you would almost likely have an exit interview with your employer. If you want, this is a great moment to go over your reasons for leaving.

To write a simple resignation letter, follow this template.

[The present date]

[Organization Name]

[Address of the organization]

[City, State, Zip Code]

[First name of your employer],

It is with reluctance that I inform you of my decision to resign as [job title] at [organization name].

I am therefore giving you [put your notice period – e.g., one month] notification of my resignation, with my last working date being [insert date].

During this period, I am more than delighted to assist with the transition process in any way I can.

I desire the organization’s ongoing success and look forward to keeping in contact in the future.


Your signature and name.

With this template, you have covered almost everything except for the reasons. If you don’t have any problems sharing the reasons, you can add that just before the final paragraph.

Read also: Importance of personal ethics in the workplace

7 Important Steps to Take Before Submitting Your Resignation Letter

  1. Confirm the appropriateness of your letter

If you’ll be meeting with your supervisor in person, write a resignation letter ahead of schedule so that you can submit it immediately after your meeting.

  1. Establish a face-to-face appointment with your supervisor or employee

While it is not unpleasant to write a resignation letter through email to your boss, if you can, set up an in-person or video conference to establish amicable grounds for termination.

  1. Prepare for the meeting

Prepare for the meeting by reviewing your intention to leave. If necessary, practice by saying it out loud to yourself. If anybody can hear the genuinity in your words, it’s you.

  1. Decide whether you want to notify your supervisor where you’re going

If you don’t want to reveal your next employer, you have the right to keep this information private. Nevertheless, if you feel at ease notifying your supervisor of your next career steps, go ahead. You should also decide whether or not you wish to disclose the start date of your new job.

Read also: How to choose a career mentor in Nigeria

  1. Be prepared for objections

Communicating your intent to resign may lead to a counteroffer. If you get such a proposal, think about your options wisely. Don’t make hasty decisions. For example, consider why you chose to leave in the first place and what drew you to the new role. Will accepting the counteroffer alter your objectives for looking for a new job in the first place?

  1. Follow up

You should invest the period between handing in your resignation letter and leaving your position to ensure a seamless transition and wrap up your tenure with the organization. So, a few days after sending your resignation letter, write a short email to say that you will tie up any loose ends and ensure your colleague – and whoever may replace you in your current role – is well-equipped to transition and settle down into their new role.

  1. Keep your personal information private

Finally, don’t inform any of your colleagues about your departure right away. Your supervisor will appreciate being the one to designate who else to tell and how and when to notify the team.

Can I Handwrite A Resignation Letter?

Ideally, you should type your resignation letter and append a handwritten signature. This is attributed to the reason that it will be easier to read.

You can, however, write a resignation letter by hand if you prefer.

To be on the safe side, send a physical piece of paper rather than an email or fax.

Depending on where you live, certain countries may have different laws.

If you have some concerns, you may always take the guidance of a qualified attorney.

Read also: How to secure a good job in Nigeria

Is It Okay To Email A Resignation Letter?

It is not customary to resign via email. The primary methodology to resign from a position would be to hand-deliver a signed resignation letter to the appropriate individual in person.

However, unless you are working remotely, you can write a resignation letter using the email format below, which may be acceptable based on the circumstances.

Email Resignation Letter Sample

Subject: Your Name – Resignation

Dear Mr./Ms. Last name

This letter is to formally inform you that I will be resigning from Xyz company on May 15, 20XX.

I appreciate your creative, mentoring programs, and the interpersonal, and self-growth opportunities I’ve had when carrying out tasks, and I acknowledge the guidance you’ve provided me during my tenure here.

Thanks a lot,

Your Name

Personal Phone Number.


Leaving on great terms can help you maintain strong working relationships that will be helpful while searching for new opportunities. A solid reputation may help you build a network of potential references and contacts, leading to future projects and opportunities.

Do you have any pointers? Share in the comment. Do you have an interesting story or question about resignation? Suggest a topic to discuss on our Whatsapp community.

About Author

Avatar of Judah Itah
Judah Itah
Judah Itah is an Educationist, a Certified Digital marketer, and a Copy/Content Writer. Although he loves writing and teaching Mathematics, his hobbies are reading, traveling, and music.

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