Updated September 12, 2023
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A professional resignation letter is a formal written notice announcing intention to leave a job. It is usually addressed to a supervisor or member of HR, and should be brief, specific, and courteous.
Table of Contents |
What to Include
Though not strictly necessary, you may choose to suggest changes to work duties or other provisions for the final weeks to ease the transition. Some employees also choose to share a bit of context for their departure – though this may be more easily conveyed in a face-to-face meeting.
The purpose of this letter is to formalize resignation plans in writing, so it should include:
- The intended date of departure
- Any provisions for the transition, if relevant
How to Resign Professionally (4 steps)
1. Know Policies
2. Inform Employer
4. Obtain Letter
If you leave your position on good terms, it should be no issue to get a general recommendation letter that can be used in future job applications.
Video
How to Write (Format)
The formatting of a professional resignation letter should be brief and to the point. It must include the current date, the last day of employment, notification of resignation, and a formal sign-off. You should avoid going into detail regarding the time spent in your current position or what you intend to do next. You are also not required to list your reason(s) for quitting. However, it is acceptable to offer a helping hand in the transitional period to come and include a short line in appreciation of the opportunities you have been given.
Do not include any negative comments concerning the company or your coworkers. This letter is meant to leave a good impression, so keep it polite and cordial.
Header
A professional resignation letter header should consist of your contact information, the date, and your employer’s contact information. Begin the letter with a formal greeting.
Example Header
Tiffany Pelugio
2055 Peavey Road
Dallas, TX, 75032
(484) 276-1617May 5th, 2017
Jean-Mitchell Powell
Chief Human Resources Officer
Global Communications Enterprises
803 W Illinois Ave.
Dallas, TX, 75208Dear Mr. Powell,
Body
The body of a professional resignation letter explains the intent of the letter and should contain your last day of employment. It’s also customary to thank the company/manager/supervisor and offer your services in training a new employee to take over any responsibilities that will be passed along.
Example Body
This letter represents my formal resignation from Wilson and Wilson Law Firm. My last day will be April 23rd, 2017.
I have enjoyed my time at W&W, and will cherish the memories and experiences I’ve shared with my coworkers.
The support I have been given during my time with this company has not gone unnoticed. I am happy to assist with the training of a new paralegal should the company deem it necessary.
Ending and Signature
To end the letter, use a formal sign-off and include your signature and printed name. A signature adds legitimacy to the letter and lets the recipient know you take this resignation seriously.
Example Ending and Signature
Sincerely,
[Signature]
Karim A. Moushav
Delivering the Letter
Handing in your resignation should be done in person if possible, but mailing or e-mailing the letter is also acceptable. If you choose to e-mail your resignation, you can print it out first, sign it, and then scan it over to maintain proper formatting. The best method is to meet with the appropriate manager/supervisor and offer the letter at the same time as verbally expressing your resignation.
It would be wise not to hesitate as it appears unprofessional. Once the letter has been written and your affairs are in order, present the letter to upper management in the morning of your next work day to demonstrate sincerity and professionalism.
Sample 1
David Kent
6002 35th Ave.
Tuscaloosa, AL, 35010
(205) 390-0320
June 18th, 2017
Martha Greensburg
Branch Manager
Wells Fargo Bank
1427 Greensboro Ave
Tuscaloosa, AL, 35401
Dear Mrs. Greensburg,
I am writing in regard to my formal resignation from Wells Fargo Bank. I would like to make it known that my last day will officially be the 2nd of July, 2017.
Everyone at Wells Fargo has been extremely supportive and the work environment has been most pleasant. This is why I would like to extend a helping hand in preparing another employee to take over my position.
Thank you for all the opportunities you have given me.
Regards,
[Signature]
David Kent
Sample 2
Brenda Wynn
3210 E Santa Ana St
Anaheim, CA, 92788
(714) 202-8483
September 29th, 2016
Stephen Markell
Direct of Sales and Operations
Hyatt Regency
11000 Harbor Blvd
Garden Grove, CA, 92805
Dear Mr. Markell,
It is with deep regret that I inform you of my official resignation from the position of Hotel Manager of Hyatt Regency Orange County, effective October 13th, 2016.
I am appreciative of the time spent in my position and of the wealth of knowledge I have accumulated over the years. The kindness and support bestowed upon me won’t be forgotten.
Please let me know if I can be of any assistance during the final weeks of my employment. Thank you for your understanding.
Sincerely,
[Signature]
Brenda Wynn
Sample 3
Claire McAleenan
455 Pennsgrove St
Philadelphia, PA, 19434
(215) 545-9922
mcaleenanclaire@gmail.com
April 7th, 2017
Mary Tezak
Chief of Staff
U.S. Customs and Border Protection
N 2nd St & Chestnut St #102
Philadelphia, PA, 19102
Dear Ms. Tezak,
The intent of this letter is to notify you of my resignation from the Commissioner’s Staff at the U.S. Customs and Border Protection. The final date of my employment will be Friday, April 21st, 2017.
Thank you for the encouragement over the years and the responsibilities you so confidently entrusted to me. I have gained a lot from my time here at CBP and I greatly admire your administrative expertise.
Please let me know if there is anything I can do to help make this transition run smoothly.
Respectfully,
[Signature]
Claire McAleenan