How to Properly Write a Resignation Letter (+5 Samples)

Here, we will look at the essential steps involved in properly writing a resignation letter. We will also view five sample letters of resignation for reference.

How to Properly Write a Resignation Letter

The following are the important steps to take when writing a proper resignation letter:

  • Give your contact details
  • Include the necessary dates
  • Add the recipient details
  • Address the recipient
  • Announce your resignation
  • Briefly explain the reason
  • Offer to help
  • Express gratitude
  • Conclude and sign
  • Keep it short and simple
  • Be polite and positive
  • Give a professional look

Sample 1: How to Properly Write a Resignation Letter


Dear Sir,

I am writing to inform you of my resignation from the position of [job title] at [company’s name]. My last working day with the company would be [date of last working day]. Please treat this as my formal resignation, as required under company rules.

It has been a real pleasure working in the company under your guidance. I thank you from the bottom of my heart for making me a part of this reputed organisation. The fond memories of the time I spent in the company would always remain close to my heart.

Please let me know if there is anything I can help you with during the transition. I would be glad to train someone as my replacement.

Yours Sincerely,

[Your Name]”

Sample 2: How to Properly Write a Resignation Letter

“[Current date]  

Dear [Supervisor’s name],  

Please accept this letter as my formal resignation from my role as [Title]. My last day with [Company] will be [End date].  

To ease the transition after my departure, I am happy to assist you with any training tasks during my final weeks on the job. I intend to leave thorough instructions and up-to-date records for my replacement.  

I would like to take this opportunity to thank you for the knowledge and experience I have gained by working here. I am very grateful for the time I have spent on our team and the professional relationships I’ve built. It’s been a pleasure working for you, and I hope our paths will cross again in the future. 


[Your signature and printed name] “

Sample 3: How to Properly Write a Resignation Letter

[Your Name]



[Company name]

[Company address]

Dear [Name of Recipient],

I am writing to notify you of my formal resignation from my role as [Job Title] at [Company Name].

As my contract requires that I give [amount of time specified] my last day will be [date].

Thank you for the opportunities for professional and personal development presented to me during my time here. I’ve enjoyed working for you, and appreciate the support given during my time at the company. If there is anything I can do to help with the transition, please let me know.

Thank you.

Kind regards,

______________ (signature)

[Your Name]”

Sample 4: How to Properly Write a Resignation Letter

“Anil Agarwal

Assistant Marketing Manager

Solar Energy Department

March 13, 2020

Ashish Pradhan

General Manager (Marketing)

Shining Energy Solutions Limited

42/9, Connaught Place, New Delhi – 110001

Dear Sir,

I would like to inform you that I am resigning from my position as Assistant Marketing Manager because I am relocating to Jaipur. My last working day in the company would be April 15, 2020.

It has been a pleasant experience working with Shining Energy Solutions, Limited for these 10 wonderful years. I take this opportunity to thank you and the company for extending help and support during my stay here.

Please let me know how I can help you during the transition period. I have started the process of completing all my open tasks. I would be glad to train my replacement and hand over my duties to them.

Yours Sincerely,

Anil Agarwal”

Sample 5: How to Properly Write a Resignation Letter

“Joseph Q. Hunter

123 Main Street

Anytown, CA 12345


August 8, 2022

Jane Smith

Senior Manager

Johnson’s Furniture Store

123 Business Rd.

Business City, NY 54321

Dear Ms. Smith,

I would like to notify you that I am resigning from my position as assistant manager for Johnson’s Furniture Store effective August 19, 2022. 

Thank you very much for the opportunity you’ve given me to learn all about store management and proper customer service. I have genuinely enjoyed my time with the company, and I believe the experience has taught me much about the furniture industry and how to effectively manage employees.

Next month, I will be taking on a position as a manager of a new retail store. In the meantime, I will be happy to assist with your transition to a new assistant manager.


Signature (hard copy letter)

Joseph Hunter”

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FAQs (How to Properly Write a Resignation Letter)

How do I professionally resign immediately?

To resign immediately, you need to inform and explain why you have to leave at such short notice. This is only possible if your employment contract allows for this. Otherwise, you may have to find a way to compensate for the inconvenience monetarily or with other resources.

Should I talk to my boss before resigning?

You may talk to your employers if you feel like it but you are not compelled to. Talking to them may prevent damage to your professional relationship but at the same time, it’s a personal decision.

How do you gracefully resign from a toxic job?

Keep things civil and professional. Hand in your resignation with advance notice. Plan your exit strategy before making the first move and maintain a positive attitude.