How To Write a Resignation Letter

How To Write A Resignation Letter

The process of writing a good resignation is very simple and straight to the point. At the end of this post is a sample to put you through. It will help you to see what we will explain and assist you in crafting yours.

There are many reasons people write a resignation letter. Through the process of time, there may be a need to change jobs, at different stages of one’s life.  You do not need to feel restrained or restricted to work a job that you do not like.

At the same time, resigning one’s job is a huge step that should be thought over carefully before being engaged. For instance, if you do not like your job, yet don’t have any alternative, you might want to tough it out until you get one before leaving. It’ll keep you focused, free from anxiety, instead of falling into the different job scams out there.

Note also, that in some special cases, it is always advisable to resign from your job immediately. This we shall also discuss in this post.


Reasons Why People Resign From Their Jobs

Some reasons why you may need to write a Resignation letter are but cannot be excluded to the following reasons:

  1. Accepted a new/better job: We all want the best for ourselves. Also true is that everybody has a different definition of what fulfillment is about. As these goals and passions differ, people will forever be trying to get to that place of their happiness.  Jobs are the stepping stones to achieving that dream of yours. When that happens, don’t feel apologetic for going for what you desire.
  2. Furthering Your Education: The need to grow and add value to oneself while they still can is important. Education can be in pursuing a university degree, postgraduate degree, academies of different types, training centres, etc. Sometimes you might need to leave your job to get this.
  3. Change of Location: Some jobs will no longer be feasible or profitable if you have to move to a new location, with your family, or for any other reason.
  4. Career Change: It may not only be a better job you’re accepting but an entirely different career altogether. You could be starting up your own business, partnering with someone else, or finally taking a leap to do what you’ve always wanted. An example is a banker resigning to start up her restaurant.
  5. Health Issues: A previous health issue can suddenly become unmanageable. An unforeseen accident could render one incapable of continuing in that job also.
  6. Family Time/Vacation: You might decide to take out time to stay with family, help out, put things together or go on a bonding vacation together. As much as work is important, family/social life should not be neglected. You should not allow the job to strangle your social life.
  7. Retiring: You deserve some congratulations! You’ve given your time and energy to this job and it is finally time to say goodbye and rest.
  8. You were asked to leave: Nobody ever wants to be in this situation but it happens. You may not be a good fit for the job, you could be struggling to cope, or be involved in an unfortunate incident that your employer is forced to ask you to leave. Other times, the incident is not as fair as it sounds above. Yet, you might still need to write one.

You have come to the right place to learn how to do so but to write a good resignation letter, there are a few things you must note first:


Things To Note Before Writing a Resignation Letter

  1. Be professional: A resignation letter is formal. Whether sent by e-mail or by post, it should not take a very familiar tone. Even if you are best friends with your employer, the purpose of this letter is for documentation, so you must write it with a formal tone.
  2. Be Brief/Concise: When writing a resignation letter, there is no need to go into a lot of details no matter your reason (s) for leaving. You can state your reason if you so desire but going into excess details is very unprofessional.
  3. Be graceful: No matter your reason for resigning. No matter how horrible your experience in that job was, your letter should not show such ill will. Be polite and maintain simple gratitude for your time spent there.

You should never leave a previous job on bad footing. This is because you never can tell where you will need their services in the future, either as a partner or a client.

Also, new employers usually want a referral from your previous job. You shouldn’t let the problems of a “previous” job limit your future happiness. So beware.


How To Write a Resignation Letter

A resignation letter should have the following contents;

  1. Your Contact details.
  2. Your job’s contact address.
  3. Date.
  4. A clear subject.
  5. A simple opening.
  6. Last day of employment.
  7. Reason(s) for leaving.
  8. Offer of Assistance with Transition.
  9. Ask Questions.
  10. Gratitude to your employer.

Let’s take them one after the order.

  1. Your Contacts Details: This includes your home address, town, city, telephone number, and email.
  2. Your company’s contact address: You address your letter depending on the structure of your company. It is usually addressed to the human resources department but in the absence of one, it can be addressed to the CEO directly. After this, the name of the company, its address, etc follows.
  1. Date: The date is important as it is for every other documented material. It also helps to show the correct calculation of your last day of employment.
  2. A clear subject: Many resignation letters come through email these days. You’ll want your employer to treat this letter as urgent, to read it immediately. Failure to write a straightforward subject to your letter can make him ignore it until your a later date. A mail with a subject reading as, “Letter of Resignation” can guarantee a speedy response and call your employer to attention.
  3. A Simple opening: by this I mean, go straight to the point. State simply, your intent to resign, mentioning your current position held in the company.
  4. 6. Last day of employment: your letter should clearly state what day will be your last day of employment. Different factors can influence this date. Some are writing to inform their employers of their immediate resignation, others will give the standard notice for resignations (see below), others will give more. This timing should tally when calculated with the date of the letter.
  5. 7. Reason(s) for leaving: it is not compulsory that you state the reason for your leaving the company or that you explain your decision. It is well within your rights or as stated within your contract to do so. You could decide to give a simple one if you so wish.
  6. Offer of Assistance With Transition: the company will need time to prepare for the change. You could offer to help out by recruiting a replacement or training one.
  7. Ask Questions: t the point of resignation, some processes may not be clear. This point is where you ask the questions. Questions on overdue payments, overtime, pensions, vacation leave, etc. Questions on how to hand over your duties to another etc.
  8. Gratitude to the Employer: End your letter thanking your employer for offering you the job. State one or two things you earned from working for them, the experiences, opportunities, and so on. Like previously said, it doesn’t matter how much you would like to rant or insult your employer, assuming you had a bad experience working there, your resignation letter is not the place to do so.


How Much Notice Should I Give Before Leaving My Job?

Are you confused about the acceptable amount of time you should give your company before leaving?

The usual standard for resigning is to give two weeks’ notice before leaving your job. This is needful to ensure the company has enough time to prepare for a transition, pay you off, etc. Sometimes your contract may specify otherwise. In this case, do as you agreed to avoid penalties.

Please note that some dicey situations may entail that you leave immediately without giving the standard notice.

Some of these special situations include health issues of self or loved one, disability, communicable diseases, sexual harassment, a threat to your life, etc.

Like we promised, here is a resignation letter sample to help you craft yours:


A Resignation Letter Sample

Esther Matthew.

10 Beauty Street, Best Town, Lagos State. 070697000.


Festus Stephen,

Director, Human Resources,

Abc Company,

4, Hillary Road,

Rock Town.




I regret to inform you that I am resigning from my position as Sales Manager. My last day of employment will be August 15.

I wish to further my education to the Master’s level and as my school is in another state, I will not be able to continue as the sales manager for the company.

I am grateful for your support and the opportunities you brought my way during my stay here. If there is anything I can do to process a smooth transition for the company, please let me know.

I wish you and the company the best.

Yours Sincerely,

Esther Matthew.

Career Advice

Leave a Reply