Leaving a job isn’t always easy. Maybe it’s bittersweet, maybe it’s thrilling, or maybe it’s just overdue. Whatever your reason, a well-written resignation letter can make all the difference, ensuring you leave with professionalism, grace, and the door wide open for future opportunities.

If you’re unsure how to write a resignation letter, keep on reading. This article will walk you through everything you need to know. 

What is a resignation letter

A resignation letter is a formal notification to your employer about your decision to leave the company.
A well-crafted resignation letter can positively affect future references. This simple document helps you leave on a high note, giving closure to your role, responsibilities, and professional relationships. And with an increasingly connected workforce, you never know when you might cross paths with former colleagues again. So, a thoughtful resignation letter can help ensure those connections remain positive.

Challenges when writing a resignation letter

For many young professionals, the thought of writing a resignation letter can bring up a few challenges. Let’s see what they might be.

Unclear structure for the resignation letter

What exactly do you say in a resignation letter, and how do you say it professionally without sounding too stiff?

Balancing emotions when quitting

Leaving a job can be emotional, especially if you’ve formed strong bonds with your team. Many struggle with balancing sincerity and professionalism in their farewell.

Avoiding negativity when quitting

On the other hand, if your current job has been a living hell, it’s tempting to let that show in your letter, which can backfire.

Job search anxiety

Sometimes, resigning brings up fear of the unknown, especially if you haven’t secured a new role yet. This is where tools like the nPloy app can make a huge difference in helping you find your next position confidently and seamlessly.

How to write a resignation letter

Here’s a straightforward breakdown of the essentials to include in your resignation letter:

Start by expressing gratitude

Mention a few positive experiences or what you’ve learned from the role.

Be clear and direct

State your decision to resign and, if possible, specify your last working day. Two weeks’ notice is typical, but check your contract.

Offer to help make the transition smooth

Show you’re committed to a smooth handover, which leaves a strong positive impression.

End on a high note

Wish the company success and say goodbye gracefully.

Tips for writing a good resignation letter

Here are a few additional tips to ensure your resignation letter hits the right mark:

Example of a resignation letter

Here’s an example of a resignation letter. Feel free to copy it and use, tweaking it to best suit your needs.

Your name
Your address
Your email address
Your phone number
Date

Your manager’s name
Company name
Company address

Dear Manager’s name,

I am writing to formally resign from my position as your job title at company name, with my last working day being date (usually one month from the date of the letter). I have carefully considered taking this step and I believe it's the right thing to do for my career.

I would like to express my immense gratitude for the opportunities and experiences I’ve had during my time at company name. I have enjoyed working with such a talented and supportive team. Over the course of my role, I have gained valuable insights and skills that have helped me grow both professionally and personally. 

Having said that, I am committed to ensure a smooth transition. I am more than willing to assist with training my replacement or helping with any tasks that will help ease the process. I want to make sure the team is well-supported as I prepare to leave.

Once again, I am truly grateful for the experiences I’ve had at company name, and I wish the entire team continued success in the future. I hope to stay in touch and look forward to seeing how the company thrives in the future.

Thank you.

Sincerely,
Your name

How nPloy makes the transition between jobs easier

Leaving your old job is only part of the equation. Securing a new position that aligns with your goals and values is more important. That’s where nPloy steps in, giving you an easy-to-use app designed to make job search a breeze and keep the entire process efficient and objective. Here’s how nPloy can make finding your next opportunity a seamless experience:

Personalised job matches with AI

nPloy’s AI-driven technology curates job matches tailored to your skills, desired salary, and work environment. By only showing jobs that fit your criteria, nPloy keeps your search focused, helping you find the right roles without wasting time on mismatches.

Easy application process

Applying for jobs on nPloy is as easy as a single swipe. Literally. On top of that, you always know your application status. No more wondering if your application got lost in the mix - nPloy ensures you know where you stand, keeping your job search organised and efficient.

Bias-free hiring

nPloy prioritises objectivity by keeping personal details (name, gender, age and photo) anonymous during the initial stages of the recruitment process. Recruiters see only your experience, education, and skills, helping them focus on your qualifications first. This approach gives you a fair shot, free from unconscious bias, so your experience and expertise are front and centre.

With nPloy, you’re supported every step of the way, ensuring your transition to a new role is as smooth, focused, and fair as possible.

Conclusion

Writing a resignation letter is a critical part of career transitions. When done thoughtfully, it helps you maintain professional relationships, enhances your reputation, and leaves a lasting positive impression. On the other hand, nPloy makes the process of finding a new role more streamlined and stress-free, ensuring your next career step is better than the previous one.

FAQs

What should I include in a resignation letter?‍

Your resignation letter should contain a clear statement of resignation, the last working day, a note of gratitude, an offer to assist with the transition, and a positive closing remark.

Can I email my resignation letter, or does it have to be in person?‍

While it’s always professional to resign in person, if an in-person conversation isn't feasible, sending a resignation letter via email is generally acceptable. Regardless of format, keep your tone respectful and positive.

Should I mention the reason for my resignation in my letter?‍

It’s not necessary to include specific reasons for your departure unless you feel comfortable doing so or it’s expected by your employer. Focus on keeping the letter positive and professional.

How do I resign if I don’t have another job lined up?

‍If you’re resigning without another job secured, tools like nPloy can help you explore new opportunities quickly and confidently, connecting you to roles that match your skills and preferences.