Resignation Letter Etiquette: How to Resign Professionally and Respectfully

Resigning from a role is one of those pivotal career moments that can feel equal parts liberating and nerve-racking. It marks the end of one chapter and the beginning of another, and the way you handle it says a lot about your professionalism. A well-written resignation letter helps you exit with grace, protect your reputation, and maintain strong professional relationships — even if your reasons for leaving are complicated.

This guide walks you through the essential elements of a professional resignation letter and the etiquette that ensures you leave on the best possible terms.

How to Write a Resignation Letter

A resignation letter is more than a courtesy — it’s an official document that becomes part of your employment record. A well-structured resignation letter typically includes:

• Header with your contact information
• Date
• Recipient’s details
• Salutation
• Statement of resignation
• Expression of gratitude
• Offer to assist with transition
• Professional closing and signature

Breaking Down Each Section

Start with Your Contact Information

At the top of the letter, include your full name, role, address, phone number, and email. This ensures clarity for HR and assists with record-keeping.

Date

List the date you are submitting your resignation. This creates a clear timestamp and helps determine your notice period.

Recipient’s Details

Address the letter to your direct manager or the appropriate leader. Include their name, job title, company name, and address.

Salutation

A professional greeting such as Dear [Manager’s Name] sets the tone for the rest of the letter.

State Your Intent to Resign

Get straight to the point. Mention the role you are resigning from and your final working day in line with your notice period.

Express Gratitude

Thank your employer for the professional experiences, opportunities, and support you received. Even if your time with the company wasn’t perfect, maintaining a positive tone strengthens your future references.

Offer Support During the Transition

Demonstrate professionalism by offering to assist with handover tasks, documentation, or training the incoming team member. This reinforces goodwill and ensures a smoother departure.

Maintain Professionalism

A resignation letter is not the place to vent frustrations or share grievances. Keep your tone courteous, positive, and forward-looking.

End on a Positive Note

Close with well wishes for the organisation’s future and express appreciation for your time there.

Signature

End with Yours sincerely, followed by your full name and contact information. Add a handwritten signature if submitting a physical copy.

Resignation Letter Do’s and Don’ts

Do’s

• Be concise and professional
• Express gratitude
• Follow your notice period and company procedure
• Offer assistance during the transition
• Proofread carefully

Don’ts

• Use negative or emotional language
• Submit your resignation without proper notice
• Overshare personal details or reasons
• Criticise colleagues, leaders, or the company
• Include confidential or sensitive information

Sample Resignation Letter Template

[Your Full Name]
[Your Address]
[City, State, Postcode]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient’s Name]
[Recipient’s Position]
[Company Name]
[Company Address]
[City, State, Postcode]

Dear [Recipient’s Name],

I am writing to formally resign from my position as [Your Position] at [Company Name]. 
My final working day will be [Last Working Day], in accordance with my notice period.

I would like to express my appreciation for the opportunities, support, and learning experiences 
I have gained during my time here. It has been a privilege to work alongside such a dedicated 
team and to contribute to the organisation’s success.

I am committed to ensuring a smooth transition and will gladly assist with handover tasks, 
training, or documentation during my notice period.

Thank you once again for the opportunity to be part of [Company Name]. I wish the organisation 
and the team continued success.

Yours sincerely,

[Your Full Name]
[Your Contact Information]

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