Formatting a Resignation Letter: Tips and Examples

By Indeed Editorial Team

Updated May 25, 2021 | Published August 6, 2019

Updated May 25, 2021

Published August 6, 2019

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Related: How To Quit a Job: Leaving on Good Terms

We share strategies for providing verbal resignation notice to your employer, composing a resignation letter and preparing coworkers for your departure.

A resignation letter provides your employer with the necessary information about your departure from the company. A well-written and properly formatted letter can help you maintain a positive relationship with your manager after you leave. In this article, we explain how to construct a formal resignation letter as well as provide an example to help you write your own.

What is a resignation letter?

A resignation letter is a formal announcement to your employer that you are leaving your job. Your company may require a written statement of your resignation to keep accurate documentation of your employment history. It’s a professional courtesy to provide a resignation notice at least two weeks before your final day. However, there are cases where you may provide a resignation notice in a shorter amount of time due to extenuating circumstances, such as immediate relocation.

Resignation Letter Format
Image description

Resignation Letter Format

Resignation Letter Format

  1. Date

  2. Address line

  3. Statement of resignation

  4. Last day of work

  5. Statement of gratitude

  6. Next steps

  7. Closing and signature

If you have a human resources department or representative, you can contact them for more information on your company’s resignation policy. You may also find the policy in a copy of your employee handbook as well.

Related: How to Quit a Job the Right Way

How to format a resignation letter

You can follow these steps to format a simple resignation letter:

1. Include contact information and date

Resignation letters are a type of formal communication, so it is best to begin with your contact information, the date and your employer’s contact details. Here is the basic heading format:

Your name
Your address
Your phone number
Your email address

Date of letter

Recipient’s name
Recipient’s address
Recipient’s phone number
Recipient’s email address

If you are sending an email, you can leave this section off your resignation letter. If you are attaching your letter to an email as a .doc or .pdf or printing out a physical copy, it is standard to include this section at the top.

Related: How to Hand in a Resignation Letter (With Tips and Example)

2. Begin with a salutation

Address the letter to your manager or HR representative. You can begin with their name, such as “Ms. Hernandez,” or include a polite salutation, such as “Dear” or “Hello” before addressing them.

3. State your resignation

The first paragraph of the letter should be one or two sentences that concisely state that you are resigning from your role with the date of your last official day.

4. Explain why you are leaving (optional)

Your second paragraph can include any details that help prepare your employer for your leave, including your reason for resigning. Your employer may appreciate knowing why you are leaving, and providing a reason can help you maintain your professional relationship with them. Some common reasons include going back to school, pursuing a passion or relocating due to family needs.

If you are resigning because you accepted a new position, you can consider discussing how it impacts your career development, including the possibility of a new challenge or an advancement opportunity. This information is, however, completely optional.

Read More: How to Explain Your Reasons for Leaving a Job (With Examples)

5. Offer to help with the transition

Although it’s not required, you can also offer to assist with hiring your replacement or training the person taking over your position. Consider informing your employer that you will update them on any outstanding projects or tasks before your last day to further help with the transition.

6. Express your gratitude

The final paragraph of your resignation letter should thank your employer for the opportunity to work for the company. Consider mentioning a specific skill or experience you gained while working there to make the correspondence personal. Keep this section brief to ensure your letter is simple and straightforward.

7. Close and sign

End your letter with a closing statement, such as “Sincerely” or “Thank you.” Sign the letter, and write your name below.

Read more: How to Write a Resignation Letter (With Samples and Tips)

Resignation letter tips

When you write your resignation letter, consider these tips:

  • Keep it brief. Your resignation letter should include only the necessary details. You may have a meeting or exit interview in which you can discuss important information about the transition.

  • Be positive and professional. Use affirmative language to discuss your reason for resigning, and focus on the positive experiences you had at the company. This strategy can show respect for your employer and help you maintain your professional connection.

  • Use standard formatting. Type your letter in a business font, such as Times New Roman, Arial or Calibri. The font size should be 11 or 12. Use single spacing and 1-inch margins.

  • Give your employer plenty of time. Although a two-week notice is standard, your employer will appreciate having more time to plan for your departure. Let your supervisor know you are leaving as soon as you can.

  • Follow instructions for next steps. Your manager may ask you to complete certain projects or prepare transition materials before you leave. Following your supervisor’s instructions will show that you’re still interested in the success of your team.

  • Consider informing your coworkers. Your resignation letter will only go to your manager or human resources, so consider whether you would like to send a goodbye message to your coworkers. You can send a farewell email to colleagues a day or two before leaving so they have enough time to respond and ask any transition questions. This tip can also promote stronger professional connections with your coworkers as well.

Related: 6 Musts for a Resignation Letter: What to Include in Your Resignation Letter (Plus Tips and Example)

Resignation letter example

You can use this example to help you format your own resignation letter:

Michael Ayuko
24 First Street
Tampa, FL 33601

July 1, 2019

Amelia Hernandez
ABC Printing
35 Fourth Avenue
Tampa, FL 33601

Dear Ms. Hernandez,
I am writing to notify you that I will be resigning from my position as Production Manager effective July 15, 2019.

I am leaving because I have been accepted into a graduate program at the University of Irvine, and I will be moving to California next month.

Please let me know if I can assist in the transition process.I will leave my reports and production checklists where they are easily accessible.

Thank you for the last two years at ABC Printing. It has been a wonderful experience, and I appreciate the opportunity to develop my organization and management skills while in this position.

Michael Ayuko

Read more: Resignation Letter Examples

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