A Good Resignation Letter Should Include the Following at a Minimum

You have quit your job – that is great! Now, let’s talk about writing a resignation letter to submit to a company. If you want to know how to draft a resignation letter with examples, then pay close attention. In this article, we will help you write a good resignation letter to leave your job on good terms with your company.

What Does a Resignation Letter Mean?

A resignation letter is a formal letter from an employee to their employer, telling them they are leaving their job. Typically, a resignation letter includes the employee’s name, the date of the letter, their final working day, and the reason for their departure.

Why Should You Write a Resignation Letter?

A resignation letter is required when you decide to leave your job. It is a formal document that tells your bosses you are quitting your current position.

How to Compose a Resignation Letter?

Resignation letters are important in any company. They tell everyone you are leaving and provide closure for colleagues, bosses, and subordinates. So, writing one well . A good resignation letter is professional, polite, and covers all the important points.

Here is how to write one:

  1. Mention the date you are resigning.
  2. Include your full name.
  3. Add your job title.
  4. If needed, mention any regulatory authority.
  5. Your Reason for Resignation
  6. Your Notice Period
  7. Your Contact Information
  8. Your Signature
  9. Gratitude to Your Employer
  10. Well Wishes for the Company

Guidelines for Crafting a Strong Resignation Letter

To write a strong resignation letter, keep it clear, short, and professional. Make sure the beginning and end are well-crafted, and the main body is well-written.

Here are some tips for an effective resignation letter:

  1. Explain briefly why you are leaving.
  2. Mention your past work with the company and show gratitude.
  3. Thank the company for the opportunity.
  4. End by wishing them success in the future.

Sample Resignation Letters in a Company (Examples)

Here are some letter samples to guide you:

Resignation Letter Sample 1

Dear Mrs. Emmanuella,

I am writing to inform you that I am resigning from my role as Senior Marketing Manager, effective August 15th, 2023. It has been a pleasure working at your company for the past five years. I want to express my gratitude for this opportunity, and I wish you the very best in the future.


Name: Precious Douglas Ejima

Department: Marketing

Date: August 15th, 2023

Sample Resignation Letter 2

Dear Dr. Stanley,

I am writing to formally resign from my role as Senior Software Engineer, effective September 2nd, 2023. It has been an incredible journey working with your company for the past eight years, and I cherish every moment. I want to express my heartfelt gratitude for the opportunities I have had here, and I wish the company all the best in the future.


Name: Rita Owambe Jiji

Department: Software Development

Date: September 2nd, 2023

Resignation Letter Sample 3

Dear Madam,

I am composing this letter to officially announce my immediate resignation from the Sales Executive position at your company.

During my tenure of 3 years with your organization, I am sincerely grateful for the privilege of working alongside an outstanding group of professionals. I wish to express my appreciation for the opportunities you have granted me and look forward to your response.

With that, I wish you all the best and hope our paths will cross again in the future.


Name: Solomon Haruna

Department: Sales and Human Resources

Date: October 1st, 2023

Resignation Letter Sample 4

Dear Prof. Peter,

I am writing to inform you of my immediate resignation from my position as a Sales Manager with your company.

I have been with your company for the last five years, and I am very grateful to have had the opportunity to work with such a wonderful team of professionals.

Soon after joining your organization, I was assigned to a new territory, which required me to relocate. I believe my skills and abilities can be an asset in other roles within your organization. Thank you for the opportunity, and I look forward to your response.

With that said, I wish you all the best, and I hope our paths may cross again in the future.


Name: Daniel Gomez

Department: Sales

Date: May 25th, 2023

Sample Resignation Letter 5 (To Supervisor)

Dear Mr. Titilayo,

I am writing to tender my resignation from my current position due to a new opportunity that I have accepted outside the company.

My time with your company has been a rewarding experience, and I extend my best wishes for your ongoing success. I appreciate all the support and understanding you have provided.


Name: Bamidele Daniels

Department: Finance

Date: October 4th, 2023

Sample Resignation Report 6

To Whom It May Concern,

I regretfully submit my resignation, effective immediately. The time has come for me to leave my current position and pursue another career opportunity.

I have cherished my time working here and want to thank you for the chance to be a part of this company. It has been a pleasure. I wish you the best of luck in all your future endeavors.


Name: Ganiya Mohammed

Department: Safety and Safe Keeping

Date: September 1st, 2023

Frequently Asked Questions About Resignation Letters

Is a Resignation Letter Formal?

Yes, a resignation letter is considered a formal letter. This means it follows a structured format and uses professional language. It is an official document used to notify your employer of your intention to leave your job.

Is a Resignation Letter a Type of Business Letter?

Business letters are formal communications used for official purposes and are typically written in formal language. A resignation letter, while formal, is not commonly used in personal life and serves a specific professional purpose.

Is It Necessary to Submit a Resignation Letter?

A resignation letter is a requirement in every organization, and it holds significant importance. When an employee decides to leave a company, they must submit a resignation letter along with their notice. The company utilizes the resignation letter for various purposes, including informing other employees about the reasons for the resignation.

Where Should You Send Your resignation report ?

You should deliver your resignation letter to your workplace.

If you are sending the resignation letter directly to your employer, you can use certified mail, UPS, FedEx, or similar carriers. The employer should provide a receipt with a signature, and it is important for the employee to retain these documents as proof of submission.

Is It Possible to Withdraw a resignation report?

A resignation letter is a important document when an employee decides to leave their job. While resignation marks the final phase of employment, it is possible to retract a resignation report during this phase if desired.

Is It Acceptable to Date a What is a proper resignation message? Retroactively?

No, it is not advisable to backdate your resignation letter. Resignation should be genuine and timely. Backdating a resignation letter would involve providing false information.

Is It Possible to Cancel a What is a proper resignation message?

Whether you can retract a resignation report depends on the specific situation. If you resigned for personal reasons like marriage or pregnancy, it is usually possible to rescind your resignation. However, if the resignation was due to a work-related disagreement with your employer, it may be more challenging to do so.

What Makes a resignation report Important?

A resignation report holds significant importance as it is a formal document used when an employee intends to leave their current job. It is written in the appropriate format and serves as a formal notification from the employee to the employer regarding their resignation.

When resigning from a position, it is important to write a letter to adhere to the correct resignation procedure.

Is Approval Necessary for resignation report?

A resignation letter is an official communication from an employee to the company indicating their intention to resign. Employees should provide a valid reason for their resignation. The employer has the discretion to either accept or reject the resignation.

In cases where the employer does not accept the resignation, they may consider offering an appealing package to persuade the employee to reconsider.

What to Do and What Not to Do When Writing a resignation report?

A resignation letter is a formal document used for the formal announcement of one’s departure from a job.

It may also be commonly known as an Employment Termination Notice or Termination of Employment Letter. To ensure a smooth transition process, it is recommended to dispatch this letter a minimum of two weeks before your intended final working day.

Is a Signature Required on a resignation report?

Yes, a resignation report must bear the signature of the employee. The signature serves as verification that the person submitting the letter is indeed the employee and has formally resigned from their position.

Is It Acceptable to Submit a Resignation report via Email?

Email communications can be unreliable, with messages easily deleted or overlooked. First impressions hold significant weight, and a physical letter sent through traditional mail is more likely to receive attention.

It’s a good practice to hand-deliver your resignation letter to the appropriate person within the organization.

Taking the initiative to personally deliver your resignation letter serves two vital purposes in the resignation process. This face-to-face interaction ensures the seamless delivery of your message.

Is Handwriting a What is a proper resignation message? Permissible?

No, it is not permissible to write a resignation report by hand; it must be typed. However, you can still take the time to carefully consider your message. Handwritten letters may result in illegible scrawls or unrecognizable symbols.


In conclusion, drafting a resignation report it is an important step when deciding to leave your current job. It serves as a formal and professional means of communicating your intent to resign, helping you leave on good terms with your employer. Following the appropriate format and etiquette while conveying your reasons and gratitude can contribute to a smooth and respectful transition.

Lastly, please note the following that a good resignation letter should include the following at a minimum.

  1. Current Date.
  2. Company name, and address.
  3. Statement of resignation.
  4. State what your last day will be.
  5. A two weeks notice period.
  6. Your job title.
  7. Your appreciation for the opportunity.
  8. An offer of help during the transition period.
  9. Gratitude to Your Employer.
  10. Well Wishes for the Company.

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