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Writing Your Resignation Letter: Tips You Need to Know

One of the most important steps in resignation process. Writing your resignation letter. Why, you ask?

  • You will want the paper trail for your employment record. 
  • Writing one gives you the time to effectively prepare what you wish to communicate.
  • It reinforces the fact that you are really leaving and not simply suggesting in order to negotiate your position. 
  • It will make you feel better as it is a documented action and more permanent than a conversation.  

As mentioned in the Step-by-Step Guide to Communicating Your Resignation, have the conversation first with your immediate supervisor and then immediately follow up with the written notice. Corps Team Kansas City owner, Laura Wildman now shares tips and examples for writing your letter.

Resignation Letter

Presentation matters. Just as you would for a resume; your letter should be typed. Do not hand write this. This is part of your professional reputation.

What should you include in your resignation letter?

  • Address the letter to your immediate supervisor or HR leader.
  • Keep it clear, concise to the point…and positive. Here are some thoughts on resigning on negative terms.
  • Include the date of notice and date of your last day. 
  • Express thanks.  

Here are a few sample letters to get you started:



Supervisor Name

Company Name

Street Address

City, State Zip


Dear [Name],

I want to take this time to thank you for the professional relationship and leadership you have provided during my tenure here. I have thoroughly enjoyed working with you and the culture provided by you and the company.

I have accepted a new position with another company.  My last day of employment with (Company name) will be Friday, April 15, 2016.  My decision to leave is final.  I appreciate all that you have done for me in the past, and hope that we can maintain a professional relationship in the future.




Dear [First Name],

Please accept this letter as my official notice of resignation. I value the work we have accomplished together at [Company name]. I have now made a commitment to another organization, and plan to begin with them later this month.  My last day with [Company name] will be [day, date].

Please know that it is my intention to wrap up and transition as much as possible in the next two weeks to make my departure as smooth as possible.  I am eager to leave on the most positive note possible.  If you have any suggestions on how I can best support you and the company during these final weeks, please let me know.




I want to thank you for all you have done for me here at [Company].  It's been a pleasure working with you, and representing the company as a [job title].  I have accepted an offer with another company and this note serves as my official notice.  My last day will be [date].  This decision has nothing to do with the exceptional opportunity you have provided me.  You and the Company have been great to work with, and I genuinely appreciate all your support.  I wish [Company] continued success, and I want to thank you for allowing me to be a part of your team.  Please let me know how I can best support you with a smooth transition.

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