How to Write the Perfect Resignation Letter

So, you have done it. New job, here you come. Congratulations! Now it’s time for the perfect resignation letter. Easy, right?

But…. wait a minute. That is one last hurdle to overcome. Resigning efficiently without undue fuss is far from a simple matter. 

While you should attempt to have an initial conversation with your boss, a verbal resignation is not as binding as a formal resignation letter. You should send this in a separate document or over email (don’t do it over WhatsApp). 

If you include the following information in your resignation letter, you shouldn’t have too many issues. Your “old” boss may not be happy, but you need to put yourself first.

There are six crucial ingredients of a perfect resignation letter.

Resignation letter contents

Intent to resign. In the first lines of the resignation letter, you should clearly state your intention to resign. Don’t lead with your reasons – just a simple statement of resignation.

Position you are resigning from. For HR purposes, you should mention the role’s name that you will be resigning from. Make sure that it is your most recent official title.

Last day of employment. This is where you may need to check the contract or talk with an HR representative before you hand over the letter – check your notice period.

Gratitude for opportunities. With the formalities of the resignation letter over, you should absolutely share an appreciation for the personal and professional growth that you have enjoyed.

Assistance with the transition. You may be asked to leave immediately, but it is always a good idea to offer your replacement every possible aid if that isn’t the case.

Contact information. Lastly, before the sign-off, share your latest contact email and mobile – your contact details in their HR system may well be outdated. 

There are a few conventions to consider when you write this formal document. It will be kept on your employee file, so follow the advice for a perfect resignation letter below as carefully as possible.

Perfect tips

…. Make sure that you follow your employment contract to the letter.

…. Enquire in advance about the resignation procedure – HR will help you.

…. If you want to offer a reason for leaving, keep it positive at all times.

…. Avoid any personal comments (positive or negative) in the resignation letter.

…. Be as firm as possible with your language – you have decided to leave, after all.

…. Prepare yourself mentally to be walking out of the office with a box.

Handing in a perfect resignation letter is the final chapter of your employment, so make sure that you follow the conventions and get it right. It is generally advisable to discuss your resignation with your direct boss before you hand them the letter, but when you do this, you should already have a letter ready to make it official. 

Regarding the things to avoid in your resignation letter, any kind of grievances should obviously be left unsaid. No matter how fiercely the desire for retribution burns, be the better person. As mentioned, a resignation letter is not the place for any kind of emotion. 

Stick to the template above, and you will be on your way to your next career adventure.

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This blog is shared with Job Seeker Duetists. 

Written by former recruitment ghostwriter Paul Drury (not AI).