HomeCareerHow To Write A Resignation Letter: Expectations vs. Reality

How To Write A Resignation Letter: Expectations vs. Reality

People usually say that let goes off things which don’t make you feel happy and comfortable anymore. This statement applies to every small and big situation of your life. Be it personal or professional, you must leave and get detached from things that no more make you happy. This same thing works in case of your job too. If you feel that you no longer need that job, you must leave it. But you can’t leave a job just like this. You must follow certain protocols for any formal step. The first thing that you must do is file a prior notice. Then the second step that comes is a resignation letter. This is where people often miss the format and loses out the formal approach. But don’t you worry. You can get a full brief as of how to write an official resignation letter in this article.

Start your resignation letter by mentioning personal details

How To Write A Resignation Letter: Expectations vs. Reality

You need to take full care of a resignation letter compilation from the beginning itself. A letter starts by mentioning your personal details. These details start with your mane, street address, city/state/province, phone number and e-mail address respectively. These personal details should be filled with proper notice. You must not leave any chances of error.  Once you are done with personal detailing, then mention the date in a formal format. It should be in a way like “Month name date, the year” which is August 1st, 2020.

Mention the employer details in your resignation letter

The employer details are equally as important as your personal details. It is a formal way of presenting your resignation request. The detailing includes Employer name, Employer title and the company name respectively. Do not mention all these three things together. Use three different lines for mentioning three different details. Then give some space and greet the sender with proper salutation before writing the main content that is the body of the letter. You may use salutation words like Dear or respected.

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Crucial part of your resignation letter- The Body

Everything goes well if you are able to express yourselves clearly. The body or content of your letter is a place wherein you need to be super good and damn clear. The tone of your entire body must be formal. It must not be arrogant at all even if you have a rage against the company. Don’t exaggerate any detail. Also, don’t mention the full story behind the reason for your resignation. It needs to be straight-forward. Try not to stuff up your language.

Body of First paragraph

Start by stating your name and the position you are resigning. Then mention the effective date that is your last working day. Usually, it is two weeks from the day you give a resignation notice. Remember that this letter is just a formal notification for your company that you will not be working in there anymore. All the reasons and back story is already known to the authority.

Body of Second paragraph

Gratitude is always a good emotion to show. Nobody dislikes receiving gratitude.  This is why the next things that you must mention is a good thanksgiving. You should mention all the skills that you learned in the period of your service. Remember to be full of gratitude that you got such a good opportunity to work in that company. Thank them for giving you such a good experience. Mention that you enjoyed your full time of service. This positive mote is good for you. Nothing should be left on a pessimistic note. You never know when you would need somebody’s help. So, leave keep your tone of gratitude and optimism.

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Body of Third paragraph

Finally, you have reached towards the end of your body of the letter. Here, your tone has to be submissive. You should speak like you are promising to work up all the things for the last 14 days of your service period. You need not make up fake things. Keep note that you will efficiently wrap up all the things and fully instruct the person who is going to take your position. Or in some cases, you must mention that you will work up with the team to get everything done as a final touch. See for yourselves what fits in your situation. With this, you are done with your content of the letter.

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A polite closure is all you need now

After the entire body, it is just a polite and sincere closure to mention. Use words like “Yours truly/sincerely” at the end. This closure should be followed by your name and signature.

Done! Your letter is all complete and good to go now. Look at the below-mentioned template and examples for further clarity.

Also Read How to Prepare A CV For The Job Of Your Dreams.

Resignation Letter Template

Personal Details
Phone number
E-mail ID)

Employer Details
Company Name)  


Body of the letter  

Polite Closure          

Look at Example 1

How To Write A Resignation Letter: Expectations vs. Reality

Susan Jacob

22/B Westend Apartment,


New Delhi, Delhi



August 1st, 2020

Mr. Suresh Kapoor

HR Head,

ITL Infotech ltd

Dear Mr. Kapoor

I would like to inform you that I am resigning from my position as Account Executive for ITL Infotech, effective 01/08/2020.

I am grateful for the opportunities for professional and personal development that you have provided me during the last four years. I have learned a lot of new things and skills during the course of my service. Once again a big thanks for giving me all the opportunities to work for.

 I have really enjoyed working for ITL Infotech Ltd. I acknowledge the support provided to me during my service period with the company. I would like to know if I can be of any help during this transition

Yours sincerely,


Susan Jacob

Example 2

How To Write A Resignation Letter: Expectations vs. Reality

Shamit Shekhar

A-20 Windsor Street


Bangalore, Karnataka



July 24th, 2019

Mrs. Sanchita Grewal

HR Manager

Smith Electronics

Dear Mrs. Grewal,

I would like to inform you that I am resigning from my position as Marketing Analyst for Smith Electronics, effective July 24th, 2019. I would be relocating to Delhi for my PhD studies.

I am really grateful for the support and the opportunities that you have provided me during the last two years. I have truly enjoyed my tenure with the Smith Electronics. I thank you for the encouragement you have given me in pursuing my professional and personal growth objectives.

If I can be of any assistance during this transition in order to facilitate the seamless passing of my responsibilities to my successor, I would be more than happy to know. I would be glad to help in whichever way I can.

Yours Sincerely,


Shamit Shekhar

Take a look at Example 3

Jonas Weller

20/A Seaview Apartments

Burksvelly Street

New York City


August 20, 2019

Mr. Subramaniam Murthy,

Head of Dept of Manufacturing

Tycomechanics Ltd

Dear Sir,

Kindly accept this letter as my formal resignation from Tycomechanics Ltd.  I have been selected as the Marketing Head at Swiss Technologies Ltd and I look forward to my career. I would like to bring in your knowledge that my last day will be September 5, 2019,  two weeks from today.

 I am really grateful for all your support and aid during my service period in this company. I deeply appreciate and acknowledge all the valuable experiences I have gained while working for this company. It has been an immense pleasure working with my team and this institution.

I would you to let me know how I can help during this transition period. I want to make it as smooth as possible.

Thank you for everything

Yours Sincerely,


Jonas Weller

Example 4

Sharad Srivastava

354 Shakti Vihar Villas,

Vasant Nagar, Pune


June 23, 2018

Mrs Shanti Boghle

HR Head

Samsung Electronics


Dear Mrs. Boghle,

Kindly accept my resignation letter effective July 7, 2018. As already mentioned, my family welcomed our second child last month. Once I am done with my parental leave, I would prefer to stay home with my children and focus on the needs of my family.

This is a time wherein I request your full support. I am grateful to you for understanding me. Please let me know if I can be of any help during this transition time.

Yours truly,


Sharad Srivastava

Some tips to keep in mind

  • You are well aware as of how to write a resignation letter. The template and examples give you a practical approach too. Now, have a look at some tips while compiling your resignation letter.
  • Try to be very optimistic. It is not only beneficial for the present scenario, but this helps you keep positive ties with your organization. You never know when and where you would need someone’s help.
  • Keep your tone quite polite. Regardless of your reasons to leave, you must be polite and courteous to your sender.
  • Ensure them that you would give your full aid in helping the new staff. Be promising for the fact that you will not leave the works in the middle, completely un-understandable by anyone.
  • Never brag about the new place that you will be going to. It creates an ill impact on your working experience at the place you are leaving.  You might feel like going back to this place again. So, don’t go by closing all the doors for yourselves. Keep the possibilities open.

This completes all the necessary points one should remember while quitting the job. Keep note of all of it and enjoy the future opportunities that hold for your growth.

Kavya Gupta
Kavya Gupta
Electronics and Communication engineering student with a peculiar love for writing. I find writing is extremely gratifying and lively work. Creativity and originality are two prime ideologies that I look forward to.


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