Free Resignation Letter Templates & Samples [Word]

Employees use a resignation letter template to write a resignation letter in a professional way. This document is an important step when leaving a company or an organization. Writing the best resignation letter will help you to have a strong and positive relationship with your former employer.

What is a resignation letter?

A resignation letter is a formal document that states the employee’s intentions to leave the company. The main purpose of writing this letter is to create an official record of your leaving. It also serves as a demonstration of courtesy. It doesn’t matter either you leave the company o good or bad terms, writing a resignation letter is always a good practice. Moreover, it’s better to write a letter in advance of the date you planned to quit. Also, it should be well-written, brief, and professional. Your letter should indicate that you have a good relationship going forward.

How to write a resignation letter?

For writing a resignation letter template, you should consult with your HR manager or any other expert. They will let you know about the company’s policy and requirements for writing the letter. However, here is some important information you need to have in your letter; The Date: At the top of your document, write the date that when you are writing a letter. There is no need to write the date if you are sending the letter through Email because it will be recorded digitally. The main purpose of writing the date is to help in record keeping. The recipient’s address: Next, add the recipient’s official address. The recipients are the managers, human resources, or supervisors. After the recipient’s address, there comes the salutation. For the salutation, use words like hello, Mr., Dear followed by the recipient’s name. First paragraph: The first paragraph is the introductory part of the letter. In this section, you have to introduce yourself in a professional and concise manner. You should mention the following information;

  • Your name
  • Title at the company
  • Your formal resignation request
  • The last day at work

It’s important to articulate your resignation request in a professional way. Body paragraph: In the body paragraph, you should show gratitude towards your employers and colleagues. You have to thank to them for being nice to you. It’s better to keep your relationship positive. Additionally, you can also state where you are headed, if you want. You can also let employers know your next workplace. However, it’s not compulsory. You need to state the reason for your resignation. Closing paragraph: In the closing paragraph, you have to make your employer fully satisfied with your leaving by having a professional finishing. Provide your contact number so that the reader can reach you in case they want to contact you. In the end, affix your signature; write your name and title. You should also check Free Proof of Residency Letter Templates [Word, PDF].

Guidelines for writing a professional resignation letter:

Below are some tips for writing a professional resignation letter template;

  • Your letter should be concise and to the point. In order to keep your letter short and sweet, use direct and subjective words.
  • Be positive in your writings regardless of the nature of your relationship with the manager. There is no need to focus on the negatives.
  • You should show gratitude towards the employers for giving you the opportunity to work with them. You can also acquire skills and experience that will help nature your career path.
  • Resignation letters are official letters so you should write in a professional manner. Use a professional tone of the writing, the format, and the language. It’s better to have a look at the company’s policies before writing this letter.


In conclusion, a resignation letter is an effective tool that helps you in writing a professional resignation letter. This letter should be well-written as it is an official letter. Don’t add too many explanations and details. The letter has to be written in a way that maintains a good relationship with your employer.

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