What is a Professional Resignation Letter?

A formal document that an employee gives to their employer to inform their decision to leave their company is a professional resignation letter. This letter is given to HR as a part of the resignation process. A formal professional resignation letter is needed so that you can leave the company professionally. Professional letters of resignation can be given two weeks which is called two weeks notice resignation letter or a month before the last day of work. A short professional resignation letter can be enough but you have to be sure that it is a very professional resignation letter. The best professional resignation letter is the one that can express gratitude to the employer for all the years that have been spent with the company.

Some examples of professional resignation letters are a board resignation letter, a police officer resignation letter, a teacher resignation letter, and a retirement resignation letter. Professional resignation letters serve as a courteous way to end the employment relationship. Writing a professional resignation letter can be hard if you do not know how to write a professional resignation letter. A sample professional resignation letter can help you. When you create this type of letter, always be sure that you can have a copy of a professional resignation letter. A simple professional letter of resignation can be your best resort to having a good professional resignation letter. With a simple letter, you can be direct to the point and you can express your gratitude in simple terms.

Tips on a Professional Resignation Letter

Through a professional resignation letter, you can notify the employer of your decision to resign from the company. This is a good way to let them know that you are going to leave your job. It may not be that easy to have a professional resignation letter. There may be a need for tips that you can use for it. Have the following tips:

Keep It Concise and Straightforward: The professional resignation letter should be clear and direct to the point. Whether you are creating an email resignation letter or an official resignation letter, avoid including unnecessary details. Keep your letter concise so that the readers will not get bored with your letter. When you include unnecessary details, the readers may just be confused about what you mean. You have to be concise so that it is easy for you to deliver what you want to say in your letter. By being straightforward, it will be easy for you to announce your decision to resign. The HR can see that your letter is professional because you write in a straightforward way. By being concise and straightforward, your letter can be better considered.Use a Professional Tone: A professional tone is needed in writing a professional resignation letter. With a professional tone, you can show courtesy in your letter for your decision to leave the company. You have to be professional to leave a good impression on the company that you are going to leave. When you will be professional, they will see that you are a good employee and they can say this to any employer who is going to ask about you. You will have a good reputation in their eyes and they can tell other companies that you are professional in everything. A professional tone can mean respect. When your employer and HR will see that you respect them, you will have no difficulty in getting your final benefits from them. They can also accept your resignation immediately because they can see that you mean well. Immediate letters of resignation should be done professionally. Or else, this can leave a bad impression on your professional name. If you want to keep a good track of record when it comes to work, never forget to use a professional tone in your professional resignation letter.Be Positive and Appreciative: Your professional resignation letter should contain positive things only. Highlight all the good things that have happened in your employment. It will not be good if you are going to mention any bad things like a bad co-worker. What you should mention are the good things that you have learned from the company and all the good things that they have given to you. Never forget to express your gratitude to your employer and to all the people that you have worked with in the company. A professional job resignation letter should be something that shows your deep appreciation for everything that you get from the company. This can be a way to show the company that you will never forget all the years that you have spent in the company. Show that you are truly thankful for your job there. Mention that you treasure all the memories that you have with your co-worker. Show the company that you are appreciative of the work that you have with them. Always be positive in your letter.Offer Assistance with the Transition: It is a good courtesy to send a professional resignation letter two weeks or a month before your last day of work. This is because the company will have sufficient time to train your replacement for the job that you are going to leave. So, offer assistance with the transition. Have the initiative to train your replacement. Teach your replacement all the things that he or she has to learn to be adept at the job. Train the replacement in every task that should be handled. You are going to give the company a good favor by training your replacement. They can be sure that there will be a smooth transition of the work. You can ascertain sure productivity after training the replacement. This is not a hard thing to do. It can be your last favor to the company. Make sure that the replacement will excel at the job before you leave. Teach him or her everything you know. Through this, you can be sure that you can have a good replacement.Proofread and Edit: The professional resignation letter should be perfect. To do this, you must edit and proofread. Read your letter a couple of times to catch any grammatical errors and wrong spellings. Evaluate the flow of your letter and know if this is desirable enough. If not, edit your letter. Do not stop editing unless you can see that your letter is perfect. Remember, this professional resignation letter will leave the last impression about you. You may not want to have a bad reputation just by giving a bad letter. Proofread your letter a couple of times to be sure that it is perfect. After proofreading and editing and you can see that your letter is good enough, you can be confident that you have written a good letter.Personalize It: Tailor the letter according to your specific relationship with the employer. For example, if you are close to your employer, you can make a resignation letter that is friendly. Or if you do not know your employer much, you must be strictly professional with your letter. Personalize your letter so that it can be more appreciated. Mention good things that you have experienced at work and pay special courtesy to the employer. By personalizing your letter, you can speak to the employer with a human touch. They can be moved by your letter and this can give you a good reputation in their eyes. You can leave the company on good terms.Maintain Confidentiality: Avoid discussing confidential or sensitive matters in your resignation letter. Be sure that you will not mention anything where you can disclose the proprietary information and trade secrets of the company. Even up to the end, maintain the confidentiality agreement that you had with the company. If you want to address some issues that can involve the confidential information of the company, you can use the appropriate channel for it like HR. There is a proper time and way how you can discuss confidential information. You have to be aware of what you signed with in the confidentiality agreement so you have to maintain confidentiality at all times.Follow Company Procedures: When sending a professional resignation letter, you have to consider the procedures of the company. Do you have to give two weeks or a month’s notice? What are the rules regarding giving a resignation letter? Know the company procedures so that you can send the right letter. This can be done by checking the company’s policies or the employee handbook. Know all the requirements for submitting a resignation letter. Through this, you will also know to whom you should address the letter or if you are going to send it via email or in person.Seek Advice If Needed: You can ask for the help of your friends or mentors when creating a professional resignation letter. Seek their advice so that you can create a good letter. After creating a letter, you can make them read it so you will know whether the letter is good enough or not. By getting their opinions, you can adjust your letter to make it perfect.

How to Create a Professional Resignation Letter

Creating a professional resignation letter can be not that easy. You need to ensure that you can create the right letter. The following steps can help you create a good letter:

1. Make an Opening Paragraph

Begin your letter with a header. Then address the letter to the proper authority. Make a salutation. Then start an opening paragraph with your intention to resign. Mention your job title and the specific effective date of your resignation.

2. Make a Body Paragraph

After the opening paragraph is a body paragraph. Express your gratitude for the opportunities you had with the company. Acknowledge the support that your colleagues and supervisor have given to you. Offer assistance for the transition.

3. Make a Closing Paragraph

Make a closing paragraph with a positive note. Express your gratitude for all the years you had with the company. State your best wishes for the continued success of the company.

4. Sign the Letter

After the closing paragraph, you should write the letter. Include your job title, name, and contact information with your signature. Then send the professional resignation letter to your employer, manager, or HR.


What are the benefits of a professional resignation letter?

The benefits of a professional resignation letter are maintaining a positive relationship, having professionalism, clarifying your intentions, giving a smooth transition, and preserving your professional reputation.

When should I submit my resignation letter?

It is recommended that you submit your resignation letter two weeks or a month before the last day of work. Through this, the company will have enough time to get a replacement for you. You can also offer assistance for transition.

Sending a professional resignation letter is a must when you are about to quit your job. Always be sure to submit a resignation letter ahead of time so you can give the employer a favor to find a good replacement for you. Make sure that you can submit a professional letter. With this, you can ensure that you can resign rightfully from your company.