How to Write a Resignation Letter

What Is a Resignation Letter?

A resignation letter is a written document in which an employee officially conveys their intention to leave their job. This letter ensures that the resignation process is carried out in a professional and orderly manner, while also helping to maintain good relations with the employer.

Why Is a Resignation Letter Important?

A resignation letter is not just a simple piece of paper stating you are leaving; it is an official document of strategic importance for your career. Even if you have resigned verbally, documenting this process is critical for the following reasons:

• Official Record and Legal Assurance: The letter is official proof of your resignation declaration and the start date of your notice period. It prevents future disputes such as “we were informed late” and protects your rights.
• Protecting Professional Reputation: The business world is smaller than you think. A professional, respectful, and compliant departure letter ensures you leave without “burning bridges”. This is very important so that your personal brand is not damaged.
• Future References: When applying for a new job in the future, references may be requested from your old company. Even if your manager changes, this letter, which will remain in your Human Resources file, is the most concrete indication that you left the company on “good terms” and professionally.
• Clarification of the Transition Process: The last working day you state in the letter allows both you and your employer to make the handover plan correctly. It helps your final days pass less stressfully by eliminating uncertainty.

How to Write a Professional Resignation Letter

There are a few key points you should pay attention to when writing a resignation letter.

1. Header and Date

Place the date showing when the document was written at the very top of the letter. If you are submitting the letter in hard copy (on paper), it is appropriate for formality to add your own contact information and the company’s address details. If sending an email, write a clear subject line (e.g., Resignation – [Your Name Surname]).

2. Official Salutation

Address your manager directly. Depending on the company culture, you can start with “Mr./Ms. [Surname]” or, if there is a friendly environment, “Dear [Name],” but using “Dear” is always the safest way.

• Example: “Dear Ahmet Yılmaz,” or “Dear Mr. Smith,”.

3. Opening and Statement of Resignation

Do not beat around the bush. In the first paragraph, clearly state that this letter is a notification of resignation.

• What to write: Express clearly which position you are leaving.
• Example: “I am writing to formally notify you of my resignation from my position as [Position Name] at [Company Name].”.

4. The Last Day

Calculate your notice period and state your last physical working day at the company as a clear date. This is the most critical information for Human Resources and your manager.

• Example: “My last day of employment will be [Date], following the completion of my notice period.”.

5. The Gratitude Section

This is the most important indicator of professionalism. Regardless of your reason for leaving (even if it was a bad experience), add a short sentence of thanks for the opportunity provided to you. This ensures you leave without “burning bridges”.

• What to write: General expressions like “Thank you for what you added to me” or “It was a pleasure working here” are sufficient.

6. Transition and Handover

Offer help to show that your departure will not put the company in a difficult spot. State that you will complete unfinished projects or provide training to the person who will take over the job.

• Example: “During the remaining time, I will do my best to complete my projects and ensure a smooth handover.”.

7. Closing and Signature

Use a formal closing expression.

• Example: Write “Sincerely,” or “Best Regards,” and add your name and surname underneath.

Common Mistakes to Avoid

Let’s learn common mistakes to avoid when writing a resignation letter.

1. Using Emotional and Accusatory Language

This is the biggest mistake made. A resignation letter is not a place for settling scores or a complaint box. Even if you hate your manager or think you were treated unfairly by the company, do not reflect this in the letter.

• Mistake: “I am leaving because of incompetent management and low salary.”.
• Correct: “I am resigning to pursue a new direction in my career.”.

2. Giving Too Much Detail

You do not have to explain why you are leaving down to the finest detail. What your new job is, how much salary you will receive, or private family reasons should not be in the letter.

• Mistake: “I am leaving because Company X offered me 30% more salary and the opportunity to work from home.”.
• Correct: “I am leaving to evaluate a new opportunity.”.

3. Forgetting to State the Last Working Day

The main purpose of the letter is to make a legal notification to Human Resources. Vague expressions like “I will leave next month” complicate the process.

• Mistake: “I plan to leave soon.”.
• Correct: “My last working day at the company will be December 15, 2025.”.

4. Apologizing or Being Overly Embarrassed

Resigning is a professional right; it is not a crime. Constantly apologizing in your letter or using expressions like “I am so sorry to let you down” damages your professional stance.

• Mistake: “I am very sorry for leaving you in this situation, I feel very bad.”.
• Correct: “Thank you for your understanding during this process.”.

5. Gossiping Before Sending the Letter

Although this is technically not about the content of the letter, it is about the process. If you tell your colleagues “I am resigning” before sending your resignation letter to your manager, this news may reach your manager before you do. This is a major breach of professionalism. The letter (or verbal notification) must always go to the primary manager first.

6. Making Grammar and Spelling Mistakes

Do not think, “I’m leaving anyway, what does it matter?”. A sloppy letter shows that you have lost respect for your job and yourself. The last impression is as lasting as the first impression.

Sample Resignation Letter (Template)