How to Write a Professional Resignation Letter: A Step-By-Step Guide

There are many reasons why one might consider leaving their job. But how you go about it is critical. When resigning from a company, you want to be as professional and as polite as possible. Your boss and coworkers must know that you’re leaving on good terms and without any hard feelings. And it’s also important for them to understand why you’re choosing to leave. Here’s how to write a professional resignation letter!

How to write the letter

The first step in writing a professional resignation letter is to gather any and all information about your resignation. This includes the date you are leaving, the company you worked at, and what position you held within that company.

Next, think of a reason why you are resigning. It could be personal reasons like wanting to spend more time with family or professional reasons like wanting to take on a new challenge. Whatever your reasoning is for quitting, it’s important to mention it in your letter along with what led up to this decision.

Depending on the situation, you might want to write a formal letter (one that comes from the CEO) or an informal letter (one that comes from one of your team members). Either way, make sure everything feels appropriate.

After writing your resignation letter, send it by certified mail or hand-deliver it so as not to delay its arrival.


Proofreading is the most important thing to remember when writing a professional resignation letter. There are many things that you want to make sure are done right, and proofreading will be one of them.

First, read over your letter carefully. Make sure that it’s grammatically correct and that there are no spelling or grammar mistakes.

Next, pay attention to the flow of the letter. Does it flow in an orderly manner? Are there missing words or sentences? Do you need to break up your narrative with paragraph breaks?

Finally, proofread for professionalism! Does the letter seem businesslike and professional? Is there anything about it that might make your boss or co-workers feel uncomfortable or insecure? Make sure not to say anything offensive about your boss or co-workers!

Who should you send it to?

It’s best to send your resignation letter to the person who is ultimately responsible for you. This can be different depending on the formality of the company. For example, if your job is at a large corporation, you might have a boss. But if it’s a small company with just one other employee, then that person would be your boss as well.

Who should you send it to?

– Boss: In some smaller companies, the boss may also be your direct supervisor and will have the final say over whether or not you are fired. Therefore, they would be the most appropriate person to send it to.

– Human resources: If the company has human resources professionals, they might also be responsible for hiring and firing decisions within their department. So in this case, it would make sense for them to receive your resignation letter as well.

– Colleagues: It’s always polite to let your colleagues know why you’re leaving so that they don’t feel blindsided when people start asking about what happened during those last few weeks of work together!


A professional resignation letter is one that’s been thought out carefully. It doesn’t matter whether or not you’re leaving a job for personal reasons or because the company isn’t right for you the goal is always to leave with dignity and grace.

Vivek is a published author of Meidilight and a cofounder of Zestful Outreach Agency. He is passionate about helping webmaster to rank their keywords through good-quality website backlinks. In his spare time, he loves to swim and cycle. You can find him on Twitter and Linkedin.