How to Write a Professional Resignation Letter: Best Practices & Example

At Accountancy Capital, we understand that moving on from a role can be both exciting and daunting. Whether you’re advancing your career, seeking a change of environment, or stepping into a new industry, resigning with professionalism is key to maintaining strong relationships and safeguarding your reputation.

A well-crafted resignation letter is a courteous and formal way to notify your employer of your decision to leave. It ensures a smooth transition and leaves a lasting, positive impression.

Here are some essential tips to follow when writing your resignation letter:

1. Be Clear and Concise
State your intention to resign, include your last working day (typically with notice), and keep the tone respectful and straightforward.

2. Keep It Professional
Avoid negative comments about your employer, colleagues, or the company. This letter will become part of your employment record.

3. Express Gratitude
Thank your employer for the opportunities, experiences, and support you’ve received.

4. Offer Support During the Transition
Willingness to help during the handover period shows professionalism and courtesy.

5. Submit in the Right Format
While email is acceptable in some workplaces, a printed and signed letter delivered in person is often more professional, especially in more traditional industries.

[Your Name]
[Your Address]
[City, Postcode]
[Email Address]
[Phone Number]

[Date]

[Manager’s Name]
[Company Name]
[Company Address]
[City, Postcode]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], with my final working day being [Date], in accordance with my notice period.

This was not an easy decision, as I have greatly appreciated the opportunity to work with a supportive team and contribute to the company’s success. I’m grateful for the experience and knowledge I’ve gained during my time here.

I will do everything possible to ensure a smooth transition, including assisting with the handover of responsibilities.

Thank you once again for the opportunity. I wish the company continued success in the future.

Yours sincerely,

[Your Name]

If you’re considering a career change or planning your next move in the finance and accountancy industry, our recruitment specialists are here to help. Reach out today for confidential advice and support in finding your next role.

• Writing a resignation letter is a pivotal step in transitioning from your current role to new opportunities. Crafting a well-structured and professional letter ensures you leave on good terms and maintain valuable professional relationships. Building upon the foundational elements of a resignation letter, here are additional insights and best practices to consider:

• 1. Maintain a Professional Tone

  Even if your experience with the company has been less than favorable, it’s imperative to keep the tone of your resignation letter positive and professional. Avoid airing grievances or negative comments about colleagues or management. A professional approach reflects maturity and preserves your reputation.

  2. Express Gratitude

  Take a moment to acknowledge the opportunities and experiences you’ve gained during your tenure. Expressing gratitude, even for small learnings, demonstrates professionalism and leaves a positive impression. This can be beneficial for future references or networking opportunities.

  3. Offer Assistance During the Transition

  Propose your willingness to help with the transition process. This could include training a replacement, documenting your current projects, or ensuring a smooth handover of responsibilities. Such gestures exhibit commitment to the organization’s well-being even as you depart.

  4. Avoid Over-Explaining

  While it’s courteous to provide a reason for your departure, there’s no need to delve into excessive detail. Keep your explanation concise and focus on the positive aspects of your decision. Over-explaining can lead to misunderstandings or unintended negativity.

  5. Proofread Thoroughly

  Before submitting your resignation letter, proofread it multiple times to ensure there are no grammatical errors or typos. A well-written letter reflects your attention to detail and professionalism. Consider having a trusted colleague or friend review it as well.

6. Delivering the Resignation Letter

Whenever possible, deliver your resignation letter in person to your immediate supervisor. This approach allows for a direct conversation and demonstrates respect. If an in-person meeting isn’t feasible, consider a video call followed by an email with the attached letter. Avoid resigning via text messages or informal communication channels.

7. Prepare for the Exit Interview

Many organizations conduct exit interviews to gather feedback from departing employees. Approach this meeting with the same professionalism as your resignation letter. Provide constructive feedback, focus on the positives, and avoid venting frustrations. Remember, the goal is to leave on amicable terms.

8. Secure Personal Documents

Before your departure, ensure you’ve secured any personal documents or information from your work computer or workspace. However, be cautious not to take any company property or confidential information. This step safeguards your personal data and upholds ethical standards.Journal of Accountancy

9. Update Your Professional Profiles

After your departure, update your professional profiles, such as LinkedIn, to reflect your career changes. This keeps your network informed and signals your availability for new opportunities. Additionally, consider reaching out to colleagues for recommendations or endorsements to bolster your professional presence.

10. Reflect on Your Experience

Take time to reflect on your tenure with the company. Identify the skills you’ve developed, the challenges you’ve overcome, and the accomplishments you’ve achieved. This reflection not only aids in personal growth but also prepares you for future interviews where you can articulate your experiences effectively.