How to write a Resignation letter with reasons

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In this blog we present you samples of Resignation letters with reason for leaving

How to write a Resignation letter with reasons

Resigning from one’s place of work, for most companies, requires a resignation letter. 

A letter of resignation is a formal letter that documents and informs your employer about your decision to resign and no longer work for them, and it is a final effort to express your decision to leave your job.  

Adding an explanation as to why you are resigning is not required for most companies, however if you wish to add the reason you can do so. It is important that you remain professional in the way you put things across. 

Here are a few things for you to remember when you are writing your resume with reason:

  • There is no need to disclose what is the exact personal issue that is causing you to leave your current job, you can simply say, “I am resigning for personal reasons,”. However, if you are comfortable in sharing, you can. 
  • Use formal and polite language.
  • Keep the explanation short and simple.
  • In the case that you faced conflicts during your time there, the letter should be formal and polite in order to protect your reputation with an aggressive letter that could hurt your future prospects of employment. 
  • Leaving this on a neutral ground is important so that you can maintain your network of connections that could help your career. 
  • Express your gratitude for the opportunity and learnings that you have gained during your time there.
  • Based on company policies, you can either write and mail the letter to your manager or sending across a brief email to the manager/supervisors should suffice. 
  • It is advised that you hand in your letters at least two weeks before the date of departure or the date you wish to stop coming to work as it gives your employers enough time to look for a replacement and also allows for transitions to take place. 

Let us look at a few things that are crucial aspects of writing a resignation letter:

Sender and Receivers details

The first thing that you include in your letter are the details of the receiver; that is, the name and position of your HR manager followed by the address of your workplace.


Christine D’souza

Easy Days Nursing Home

44 Madhya Marg

New Delhi, 437097 (indeed)

In some letters, you include the name and address of the sender first followed by that of the name and position of your HR manager followed by the address of your workplace.


Susan Holmes

Kitchen Staff

987 Crazy Legs Avenue, Apt. 34 

Los Angeles, CA, 91054

[email protected] 

February 17, 2019

Linda Lester

HR Manager

XYZ Restaurant

90000 Care Road

Los Angeles, CA, 91054 (RequestLetters)

If you are writing your resignation letter via email, you need not write the senders or receiver’s addresses. However, you should make sure that you put your contact details in the mail.

Introduction and notice of resignation

The next element is the body of the letter which begins with your addressing the receiver of the letter and clearing putting across the intent of the letter and your notice of resignation. 

In this part, you can also include the period of your notice that you will be serving as per your employment contract.


I am writing to inform you of my resignation as Kitchen Helper at Easy Days Restaurant,  effective two weeks from today. My last day of work will be on 30th Oct’ 2021. (indeed)

Reason of resignation

When it comes to disclosing the reason for your departure, there is no explicit need to add in the reason for your resignation. 

However it is it is advisable that there should be a cause to disclose why you are resigning, your reason should be neutral and something that is unrelated to your experience at work so as to maintain a positive relationship with your employer.


My final day of employment will be May 30, 2015. I have made the decision to return to college to pursue a degree in business and will need to focus on my studies.


I have decided to take this step so that I can better tend to my family’s health needs.

A statement of gratitude

Resignation letters are the last professional impression an employee can make on their employers and colleagues, so it is advised that the letter remains neutral and warm while highlighting positive experiences you have had while working for them. 

A warm resignation letter also ensures that you are able to maintain a positive relationship with your former place of work just in case you wish to work with them again. 

Example letter:

Working at Easy Days has been a rewarding experience and I have enjoyed my time working with you. I thank you for the training and opportunity to grow with you in my career. (indeed)

Transition details

To maintain your professional attitude at work, you should include what you will be doing to help ease the transition of roles with your successor during the notice period as well as contact information. 


If you feel it would be helpful, I would be happy to assist with the hiring and training of my successor over the next two weeks. Please contact me if you have questions. My email address is [email protected] and my cell phone number is 9745474523.(indeed)


Close the letter using polite words and include your contact details. 


Respectfully yours,

Ashwin Mehta

Sample 1

Here is a blank formal sample of a resignation letter from TheBalanceCareer

This template follows the formal format with the sender’s address, date, and receiver’s address preceding the body of the letter. 

Your Name

Your Address

Your City, State Zip Code

Your Phone Number

Your Email






City, State Zip Code

Dear Mr./Ms. Last Name:

The purpose of this letter is to announce my resignation from Company Name, effective two weeks from this date.

This was not an easy decision to make, on my part. The past 10 years have been very rewarding. I’ve enjoyed working for you, observing how our production operations have expanded, and managing a very successful team dedicated to a quality manufactured product delivered on time.

I have accepted a position as VP, Manufacturing for Land Lubber Industries in Watertown, West Virginia. This opportunity gives me the chance to grow professionally and will allow us to relocate just a few miles from our families.

I wish you and the company all the best. I do hope our paths cross again in the future.


Your Signature (hard copy letter)

Your Typed Name

Sample 2

Here is Sample of a resignation letter with the reason as change in direction of career from TheBalanceCareer

Your Name

Your Address

Your City, State Zip Code

Your Phone Number

Your Email


Dr. John Smith

Reference Coordinator

County Library System

101 Main Street

Small Town, State Zip Code

Dear John,

I would like to inform you that I am resigning from my position as Reference Librarian II for the County Library System. My last day with the library will be Saturday, June 30th.

Thank you for the professional and personal development you have assisted me with over the last five years. I consider just about everyone I have met here to be friends of mine now, and I will miss you all.

However, between my teaching load and writing work, my career has taken a different direction and I feel it is time to move on to new opportunities and challenges.

Please let me know if I can help in any way to assist you in hiring and/or training my replacement before my departure.

Please keep in touch. I can be reached via email at [email protected]


Firstname Lastname

Sample 3

Here is a less formal sample from indeed

Dear [employer’s name],

I am writing to let you know that I am resigning from my position as [job title] with [company name] from [date of last day at work]. While I am sorry to leave, I think it is the best choice I can make under the present circumstances. I have decided to resign because [reason for resignation].

Thank you for the opportunity to work with your company. I am very grateful for the positive experiences I have had here and enjoyed the projects I undertook with you and my colleagues. Before I leave, I am willing to assist you with the transition in any way possible. Please feel free to let me know if I can help you with training your new hire.

I hope we can stay in touch and I wish you and the company the best.


[Your name]

Sample 4

Here is an email sample which outlines the reason as an offer from another company..

This particular sample outlines what email resignation letters format tend to look like. You begin with a short subject with the words “Letter Of Resignation”.

This is followed by a short addressal to the HR or the head of the company you work with and the body of the letter. Email resignation letters tend to be short, simple, and straight to the point with a sign off with your full name and contact details. 

Subject: Letter Of Resignation

Mr. Cadwell,

This letter is to notify you that I am resigning from [Company Name] as an assistant director.   [Date] will be my last day of employment.

This wasn’t an easy decision, because I am grateful for the rewarding employment I’ve had with [company name].  But after long hours of consideration, my decision is now final and I have accepted a position with another company.

Please contact me if I can make the transition process proceed more smoothly.


John Smith

Sample 5

Here is another sample from indeed where the reason for resignation is related to family responsibility and relocation. 

Dear Mr. Yadav,

I am writing to let you know that I am resigning as a chartered accountant with Yadav Financial Services on 31 October. I am leaving the position for personal reasons. My wife Sadhana, who, as you know, is a product engineer, has been transferred to Tanzania for the next five years, and we have decided that I am to move there with her and our children.

I am very grateful that I had the opportunity to work with you and the rest of the team at Yadav Financial Services. I learned a lot working here, and I will leave with many positive memories. I hope we can stay in touch, and I shall be available for any remote work as we discussed the other day.

I have completed all my pending client work and put my files in order. If you require any information about the work I handled or would like assistance in transitioning my replacement, please feel free to let me know. I am ready to help in any way I can.

Thank you again for everything.


Prahlad Kamat


Resignation Letter Sample With Reason: With Writing Tips. Indeed. Retrieved on 25th Feb 2022.

Doyle.A. Sample Resignation Letter With a Reason for Leaving. The Balance Careers.

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