GUIDE: How to Write a Resignation Letter (With Samples)

(SPOT.ph) Thinking about resigning from work but not sure where to start? Before you pack up your desk, there’s one thing you definitely need to do: write a resignation letter.  

We know there's a lot of anxiety that comes with this formal written notice, but resignation letters are actually more straightforward than you think. You can even get away with a highly standardized version just to get the job done.

Whether you're leaving for a better opportunity or just need a breather, handing in a resignation letter is a must to properly exit. Here's how you can write yours.

Also read: Is There a Right Time to Resign?

Why a resignation letter matters

There is no specific law in the Philippines that legally requires the submission of a resignation letter, but it’s considered best practice to provide one.

Resignation letters are more than just a formality. The importance of sending one cannot be overstated, as it serves several key purposes:

It shows professionalism

A resignation letter shows respect to your employer and organization as it allows them to plan for your exit by organizing handovers, recruiting replacements, or redistributing your responsibilities.

It serves as documentation

It creates an official document that can be referred to later if any questions arise regarding your exit, especially if there are contract or HR-related matters involved. It’s good to have everything in writing, just in case.

It preserves relationships

A well-written resignation letter helps maintain positive relationships with your employer and colleagues, ensuring that you leave on good terms. This is important for future networking opportunities, references, or even reemployment. You never know when your paths may cross with your former employer again!

When to submit your resignation letter

Timing can make or break your departure. The general rule is to give your employer at least a 30-day notice but this might vary depending on your contract. So before you hit send on that email, check your contract to avoid any awkward conversations. Once your letter is submitted, it gives your employer time to find your replacement and plan for the transition.

Under Article 300 of the Labor Code of the Philippines, an employee may resign without serving the 30-day notice period in certain situations, including serious insult by the employer, inhuman and unbearable treatment, commission of a crime against the employee, and other similar causes.

Do note that submitting a resignation letter does not automatically make it effective—at least in some cases. It is generally understood that the employer must formally accept the resignation for it to take effect as this is what confirms the formal end of the employment relationship.

Also read: How Long Should You Stay in Your Job Before Leaving?

How to write a resignation letter

There is no specific format for the written notice. Just stick to the basics: keep it clear, polite, and professional. 

A good resignation letter covers these basics:

• When it ends: Specify your final day at work.
• Reason for leaving (optional): If you feel like sharing why, keep it brief and positive, but it’s also okay to skip this part.
• Gratitude: No matter the circumstances, showing appreciation for your experience at the company can leave a lasting positive impression.
• Offer to help: Make yourself available to assist in the transition process, whether it’s training your replacement or handing over your projects.
• Contact information: Especially if you’ve been working remotely, confirm how your employer can reach you after your departure.

Adding a personal touch can also leave a much better impression. Whether it's expressing gratitude for the growth opportunities, acknowledging the friendship you've built, or highlighting a memorable achievement, these thoughtful details can soften the impact of your departure. For example, if this was your first job, you could say, "Thank you for taking the chance on me."

Resignation letter samples

To give you a better idea of what we mean, here are some examples of resignation letters in various formats.

Standard resignation letter

A commonly used format that includes a 30-day notice. It's ideal for most roles when you’re leaving on good terms.

Dear [Manager’s Name],

I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Day of Work].

I’ve enjoyed working with the team and appreciate the professional development opportunities I’ve had here. However, I’ve decided to move on to new challenges that align more closely with my long-term career goals.

I’m happy to assist in making the transition smooth over the next 30 days. Please let me know how I can help during this period.

Thank you once again for the support. I wish the company all the best moving forward.

Professional resignation letter

This is similar to the standard version but with a more formal tone. Use this when you want to keep things particularly professional, especially if you're in a corporate or senior position.

Dear [Manager’s Name],

Please accept this letter as formal notification of my resignation from my position as [Job Title] at [Company Name], effective [Last Day of Work].

This decision was not made lightly, and I am sincerely grateful for the experiences, guidance, and opportunities for growth that I have received during my time with the company. I will do my best to ensure that the transition process is smooth and that my responsibilities are properly handed over before my departure.

Thank you for your understanding during this time.

Urgent resignation letter

This letter is for when you need to leave your position without giving the standard 30-day notice period.

Dear [Manager’s Name],

I regret to inform you that due to urgent personal matters, I must resign from my position as [Job Title] at [Company Name], effective [Last Day of Work].

I apologize for any inconvenience this may cause and will do everything in my power to ensure a smooth handover of my responsibilities before my departure. Please let me know if there are any specific tasks I can prioritize during this time.

I greatly appreciate my time at [Company Name].

Short resignation letter

This letter gets straight to the point with minimal detail. Only use this approach if you've already informed your employer about your resignation beforehand.

Dear [Manager’s Name],

Please accept this letter as my formal resignation from [Job Title] at [Company Name], effective [Last Day of Work].

I appreciate the opportunity to work here and will assist with the transition process in any way I can.

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