What is a Resignation Letter? A Guide to Writing a Well-Written & Professional Resignation Letter

Resigning from a position can come with a range of emotions, but it is best to preserve good relations with the business by writing a professional and courteous letter. This Business Kitz blog will take you through how to write a respectful resignation letter.

What is a resignation letter?

A resignation letter is a formal document in Australia used by an employee to inform their employer of their decision to leave the company. It typically includes essential details such as the employee’s name, position, and the intended date of resignation. A well-crafted resignation letter expresses gratitude for the opportunities and experiences gained during employment while clearly stating the employee’s intention to resign. It is crucial to ensure the letter is professional, concise, and provides any necessary information for a smooth transition, such as handing over responsibilities.

Why is a resignation letter important?

A resignation letter is important for several reasons:

  • Formal notification: It serves as a formal and official document to notify your employer that you are resigning from your position. It provides clarity and avoids any misunderstandings about your intentions.
  • Professionalism: Submitting a resignation letter demonstrates professionalism and respect for your employer and colleagues. It shows that you are taking the resignation process seriously and adhering to proper protocols.
  • Documentation: The resignation letter serves as a written record of your resignation. It helps create a paper trail for future reference and can be used as evidence of your resignation date and the terms under which you left the company.
  • Notice period: In many cases, a resignation letter includes the notice period you are providing to your employer before leaving the job. This allows the employer to make necessary arrangements, such as finding a replacement or redistributing your workload.
  • Smooth transition: By providing a resignation letter, you give your employer time to plan and manage the transition effectively. It allows for a smooth handover of responsibilities and ensures minimal disruption to the workflow.
  • Legal and contractual obligations: In some cases, employment contracts or company policies may require employees to submit a written resignation letter. Failure to do so could result in potential legal or contractual issues.
  • Professional reputation: Submitting a well-written resignation letter helps maintain your professional reputation. It shows that you value professionalism and good communication, which can be beneficial for future references and job opportunities.

Overall, this is an essential document that helps facilitate a respectful and orderly departure from your current job while maintaining professional relationships and upholding your obligations as an employee.

How do you write a resignation letter?

Writing a professional resignation letter involves following a structured format. Here’s a basic structure to guide you:

  1. Greeting: Address your letter to your immediate supervisor or the appropriate person responsible for receiving resignations.
  2. Opening paragraph: Clearly state your intention to resign from your position and include the effective date of your resignation. Express gratitude for the opportunities and experiences gained during your time with the company.
  3. Main body: Use this section to provide a brief explanation of your decision to resign. Keep it concise and professional. You can mention any positive experiences or opportunities for growth that you have encountered.
  4. Transition assistance: Offer assistance during the transition period, such as training your replacement or providing guidance to colleagues who will be taking over your responsibilities. This demonstrates your commitment to a smooth transition.
  5. Closing paragraph: Express appreciation for the support and guidance you have received from the company and colleagues. Reiterate your willingness to help with the transition and maintain a positive relationship.
  6. Formal closing: End the letter with a professional closing, such as “Sincerely” or “Best regards.”
  7. Your name and contact information: Include your full name and contact details (email and phone number) below your signature.

What is an example of a resignation letter?

Dear [Recipient’s Name],

I am writing to formally submit my resignation from my position as [your position] at [company name], effective [resignation date]. It is with mixed emotions that I make this decision, as I have greatly valued my time with the company and the opportunities it has provided me.

I would like to express my sincere gratitude to you and the entire team at [company name] for the support, mentorship, and growth opportunities I have received during my tenure. The experiences gained here have been instrumental in my professional development.

I am committed to ensuring a smooth transition during this period. I am available to provide any necessary training to my successor or offer guidance to my colleagues who will be assuming my responsibilities. Please let me know how I can assist in making this transition as seamless as possible.

I am confident that the team at [company name] will continue to thrive, and I wish everyone success in their future endeavors. I will cherish the relationships and memories forged during my time here.

Thank you once again for the invaluable experiences and opportunities. I am grateful to have been a part of the [company name] team. Please let me know if there are any formalities or procedures I need to complete before my departure.


[Your Name]
[Your Job Title]
[Email Address]
[Phone Number]

To find more information on how much notice is needed when resigning in Queensland, click here!

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