What is a resignation letter? (And how to write one)

For the average Filipino, a working life of more than 40 years is the norm. They usually enter the workforce at 21 years old and may retire at 65 years old – the compulsory retirement age according to the updated Labor Code. So, if you work without pause until that time, you spend 44 years working. This is if you don't work for the government, where you can retire at 56 years old. 

Either way, it's a long time. And for many, that means working for different companies.   Given this, it's important to learn how to write a resignation letter. This indicates your decision to leave a job. It can help you keep a professional relationship with your previous employer by notifying them of your departure. 

In this article, we'll discuss how to write a good resignation letter. Here's what we'll cover:

• What is a resignation letter?
• Types of resignation letters
• How to write a resignation notice?
• Tips for writing a great letter of resignation
• What not to include in a resignation letter?
• Delivering the letter of resignation
• Letter of resignation example
• Conclusion
• Frequently asked questions 

What is a resignation letter? 

A resignation letter is a formal notice of your intent to leave your current job. It's an official document that's part of your record with your employer.  Some of the benefits of writing a professional resignation letter include: 

Maintaining a positive relationship with your former employer 

We Filipinos value personal relationships and respect authority figures. It helps you remain on good terms with your previous company. This can be invaluable when you're applying for another job. Your past employer is more likely to recommend you if you left by following the correct process. 

Providing advance notice to your employer 

It allows the company to prepare for your departure. They may need to find a replacement. Or they may have to make arrangements to redistribute your workload. 

Serving as a written record of your resignation 

This formal document is important for your reference. It's proof of your resignation and employment history. It can also help clarify potential misunderstandings or disputes about your departure. 

Types of resignation letters 

How you write a letter of resignation depends on your reason for leaving your current company. These may include taking on new challenges, changing careers, or returning to school. Other reasons are relocation or a new job. 

Some resign because of personal reasons. These include health issues, family obligations, or personal development opportunities. Another common reason is maternity or paternity leave. If you're expecting a child or you need time off to care for your newborn, you might decide to leave your job. If you do, it's essential to inform your employer formally through a resignation letter. 

How to write a resignation notice? 

There are several elements to put in a notice to your employer when you leave a job. Here are the things to include when writing a resignation letter:

• Contact information: Include your full name, email address, phone number, and home address. The last two give the company a way to contact you if necessary.
• Date: Indicate the date you're submitting your formal resignation letter. This helps prevent miscommunication regarding your notice period.
• Recipient information: Write the name of your manager or boss and their job title, or "HR department" if you're sending your letter there. Include the company name and address.
• Greeting: Use a formal salutation, such as "Dear/Mr/Mrs/Ms [Name]" to start your letter.
• Notice of resignation: State that you're resigning from your position. Mention the reason clearly, and indicate your last day of work.
• Expression of gratitude: Thank your employer for the opportunity and the growth you've experienced in your time with them. This demonstrates professionalism and reflects positively on your character, which aligns with Filipino values.
• Note about the transition: Offer to help with the transition period. Specify how you can assist, such as documenting projects or recommending replacement employees.
• Closing and signature: Use a professional closing, such as "Best" or "Yours sincerely." Type your full name, sign the document, or add your digital signature. 

Tips for writing a great letter of resignation 

Here are tips that can help you create a well-written resignation letter: 

Express gratitude 

Express your heartfelt gratitude for the opportunity to work with your current employer. You can be more specific in this part to personalize your letter. For example, you can mention the mentorship you received from your boss. It's thoughtful to wish the company continued success. 

Give a date 

Specify the end date of your employment. The date should be at least one month in advance according to the law. If your timeline is shorter, you should discuss this with your employer beforehand. 

Keep it brief 

Make the letter short and direct. This makes it easier to read. One page is enough to cover all the necessary details. 

Address the recipient properly 

Include their title if they use one in official communications. Make sure to use the correct salutation. Spell their name correctly. 

Proofread your letter 

Check for errors in grammar and spelling. Double-check the letter to ensure the information you included is accurate. Pay special attention to your last working day, contact information, and recipient name. 

What not to include in a resignation letter? 

Here are a few things you should avoid when writing a resignation letter:

• Complaints about your manager: Your resignation letter isn't the place for negative comments or to air grievances. Instead, focus on the reasons for your departure and thank the company for the experience.
• Gossip about your co-workers: Maintain professionalism, and don't talk about others in your letter.
• Inappropriate language: Use the right words and tone when writing your letter. Keep your message respectful, professional, and positive. 

Delivering the letter of resignation 

Here are tips on turning in your notice of resignation: 

Schedule a face-to-face meeting 

Deliver your resignation letter in person. This shows you value your relationship with your manager and the company. Prepare for a possible counteroffer and to discuss your next steps. 

Resign professionally even if you work remotely 

A formal resignation letter can help you maintain a positive reputation. It can also keep your professional network intact. This can be helpful in your future endeavors. 

Make sure your boss is the first to know 

This shows your respect for them. Telling them first of your intention to leave gives them the chance to talk to you about your decision. It also helps them ensure a smooth transition for you and the company. 

Know the process 

Make sure you understand the company policies and protocols for resigning. Also, be aware of the benefits and back pay that you stand to receive. You can ask your manager for guidance in these areas. 

Letter of resignation example 

Here's an example that you can use as a reference when writing your letter. This is a resignation letter for someone leaving their job to pursue higher studies. You can replace the reason and other details to fit your circumstances. 

Jane Angeles 

20 Main St., Brgy. San Sebastian 
Tarlac City, Tarlac 2300 
[email protected] 
02-577-0229 

January 3, 2024 

Mr. Michael Perez 

Senior Partner 
Reyes & Associates 
Reyes Bldg., Brgy. San Rafael 
Tarlac City, Tarlac 2300 

Dear Mr. Perez, 

I am writing to formally resign from my position as account executive at Reyes & Associates to pursue law. My last day of employment is February 5, 2024.  

Thank you for the opportunity. Working with you and the entire team at Reyes & Associates. I have learned a lot from you, and I will be forever grateful for all your guidance, career advice, and mentorship during my employment.  

I am offering my assistance to ensure a smooth transition and handover of my responsibilities. I am willing to provide any necessary documentation, information, and training. Please let me know how I can be of help. 

Thank you again for the opportunity, and I wish you and the company much success.  

Yours sincerely,  

[Signature] 
Jane Angeles 

Conclusion 

A resignation letter is a formal letter you submit to your employer to announce that you are leaving your job. It's essential to handle this process with professionalism and courtesy. A good resignation letter helps you keep good relationships. You need them with your employer and co-workers. It also helps you ensure a smooth transition to your new job. 

If you plan to resign, note the tips and resignation letter sample in this article. These can help you write your letter. 

Frequently asked questions 

Here are answers to common questions about a letter of resignation: 

1. How do I write a simple resignation letter? 
   ⁠You can follow this free resignation letter template to write a simple and professional letter. Try looking at other sample resignation letters online, too. 
   ⁠In your letter, remember to include your name and updated contact information and address the appropriate person. State the reason for your resignation, and indicate your last day of work. Thank your employer for the chance and good times. Offer to help with the transition. End the letter with a respectful closing and your signature. 
2. How do I write a valid resignation letter? 
   ⁠A valid letter includes the details your employer needs to process your resignation. These may include your name, the date of your last day with the company, and your signature. To be valid, your notice period should be at least a month. 
3. How do I give notice to resign from a job? 
   ⁠Ask to meet with your boss to discuss your resignation. Remember that this should be at least a month before your last day. Write your letter to announce your official resignation before the meeting. Prepare to answer questions about your decision. Also, be ready to negotiate if they ask for more time or give a counteroffer. 
4. Is it okay to resign effective immediately? 
   ⁠It's not a good idea to resign effective immediately. The usual two weeks' notice isn't enough either. Under the law, you must give your employer at least 30 days' notice. You may be liable for damages if you don't do so. 
   ⁠There are instances when you can leave without following the standard one-month notice. This is voluntary resignation with just cause. It aligns with Article 285 of the Labor Code. Just causes include unfavorable actions or behavior by the employer. 
   ⁠Examples of these are treating you inhumanely, committing a crime against you or your family, and acting in a way that insults your person or honor.