Resignation Letter Sample With Reason: With Writing Tips

Updated 20 December 2022

Providing a reason for leaving your job in a resignation letter is an essential business protocol. It can give your employer the necessary information about why you decided to quit. By understanding the purpose of writing a professional resignation letter with a genuine reason, you can compose an effective one when you decide to resign from your job. In this article, we explain the necessity of providing a reason for your resignation letter, how to write a resignation letter with a reason for leaving, and review a resignation letter sample with a reason.

Related: How To Write A Resignation Letter For Personal Reasons

Resignation Letter Sample With Reason: Writing Purpose

You can clarify the matter by including your reason for leaving the job in your resignation letter to your employer and prevent any misunderstandings. Your employer does not have to wonder why you resigned. You may be able to part on mutually agreeable terms and maintain a positive professional relationship.

If you are leaving to start a new career, your explanation can let them know that they were not at fault for your decision. If your resignation arose from dissatisfaction with the job, explaining that reasonably could enable the employer to make relevant improvements and prevent your replacement and their other employees from experiencing the same problem.

Related: Tips and Examples for How to Format a Resignation Letter in India

How To Write A Resignation Letter With A Reason

The following tips may help you to write a proper resignation letter with reason:

1. State your intention in the subject line

By stating your intention to resign in the subject line, you give the employer a clear idea about the reason for the letter. You can write a resignation letter and follow that with your name. For example, you could write a Resignation letter - Tejashree Bokil.

Related: Simple Resignation Letter: How to, Tips and Example

2. Include an opening salutation

An opening salutation is a formal courtesy that is essential in all professional correspondence. It can be Dear or Hello. Depending on your relationship with your employer, you can follow that with Sir, Madam, or their first name or surname.

3. Give the resignation reason and date

You can begin the letter by clarifying that it is a resignation letter and giving an exact reason for your resignation. It is also essential to provide a date of resignation. You want your employer to understand why you are leaving and the date from which you can no longer work with their company.

Related: How To Write An Immediate Resignation Letter (With Example)

4. Provide supporting details

Explain your reasons for leaving the job in no more than two or three concise sentences. If multiple issues made you resign, pick the most compelling one and focus on that. Be polite and professional in your explanation. It is best to avoid leveling criticism, bringing up work issues, or blaming your employer or your colleagues for your decision to resign. If your decision to resign is due to a better salary and benefits elsewhere, avoid mentioning that too. It is important to leave with civility because you could have professional interactions again in the future.

Related: How to Explain Reason for Job Change (With Examples)

5. Express gratitude for the job opportunity

Mention some of the things you liked about working with the company and thank your employer for the job opportunity. Even if you are leaving due to the organization's shortcomings, there may have been some enjoyable moments at work. By mentioning them and providing positive feedback about your position, you can part on good terms. Keep in mind that you might need recommendations from your current boss in the future, and maintaining a friendly relationship that lets you get back in touch with them at any time can help.

6. Offer assistance with the transition

If you hold a specialized position, it might be a good policy to assist your employer with the change before you leave. You could offer to train the person replacing you and provide them with the necessary work information and project files. That can help your employer to continue their business without falling back due to your departure.

7. End with a closing salutation

A closing salutation is another protocol to follow in a professional letter. You can close the resignation letter with a formal address like Thank you again, Sincerely or Best Wishes. You can follow that with your full name.

8. Sign the resignation letter

You can add your signature under your name. It might be a good idea to include your phone number and address under that. Providing your contact details can help your employer get in touch if necessary in the future.

Related: Resignation Letter Due to a Career Change (With Samples)

Resignation Letter With A Reason Template

The following resignation letter format with reason may help you to compose your version:

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]

Related: Resignation Letters: Tips, Templates and Examples

Sample Resignation Letter With Reason For Leaving

The following sample resignation letters with different reasons for leaving a job position may help you to write your letter:

Resignation letter for a career change

Dear Mrs. Khandekar,

I am writing to inform you of my decision to resign as the art teacher at the Bhosale Primary School at the end of next month. While I am sorry to leave, I have received a job offer as an animator with Bagul Animation Studio, and it is a career change that I have always wanted to make.

Thank you for hiring me at your school and for the work opportunities I had here. It was a learning experience, and I enjoyed my interactions with the students and my colleagues very much. I shall take away fond memories of all of you. If you require assistance with transitioning my replacement, please let me know, and I will be glad to assist in any way.

I hope to stay in touch with you and wish you the best now and in the future.

Thank you again,

Smita Pendharkar

Resignation letter for personal reasons

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 for dissatisfaction with the job position

Dear Mr. Rawat,

The purpose of this letter is to let you know that I am resigning from my position as a graphic designer with Shekhawat Advertising, effective 1 November.

I am sorry to have to leave, but I feel it is the best decision I can make under the circumstances. Given the recent shift in focus in the company from commercial advertising to political promotion, I feel that my design skills are no longer as relevant as they once were. Additionally, it is not an area that I find creatively stimulating. So, I think it might be a good time to review my career and change directions to a position where I can better utilize my skills.

Thank you so much for the work opportunities you gave me at Shekhawat Advertising. It was my first job after graduation, and I learned a lot in my seven years with you. I have enjoyed working with you and the rest of my colleagues here.

I am ready to assist you with transitioning my replacement, so please let me know if you require any help.

Best Wishes,

Jyoti Scindia

The model shown is for illustration purposes only and may require additional formatting to meet accepted standards.

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