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

During a phase in your career, switch companies for better opportunities and growth. In such cases, it can be challenging to leave your job or communicate the same to your manager or employer.  

This is especially true if it's your first job. You'll want to make sure you formally and respectfully notify your decision. This can involve letting your employer know your decision, thanking them for opportunities, and wishing them the best for their future endeavours. 

The Ministry of Manpower requires employees to communicate this decision in writing. This can be in the form of a resignation letter. Even if the reasons you're leaving may be harmful, you should try to maintain a cordial tone in your communication.  

This ensures that the transition is smooth and effective. In this article, we'll discuss how to write a good resignation letter and provide you with a template. 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 
• Professional resignation letter 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 

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 will more likely recommend you if you leave the company by following the guidelines and policies.  

Providing advance notice to your employer 

It allows the company to prepare for the transition. They may need to find a replacement. Or they may have to make arrangements to redistribute your workload. You can offer to train your replacement or document your work. This makes it easier for another person to continue your work.  

Serving as a written record of your resignation 

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

Types of resignation letters 

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

Some resign because of personal reasons. These include health issues, family obligations, or personal development opportunities. You may also leave a job due to lack of professional development. Some might look for more challenging roles elsewhere. 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. Familiarise yourself with the Ministry of Manpower's guidelines on notice periods, deductions, and leave encashment to ensure compliance. 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 current 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 [Name of your employer]", to start your letter. 
• Notice of resignation: State that you're resigning from your position. Mention the reason clearly and the duration of your notice period. You may choose not to disclose your reasons for leaving the company.  
• Expression of gratitude: Thank your employer for the opportunity and the growth you've experienced in your time with them. 
• Note about the transition: Offer to help during the transition period. Specify how you can assist, such as providing knowledge training sessions or documenting your work for future reference.  
• 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. 

You don't have to include the physical addresses if you're emailing your resignation letter. Add the addresses and your signature if you hand over a physical copy to your manager or supervisor. 

Tips for writing a great letter of resignation 

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

Express gratitude 

Express your heartfelt gratitude for the opportunity to work with your current employer in the opening paragraph. Thank them for all the support and encouragement. Be more specific about how the workplace helped you develop personally and professionally. 

For example, thank your manager for his mentor role and valuable career advice. You can also share positive experiences. Maintain an optimistic tone throughout.  

Give a date 

Specify the end date of your employment. Do this at least a month before your resignation. Mention the activities you'll undertake during the notice period. This includes knowledge transfer sessions, documentation, and completing high-priority work.  

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. Keep things professional.  

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 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 your professionalism, and don't discuss your co-workers in your letter. 
• Inappropriate language: Use the right words and tone when writing your letter. Keep your message respectful, professional, and positive. Remember that you'll want to leave the current company on a good note.  

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 will help you maintain a positive reputation. It will also keep your professional network intact. This can be helpful in your future endeavours. You can also schedule an online meeting with your supervisor to thank them for their support and guidance. 

These give them a chance to propose any counteroffers. Understand your rights and duties under the Singapore Employment Act, including final salary, deductions, and leave encashment so you don’t get taken advantage of. 

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. You should also be aware of the formalities such as:  

• Deductions: The Employment Act allows the employer to make necessary deductions from your final payslip for loans you might have taken from the company, employee contributions, and overpaid salaries. The employer will communicate this to you beforehand.  
• Itemised payslips: Employers must provide an itemised slip detailing salary components, deductions, and net salary paid. 
• Annual leave encashment: You can encash any unused leaves (except sick leave) at the end of your employment period. The amount would equal your gross pay rate multiplied by the number of unused annual leaves.  

Professional resignation letter example 

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

February 3, 2024 

Dear Mr. Xiao Ming,  

I am writing to formally resign from my position as a senior data scientist at XT Solutions to pursue my career at another company. My last day of employment is March 3, 2024.  

Thank you for allowing me to work on cutting-edge problems in the data science field. Working under your direction to provide impactful solutions to the world will always be a source of inspiration for me. Thank you for all your guidance and constructive feedback. It helped me develop both professionally and personally.  

I would like to offer my assistance to ensure a smooth transition and handover of my responsibilities. I can provide my replacement a complete walkthrough of the entire code base. I would also like to document the same to help make the transition easier. Please let me know if you need any other help.  

Thank you once again for all your support. It was a pleasure working with you, and I wish you and the company continued success.  

Yours sincerely,  
Kan Yeo 

Conclusion

A resignation letter is a formal letter you submit to your employer to announce you are leaving your current position. You need to handle the resignation process with patience, courtesy, and utmost care.  

This helps you leave a lasting impression on your employer. You may have several reasons for which you plan to leave your current role.  

This will be for pursuing further education or opportunities with a new employer.  

Be honest in stating your reason, and thank your manager for all the opportunities.  

You should also provide the support you can during the resignation process. Offer to oversee all the current projects, provide training to your replacement, and document all your work to make for an easier transition. 

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

Frequently asked questions 

Here are answers to common questions about your resignation letter:  

1. How do I write a simple resignation letter? Where can I find a resignation letter template?  
   ⁠You can follow this free resignation letter template to write a simple and professional letter. You can modify the template slightly to meet your needs.  
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   ⁠Remember to include your name and updated contact information in your letter and address the appropriate person. State the reason for your resignation, and indicate your last day of work. Thank your employer for the opportunity and the valuable skills you learned, and offer assistance in your current duties and the transition process. For example, tell your manager you can handle all the pending tasks related to your current projects. End the letter with a positive note.  
2. How long is the formal notice period for Singaporean companies?  
   ⁠According to the Ministry of Manpower, you'll need to serve the duration of the notice period mentioned in your employment contract. If there's no mention of it, the recommendations are as follows:  
   ⁠
   ⁠If your service is less than 26 weeks, you'll serve a notice period of a day.   
   ⁠You must serve a week's notice period if you've worked for your employer for more than 26 weeks and less than two years.  
   ⁠The notice period is two weeks if your employment duration is over two years but less than five years.  
   ⁠If your employment duration exceeds five years, you'll need to serve a notice period of four weeks.  
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   ⁠You can also request the employer to waive the notice period. Or you can choose to pay a compensation amount for the entire notice period based on the employer's requirements. 
3. Is it necessary to state the reason for resigning in the letter? 
   ⁠You don't have to mention why you leave the job if you aren't comfortable. You don't have to share any personal details as well. However, it's a good practice to state briefly the reason for your resignation. Be diplomatic and use a positive tone. Avoid including negative remarks or using inappropriate language. Avoid leaving the company on a sour note. 
4. Do I need to submit a physical copy of the resignation letter?  
   ⁠Most workplaces will accept a resignation letter through email. You can submit a printed letter to your manager or supervisor if your contract mentions needing a hard copy.