By INFOMEDIANG SOLUTIONS 
Writing a resignation letter is very important when you are leaving your present job. Whether you’ve been offended, are working with a toxic team lead, or are poorly paid, how you handle it matters – and you address the transition in a resignation letter.
Disclaimer: The names used in this guide do not specifically refer to anyone; any coincidence is purely accidental.
What is a resignation letter?
A resignation letter is a formal letter you write to your employer to officially inform them that you are leaving your job. It serves as an exit notice.
Purpose of a resignation letter
- It documents your last official working day.
- It shows courtesy and demonstrates that you are leaving on good terms.
- It is required for official exit clearance and benefits (if such exist). This helps the Human Resources Unit maintain updated records.
- It allows an employer to plan for a replacement, particularly if an employee occupies a critical position such as a Team Lead or Head of Operations.
Categories
Here, we identify three types of resignation letters:
1) Professional resignation letter: Also called a standard resignation letter. No specific reason is given. You politely state that you are leaving for personal reasons.
2) Justifiable resignation letter: This letter contains diplomatic reasons, such as “due to relocation” or “for further studies,” and leaves it at that.
3) Impromptu resignation: This is the kind of resignation you use when you need to leave urgently without giving the official notice period. This is the most difficult resignation to handle because if it isn’t managed with care, it could lead to rancour between you and your current employer.
What is the duration of notice?
Most firms require a notice period of one week, two weeks, or a month. This depends entirely on your contract. While this standard applies in countries like the U.S., the U.K., and other advanced nations, it often plays out differently in Nigeria. Trust can diminish the moment an employee drops a resignation letter in Nigeria, which is why some employees choose to leave immediately after submitting their notice.
What to include:
The important parts of a resignation letter, in order of arrangement, are:
1) Your name, address, and the date: This depends on your location. In most cases, adding your physical address may not be necessary if you are sending the notice via email.
2) Recipient: The HR department in most cases.
3) Name of the company: Your employer.
4) Subject: Usually “Resignation Letter” or “Notice of Resignation.”
5) Statement of resignation: This is where you are expected to state your position and last working day clearly.
6) Reason for resignation: This is optional. You may decide not to state the reason at all, or you can be diplomatic by saying “for personal reasons.”
7) Gratitude: Show appreciation regardless of the conditions surrounding your exit. Even if you have been badly treated, it doesn’t matter – show gratitude. Thank your employer for the opportunity given to you to serve and for the experience you gained during your stay.
8) Offer to help with the handover: State if any company property is in your possession and the actions you have taken to hand them over.
9) Closing section: A sincere sign-off followed by your name. If it is handwritten, include both your name and signature. If you are sending the resignation via email, your typed name will suffice.
What not to include:
1) Too many personal details: You don’t need to include details about your personal health, family issues, or low-salary disputes.
2) Complaints: Avoid mentioning disagreements with your Team Lead. Don’t burn bridges.
3) Dragging the company into the mud: Never threaten your employer in a resignation letter. If you do, they might write a bad report about you if your new employer contacts them for a reference. Some companies do this without your knowledge, just to ensure they are hiring someone who passes their integrity test.
4) Blame: Do not include blame in your letter. Don’t say you are leaving “because of poor pay” or “because my Team Lead is rude.” You don’t need criticisms in a resignation letter to justify your exit – simply leave and move on with your life.
5) Informal language: Keep the tone as formal as possible. Avoid using emojis or slang, even if the HR manager is your twin brother. No jokes; get straight to the point and keep it short. Two to three short paragraphs should deliver the message. In fact, it could even be a single paragraph if you don’t want to give a reason.
6) Demands: Do not demand bonuses or benefits in a resignation letter. If you think you deserve something, speak to HR separately, not within the resignation letter itself.
Sample
Here is a sample of a resignation letter addressed to an employer as an official notice of signing out:
Handover Notice – Cinderella Joseph
Dear Mr. Santiago,
Please accept this letter as formal notice that I am resigning from my position as a Content Strategist at InfomediaNG Business Solutions. My last day of employment will be September 30, 2026.
I have decided to leave to pursue career progression. I would like to specifically thank the MD and my team members for the support and opportunities I have received during my time with your organisation.
Before my departure, I will ensure that the company’s laptop and my ID card are handed over to my team lead.
I wish you and InfomediaNG Business Solutions continued success.
Sincerely,
Cinderella Joseph
Conclusion
It is absolutely necessary to submit a resignation letter. Don’t just walk away without giving formal notice to your employer, because your new employer might demand a reference from your old one. Don’t burn bridges. Your paths may cross again in your new role. This is why it is very important to resign officially through a formal letter.
Tosin Opeyemi 
Azeez Ope Quadri