How to Write a Resignation Letter

How to Write a Resignation Letter: A Scottish Professional’s Guide

Leaving a role is a significant milestone in any career, and handling your resignation with professionalism can make all the difference to your reputation and future opportunities. At Allstaff, we understand that resigning is more than a formality, it’s about maintaining relationships, safeguarding your professional record, and opening doors for what’s next. Here’s our expert, step-by-step guide for Scottish professionals on how to write a clear, positive resignation letter.

Understanding the Fundamentals of Resignation Letters

Purpose and Importance

A resignation letter is more than just a courtesy, it’s a formal document stating your intent to leave your position. It:

• Creates a clear paper trail for HR and payroll records
• Demonstrates respect and professionalism towards your employer
• Helps set a constructive tone for your departure
• Can shape the long-term relationship you keep with your current employer

Handled well, your resignation letter can support a smooth transition and preserve your professional reputation.

Key Components of an Effective Resignation Letter

An effective resignation letter is concise and well-structured. Here’s what to include:

• Contact information: Your details, plus the company’s
• Date: Use UK format (day/month/year)
• Salutation: Address your manager by name
• Statement of resignation: Be direct and unambiguous
• Last working day: State your intended final date, based on your notice period
• Transition plan: Offer help with handover (even briefly)
• Gratitude: Thank your employer for the opportunities
• Professional closing: Use a formal sign-off and signature

Legal and Contractual Considerations in Scotland

Before you write your letter, review your contract for:

• Notice period requirements: What does your contract say? If none is specified, statutory minimums apply (typically one week if you’ve been employed for more than a month)
• Holiday entitlement: Clarify arrangements for unused holidays
• Confidentiality/non-compete clauses: Remain aware of any ongoing obligations
• Data protection: Do not include confidential information in your letter
  If in doubt, seek advice—especially if your situation is complex.

Crafting Your Resignation Letter

Formatting and Structure

Presentation matters. Keep your letter to one page and follow standard business letter formatting:

• Header: Your name and contact info, the date, company name and address, manager’s name and title
• Font: Use a clear, professional typeface (e.g., Arial or Calibri, 11–12pt)
• Spacing: Use single spacing, with a blank line between paragraphs
• Length: Aim for 3–4 concise paragraphs

Header Elements

Include at the top:

• Your full name and address (or email and phone if submitting electronically)
• Date of writing
• Company name and address
• Manager’s name and job title

Content Development and Tone

Your letter should sound professional and positive, whatever your reasons for leaving.

Opening Statement

Start directly:

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [last working day, calculated according to your notice period].

Middle Section

This is your chance to leave on good terms:

• Offer a brief, positive reason for your decision (optional)
• Thank your employer for opportunities and support
• Mention an achievement or positive experience
• Offer assistance with the transition

I’ve enjoyed working as part of the [team/department] and I’m grateful for the opportunities to [mention skill/experience/project]. I’m committed to supporting a smooth handover over the coming weeks.

Closing Paragraph

End with goodwill and openness:

Thank you once again for your support during my time at [Company]. I look forward to staying in touch and wish the team continued success. Please let me know how I can help with the transition.

Language and Etiquette

• Stay positive—even if your reasons for leaving are complex
• Avoid criticism of colleagues or the company
• Express genuine gratitude where possible
• Proofread carefully for grammar and spelling

Implementation and Follow-Through

Delivery and Documentation

How you deliver your letter matters:

• In-person: Print on quality paper, hand to your manager
• Email: Use a clear subject line (e.g., “Resignation – [Your Name]”), attach the letter as a PDF if possible
• Records: Keep copies for your records
• Recipients: Address the letter to your manager, but send a copy to HR if required

Managing the Transition Period

Your professionalism should continue through your notice period:

• Plan a clear handover of tasks and responsibilities
• Document ongoing projects for your team
• Offer to train your replacement if appropriate
• Maintain high standards until your final day

Preserving Professional Relationships

A well-managed exit is a springboard for future success:

• Arrange a conversation with your manager before submitting your letter
• Connect with colleagues on LinkedIn or other professional networks
• Consider asking for a reference before you leave
• Approach your exit interview constructively

Sample Templates and Customisation

Basic Resignation Letter Template for Scottish Professionals

[Your Name]
[Your Address or Email/Phone]
[Date]

[Manager’s Name]
[Company Name]
[Company Address]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Job Title] at [Company], with my last working day being [date, as per notice period].

Thank you for the opportunities and support during my time here. I am grateful for the chance to [mention achievement or experience], and I am committed to ensuring a smooth transition over the coming weeks.

Please let me know how I can assist with the handover. I wish [Company] every success in the future and hope to stay in touch.

Yours sincerely,
[Your Name]

Adaptable Wording for Different Scenarios

• If you’re leaving for personal reasons:
  “After careful consideration, I have decided to step down from my role due to personal commitments.”
• If you’re moving to a new role:
  “I have accepted an opportunity elsewhere which aligns with my long-term goals.”
• If you wish to offer more help with the transition:
  “I am happy to support the recruitment or training of my replacement during my notice period.”

Final Tips

• Every resignation is unique customise your letter to reflect your circumstances
• If you’re unsure about contractual or legal matters, seek advice before submitting your letter
• Remember, how you leave can be as important as how you started

If you need guidance with any stage of your career, from first job to next move, Allstaff is here to support you. Reach out to our team for confidential, expert advice whenever you need it.