How to Write a Resignation Letter (With Examples and Templates)
Leaving a job is a big step, and how you leave matters. A clear, polite resignation letter creates an official record of your notice, keeps the relationship positive and helps you get a good reference later. The good news is that a resignation letter can be short and simple. Here is exactly how to write a resignation letter, with step-by-step guidance, examples and copy-ready templates.
Quick answer: To write a resignation letter, include the date, address your manager by name, clearly state that you are resigning from your position, and give your last working day (usually two weeks from the date of the letter). Briefly thank your employer, offer to help with the transition, and sign off with your name. Keep it short, positive and professional.
What Is a Resignation Letter?
A resignation letter is a short, formal document that tells your employer you are leaving your job and when your last day will be. It is usually given to your direct manager and often shared with HR. Even if you resign in person, the letter puts your decision and dates in writing. Not sure yet whether to leave? Read our guide on how to quit a job the right way.
How to Write a Resignation Letter Step by Step
1. Add the date and a professional greeting
Start with the date, then address your manager by name, such as “Dear Ms. Patel” or “Dear Jordan,” depending on how formal your workplace is.
2. State clearly that you are resigning
In the first sentence, say that you are resigning and name your position. For example: “Please accept this letter as formal notice of my resignation from my position as Marketing Coordinator.”
3. Give your last working day
Two weeks of notice is standard in the United States, but check your employment contract or company handbook, since some roles require more. Write the exact date of your final day.
4. Thank your employer
Add one or two sincere sentences thanking your manager for the opportunities, support or skills you gained. You do not need to explain why you are leaving.
5. Offer to help with the transition
Offer to finish key projects, document your work or train your replacement. This shows professionalism and leaves a good final impression.
6. Close professionally
End with “Sincerely” or “Best regards,” followed by your full name and signature if it is a printed letter.
Resignation Letter Templates
Simple resignation letter template
[Date] Dear [Manager's Name], Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company Name]. My last day will be [Date], two weeks from today. Thank you for the opportunities and support during my time here. I am happy to help make the transition as smooth as possible. Sincerely, [Your Name]
Short resignation letter (email)
Subject: Resignation - [Your Name] Hi [Manager's Name], I am writing to let you know that I am resigning from my role as [Job Title]. My last day will be [Date]. Thank you for everything. Please let me know how I can help during the transition. Best regards, [Your Name]
Resignation letter with a longer thank-you
[Date] Dear [Manager's Name], I am writing to formally resign from my position as [Job Title], effective [Last Day]. This was not an easy decision. I have truly valued my time at [Company Name], especially [a project, skill or experience]. Thank you for your guidance and for the chance to grow on this team. Over the next two weeks, I will finish [key tasks] and prepare handover notes for my replacement. Please let me know if there is anything else I can do. With gratitude, [Your Name]
What Not to Include
- Complaints about your manager, coworkers or the company
- Detailed reasons for leaving, unless you want to share them
- Salary details of your new job
- Emotional or angry language you may regret later
- Promises you cannot keep about your last weeks
Resignation Letter Tips
| Do | Don’t |
|---|---|
| Tell your manager in person or on a call first | Let them hear the news from someone else |
| Keep it to a few short paragraphs | Write a long explanation |
| Give the notice your contract requires | Leave without notice unless it is truly necessary |
| Keep a copy for your records | Forget to confirm your final paycheck and benefits |
| Stay positive and professional | Burn bridges on your way out |
Frequently Asked Questions
How much notice should I give in a resignation letter?
Two weeks is the common standard in the U.S. Senior or specialized roles may require three to four weeks. Always check your contract.
Do I need to give a reason for resigning?
No. A resignation letter does not need to explain why you are leaving. A simple “I have accepted a new opportunity” is optional.
Can I resign by email?
Yes. Many companies accept a resignation email, especially for remote roles. Ideally, tell your manager in person or on a call first, then send the email.
Who should I send my resignation letter to?
Send it to your direct manager, and copy HR if that is your company’s practice.
The Bottom Line
Knowing how to write a resignation letter helps you leave on good terms. State that you are resigning, give your last day, say thank you, offer to help with the handover and keep it short and positive. Starting your job search? See our guide to writing a thank you email after an interview.
