A resignation letter formally tells your employer you're leaving. It should state that you're resigning, name your position, give your last working day, offer to help with the handover, and thank your employer briefly. Keep it short, positive and factual; it becomes part of your employment record. Below is what to include, what to leave out, and five examples for common situations.
Before you write it
Check your notice period
Your employment contract or handbook usually states how much notice you must give. Two weeks is common in the United States, but many countries and senior roles require a month or longer. Count from the day you deliver the letter.
Talk to your manager first, if you can
Hearing the news in a document is awkward for most managers. A short conversation, in person or by video, followed by the written letter the same day is the most respectful order. If the relationship is difficult or you work fully remotely and asynchronously, sending the letter alone is acceptable.
Have your next step confirmed
Resign after you have a written job offer and have accepted it, unless you've chosen to leave without one. A resignation is hard to undo once delivered.
What to include
- A clear statement of resignation. "Please accept this letter as formal notice of my resignation from my position as [Job Title]."
- Your last working day. A specific date avoids any confusion about the notice period.
- An offer to help with the transition. Handover notes, training a replacement, finishing a project.
- A brief thank-you. One or two sentences about what you valued.
- Your contact details, if you'd like to stay in touch.
What to leave out
- Complaints and criticism. Even if they're fair, a resignation letter isn't the place. It may be read by HR and future reference-checkers.
- Detailed reasons. "I've accepted a new position" is plenty, and even that is optional.
- Salary negotiations. If you're open to a counteroffer, have that conversation before resigning, not in the letter.
- Emotional language. Keep it calm, even if leaving is a relief.
Format: letter or email?
Many companies accept resignations by email. Some prefer or require a signed letter. If you send an email, use a clear subject line such as "Resignation: [Your Name]" and address it to your manager, copying HR if that's your company's practice.
For a printed letter, use standard business format: your name and address, the date, your manager's name and the company address, then the letter, and your signature above your typed name.
Five resignation letter examples
Subject: Resignation: [Your Name]
Dear [Manager's name],
Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company]. My last day will be [date], [number] weeks from today.
Over the next few weeks, I'll make sure my projects are documented and handed over smoothly. I'm happy to help train whoever takes on my responsibilities.
Thank you for the opportunities I've had here, especially the chance to work on [project or area]. I've learned a great deal.
Sincerely,
[Your Name]
Subject: Resignation: [Your Name]
Hi [Manager's name],
As we discussed this morning, I'm resigning from my role as [Job Title]. My last day will be [date].
I'll put together handover notes for my open projects by the end of next week. Thank you for your support during my time on the team.
Best,
[Your Name]
Subject: Notice of resignation
Dear [Manager's name],
I'm writing to formally resign from my position as [Job Title], effective [date]. I've accepted a role at another company that will let me focus on [area, e.g., data engineering], which is the direction I want my career to take.
This wasn't an easy decision. I've valued working with you and the [team name] team, and I'm grateful for how much I've grown here, particularly in [skill].
Before I leave, I'll finish [current project] and make sure [colleague or team] has everything needed to continue. Please let me know how I can make the transition easiest for everyone.
Best regards,
[Your Name]
[Personal email]
Subject: Resignation: [Your Name]
Dear [Manager's name],
I'm writing to let you know that I'm resigning from my position as [Job Title] for personal reasons. My last day will be [date].
I'm grateful for the understanding you and the team have shown me this year. I'll do everything I can to wrap up my work and leave clear notes for whoever picks it up.
Thank you for everything.
Kind regards,
[Your Name]
Subject: Resignation with shortened notice
Dear [Manager's name],
Please accept this as notice of my resignation from my role as [Job Title]. Due to [brief reason, e.g., a family situation that requires me to relocate], my last day will need to be [date], which is shorter than the usual notice period.
I'm sorry for the short timeline and the pressure it may create. Before I go, I'll prioritize handing over [most critical work] and will write up detailed notes on everything else. I'm also willing to answer questions by email for a few weeks after I leave.
Thank you for understanding, and for the time I've spent here.
Sincerely,
[Your Name]
After you send it
Plan the handover
Make a list of your ongoing work, key contacts, logins that need transferring (through official channels, not by emailing passwords), and where important files live. Share it with your manager early, not on your last day.
Prepare for a counteroffer
Some employers respond with a raise or promotion offer. Decide in advance how you'll respond. If you've accepted another job, a polite "Thank you, but my decision is final" is enough.
Stay professional until the end
Your last few weeks are what colleagues will remember. Keep showing up, finish what you can, and say goodbye properly. A short farewell email to the team on your last day, with your personal contact details if you'd like, is a good close.
Keep a copy
Save a copy of your resignation letter and any confirmation from HR. It's useful if there's ever a question about your last day or notice.
Mistakes to avoid
- Resigning by text message or chat when a letter or email is expected.
- Leaving out the last day, which creates confusion about notice.
- Venting. It can follow you to future reference checks.
- Telling coworkers before your manager. News travels fast.
- Promising more help than you can give during the notice period.
Key takeaways
- Check your notice period and tell your manager in person first if you can.
- State your resignation, job title and last day clearly.
- Offer help with the handover and add a brief thank-you.
- Leave out complaints and long explanations, and keep a copy for your records.