How to Write a Resignation Letter (Template + Examples)

A resignation letter is a short, professional notice that you are leaving your job. Its only jobs are to state that you're resigning, give your last working day, and keep the relationship intact — you will need these people for references. Keep it to three or four short paragraphs on a single page, and never use it to air grievances.

Template

Resignation Letter

Dear [Manager's Name],

I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day — typically two weeks from today].

Thank you for the opportunity to work with the team. I have valued [one genuine, specific thing] and have grown a great deal during my time here.

Over the next [notice period], I am happy to help ensure a smooth transition — including documenting my work and supporting whoever takes over my responsibilities.

I wish the team continued success, and I hope we stay in touch.

Sincerely,
[Your Name]

Replace the text in [brackets] with your own details.

When to Use It

You have decided to leave and want to give formal written notice (usually two weeks in the US).
Your employer or contract requires written notice.
You want a clean paper trail confirming your end date.

How to Write It

1Open with a clear statement that you are resigning and your position title.
2State your last working day, calculated from your required notice period.
3Offer to help with the transition (handover, training a replacement).
4Thank the company briefly for the opportunity — sincerity over flattery.
5Close professionally with your name. Keep the whole letter under one page.

Examples

Two weeks' notice (standard)

Dear Sarah,

I am writing to formally resign from my position as Marketing Coordinator at BrightWave Media, effective Friday, 30 May.

Thank you for the opportunity to grow here over the past two years. I'm especially grateful for the chance to lead the rebrand project, which taught me a great deal.

I'll do everything I can over the next two weeks to wrap up my projects and document my workflows so the handover is smooth.

Wishing the team continued success — I hope to stay in touch.

Sincerely,
Rachel Torres

Short, neutral (no reason given)

Dear Mr. Lee,

Please accept this letter as formal notice of my resignation from the role of Operations Analyst at Northwind Logistics. My last working day will be 14 June.

I appreciate the experience and support I've received here and am committed to a smooth transition over my notice period.

Thank you,
James Carter

Tips

Tell your manager in person or by call first — the letter is the formal follow-up, not the announcement.
Never criticize the company, your boss, or coworkers. Assume it will be read aloud.
Keep your stated reason vague or positive ("pursuing a new opportunity"). You owe no explanation.
Send it to your manager and HR, and keep a dated copy for your records.

Frequently Asked Questions

How much notice should I give?

Two weeks is the US standard. Senior or specialized roles often warrant more; check your contract. In much of Europe, notice periods are longer and legally defined.

Should I say why I'm leaving?

No. A resignation letter doesn't require a reason. A simple "to pursue a new opportunity" is enough and keeps the tone professional.

Email or printed letter?

Email is now standard and gives you a timestamp. Use a printed, signed letter only if your employer specifically requires it.

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