How to Write a Resignation Letter (With Examples + Templates)
How to Write a Resignation Letter (With Examples + Templates). If you have decided to quit your job, it’s a good idea to write a resignation letter to formalize the details of your departure. But what is a resignation letter, and why should you write one? What should be included and when do you need hand it to your boss.
There’s no need to sugarcoat or get creative in the beginning; just state the position you’re resigning from and the effective date. While you probably shared with your boss your reasons for leaving, you don’t need to describe them here—keeping it simple is perfectly fine.
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What Is a Resignation Letter?
A resignation letter is a document that notifies your employer that you are leaving your job. It formalizes your departure from your current employment and can be submitted by email or as a printed letter. The letter serves as written notice of your resignation and provides the details of your departure from employment, including information about the end date of your employment.
Reasons For Writing a Resignation Letter
Reason #1: You feel like it will help you manage the conversation.
Telling your boss that you’re leaving can feel awkward and sometimes it’s hard to break the news face to face. To help start the conversation, you can email your resignation letter right before your meeting with them. That way, they know what you want to talk about and will have a few minutes to process the news before you dive in.
Reason #2: It creates a paper trail.
Some managers or HR representatives will ask you to submit a letter as a matter of record-keeping. Even if no one requests one, you can hand one in so that there is documentation of you giving notice and your departure date, which might help with the paperwork around your final paycheck and transition of your responsibilities.
Reason #3: You want to control the message about your departure.
Writing a letter allows you to be clear about when you’re leaving and why. If you’re worried, for example, that your boss will try to spin your leaving in a way that suits them, you can send the letter to them and copy HR or your boss’s boss.
Reason #4: It’s customary in your industry or company.
Depending on where you work, it may be expected that you’ll submit a resignation letter. Since this is largely dependent on your region, industry, and even organization, you’ll need to ask around. You might contact someone who has left your company to see whether they submitted a letter, or discreetly ask someone in HR how these things are typically handled.
How To Write a Resignation Letter
A resignation letter needs to include your contact information, official notice that you’re resigning, and when your final day of work will be.
Contact Information (Email):
In an email resignation letter, include your contact information at the end of the letter, after your signature. You don’t need to include the company’s contact information.
Contact Information (Written Letter):
A written letter should include your and the employer’s contact information (name, title, company name, address, phone number, email), followed by the date.
- Greeting: Address the resignation letter to your manager, using their formal title (“Dear Mr./Ms./Dr.”).
- Paragraph 1: Note that you are resigning from your job and state the date on which your resignation will be effective. This will give the employer official notice for your personnel file.
- Paragraph 2: (Optional) You can mention the reason you’re leaving, but this is not required. If you choose to give a reason, be sure it’s a positive one, such as starting a new job, leaving the workplace, or going back to school.
- Paragraph 3: (Optional) If you’re able to help with the transition, mention your availability in your letter.
- Paragraph 4: (Optional) Mention your appreciation for the opportunity you had to work for the company. If there was something that was especially rewarding, share the details.
- Closing: Use a formal sign-off, such as “Sincerely” or “Yours sincerely.”
- Signature (Written Letter): End with your handwritten signature followed by your typed name.
- Signature (Email): Include your typed name followed by your contact information.
What Not to Include in Your Letter
There are some things you shouldn’t include when writing a resignation letter:
- There’s no need to mention in your letter that you’ll be getting a higher salary at your new job (if you are). If you’re looking for a counteroffer to induce you to stay, that conversation is better held in person.
- You don’t need to include the reason that you’re moving on, especially if it’s a negative one.
- Don’t use your letter to discuss how great the new job is or how thrilled you are about leaving.
- Resignation letters are not an appropriate place for complaints or critiques of the company, manager, or co-workers.
What To Include in a Resignation Letter
Here’s what to include in your letter:
- Your Contact Information: Include your personal contact information so it’s easy for the company to get in touch with you.
- An Offer to Assist with the Transition: Often, employees will also offer to help in the transition, perhaps by recruiting or training a replacement. In this way, both the employee and the employer can leave the situation with closure and a sense of respect and amicability.
- Questions You May Have: If you have questions about your final pay or benefits, you can inquire in your letter or email.
- Your Intent to Resign: Your letter should start with the fact that you’re resigning.
- Your Last Day of Employment: You should provide information about the last day you plan to work at the company.
- Your Signature: A hard-copy letter should include your written signature above your typed name. If you’re sending an email, simply type your name.
Simple Resignation Letter Sample
Example letter #1
Dear Ms. Jane Doe,
I’m writing to give my formal notice that I’ll be leaving my role as Office Manager for (name of company) on 25th June.
I’ve recently received an offer to serve as an executive assistant at a small startup, and after careful consideration I’m excited to explore this new path in my career journey.
I’m incredibly grateful for the opportunities I’ve been provided working on the Operations team for the past four years. It’s been a wonderful experience to work for such a great company and help in solving (name of company) mission to provide better financial support for older employees.
Please let me know if I can be of any assistance during this transition. Thank you for all your guidance. I wish you all the best, and look forward to keeping in touch.
Sincerely,
John Jim.
Example Resignation Letter #2
Dear Mr. Jack Mack,
Please accept this letter as formal notification that I am resigning from my position as Account Executive with Marketing Media. My last day will be Thursday, April 1.
Thank you so much for the opportunity to work in this position for the past six years. I’ve greatly enjoyed and appreciated the opportunities I’ve had to grow our sales team and pipeline, be a part of creating a great product, and work with my fellow colleagues, and I’ve learned so much about marketing strategy and the digital media space, which I will certainly take with me throughout my career.
I’ll do everything possible to wrap up my duties and train other team members over the next two weeks. Please let me know if there’s anything else I can do to help during this transition.
I wish the company continued success, and I hope to stay in touch in the future.
Sincerely,
Jane Doe.
Email Resignation Letter Example #3
Subject: Jane Janne – Resignation
Dear Ms. Helen G,
Please accept this letter as my resignation from (Company name). My final day at the company will be this Friday, October 30, 2025.
I apologize for the short notice. I’ve enjoyed working on the customer service team and have learned much during my tenure with the company.
Please let me know what I can do in the next few days to help with the transition.
Sincerely,
Jane Janne
jane.janne@email.com
112-123-1134.
Resignation letter copy paste Template – Sample Resignation Letter #4
Use this template when you’re sending the letter to your manager after telling them you’re leaving. You might also want to cc HR.
Dear [Name],
As we discussed earlier, I’m resigning from my position as [title]. My last day will be [date], which is [X] weeks from now.
This was not an easy decision, but as you know I’ve long wanted to make my transition into [new field/industry] so I’m leaving for a role that will allow me to take my career in that direction.
I’ve really enjoyed my time working at [company] and on this team. I’ve learned a lot that I will take into my next position. Thank you for your support and for the opportunities you’ve given me over the last [X] years.
[You might add some specifics here about projects that you were excited to work on or other accomplishments you’re proud of. For example, “During my time here, I especially enjoyed collaborating with the analytics team, sales, and marketing to launch the latest iteration of our flagship product.” or “The past 6 years have been a phenomenal experience for me. It’s been a pleasure to manage the company’s most profitable portfolio, exceeding our targets every year.”]
I’m committed to making the transition as smooth as possible and would like to meet with you to discuss some initial ideas for how to hand off my projects and responsibilities.
I wish you and the team continued success and hope to keep in touch.
Thanks for everything,
[Your name].
When To Give the Resignation Letter to Your Employer
It’s polite to send your resignation letter well in advance of your departure, with two weeks in advance being generally accepted as the minimum unless circumstances require that you resign without advance notice or with short notice. In some cases, you may not be able to provide notice.
If you’re working in a difficult workplace, have a family emergency, or other circumstances require you to move on right away, give your employer as much notice as is feasible given the situation. When you are considered an at-will employee, you are not legally required to give notice.
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