How to Write a Resignation Letter (Template & Examples)
A resignation letter is a formal written notice that you are leaving your job. It confirms your last day, thanks the employer for the opportunity, and keeps the departure professional. Most companies require one for their records even when you have already spoken to your manager. This guide explains how to write a resignation letter step by step, with a template and examples for the most common situations.
For guidance on the next step — presenting yourself to a new employer — see our guide on what is a resume summary to update the top section of your resume before you start applying.
What to include in a resignation letter
A resignation letter should include:
- Your intention to resign — state it clearly in the first sentence
- Your last day of work — typically two weeks from the date of the letter
- A brief reason (optional) — one sentence if you choose to share it; you are not obligated
- Gratitude — a sentence thanking the company for the experience
- An offer to help with the transition — handover notes, training your replacement, or completing outstanding work
Keep it short. A resignation letter is not the place to list grievances or explain your next move in detail.
Resignation letter format
The standard resignation letter format follows a formal letter structure:
- Date — the date you are writing the letter
- Recipient — your manager’s name, title, and company (or just their name for internal letters)
- Opening — state your intention to resign and your last working day
- Body — optional reason, gratitude, and transition offer
- Closing — a professional sign-off with your name
How to write a resignation letter
Step 1: State your resignation in the first sentence
Open the letter by naming the role you are leaving and the date of your last day. Be direct — this is the most important line in the letter:
- “I am writing to formally resign from my position as Marketing Manager, with my last day being September 29, 2026.”
Do not bury the resignation in the second paragraph or soften it to the point of ambiguity.
Step 2: Give the correct notice period
Check your employment contract before you write the letter. Most positions require two weeks’ notice; some require four to eight weeks. Calculate your last day from the date of the letter, not from when you verbally told your manager.
Step 3: Add a brief reason (optional)
You are not required to explain why you are leaving, and most resignation letters do not include a reason. If you choose to share one, keep it neutral and brief:
- “I have accepted a position that aligns more closely with my long-term career goals.”
- “I will be relocating to another city.”
Avoid criticizing the company, your manager, or colleagues — the resignation letter becomes part of your employment record.
Step 4: Express gratitude
One or two sentences thanking your employer for the role, the experience, or specific opportunities:
- “I am grateful for the experience I have gained here and for the opportunities I have been given to grow.”
- “I have valued the support of the team and the skills I have developed in this role.”
Even if the departure is not entirely positive, a gracious closing protects your professional reputation.
Step 5: Offer to help with the transition
Show goodwill by offering to help handover your responsibilities:
- “I am happy to help with handover documentation and training my replacement during my notice period.”
This is a standard offer and costs little — it also makes future references much more straightforward.
Step 6: Close professionally
Sign off with “Sincerely,” “Regards,” or “Best regards,” followed by your full name.
Resignation letter template
Copy this resignation letter template:
[Date]
Dear [Manager’s name],
I am writing to formally resign from my position as [Job title] at [Company name]. My last working day will be [Last day — two weeks from today or per contract].
[Optional: One sentence on your reason for leaving, if you choose to share it.]
I am grateful for the experience and opportunities I have had during my time here. I have enjoyed working with the team and I am proud of what we have achieved together.
I am committed to making this transition as smooth as possible and am happy to assist with handover documentation or training during my notice period. Please let me know how I can best support the team before I leave.
Thank you again for the opportunity.
Sincerely, [Your full name]
Resignation letter examples
Standard two-week notice resignation letter
September 15, 2026
Dear Karen,
I am writing to formally resign from my position as Content Strategist at Forma. My last working day will be September 29, 2026.
I have accepted a new opportunity that aligns closely with my long-term career goals. This was not an easy decision — I have genuinely valued my time here and the projects I have been part of.
Thank you for your mentorship and the opportunities you have given me over the past three years. I am committed to a smooth handover and happy to document my current projects and brief my replacement before I leave.
Please let me know how I can best support the transition.
Sincerely, Jordan Mills
Short resignation letter (simple version)
September 15, 2026
Dear Marcus,
I am writing to resign from my position as Sales Associate at Forma, effective September 29, 2026.
Thank you for the experience and support during my time here. I am happy to help with any handover tasks during my remaining two weeks.
Best regards, Alex Torres
Immediate resignation letter
September 15, 2026
Dear Dr. Okafor,
I am writing to resign from my position as Research Coordinator at Forma, effective immediately.
Due to personal circumstances, I am unable to work out my notice period. I sincerely apologize for any disruption this causes and I am willing to assist with transition planning remotely where possible.
Thank you for the opportunity to work with your team.
Sincerely, Priya Shah
How long should a resignation letter be?
A resignation letter should be short — one page or less, usually three to five short paragraphs. The goal is to confirm the facts (role, last day, offer to help) and close graciously. A longer letter risks including unnecessary detail that could be taken out of context later.
Common mistakes to avoid
- Vague last day — always include the specific date. “In two weeks” is not precise enough for HR records.
- Complaining or criticizing — the resignation letter becomes part of your permanent employment file. Keep it clean.
- Too short with no gratitude — a one-line resignation letter reads as hostile even when it is not.
- Wrong notice period — check your contract. Giving less notice than required can forfeit holiday pay or affect references.
- Sending before speaking to your manager — tell your manager in person (or by video call) first; the letter confirms what was said, it does not replace the conversation.
Proofread before you send
A resignation letter with typos or an incorrect date creates a poor final impression. Paste your draft into our free AI text summarizer to get a concise read-back of the key points — purpose, last day, and offer to help — and check that nothing essential is missing before you send it.
Frequently asked questions
What is a resignation letter? A resignation letter is a formal written notice informing your employer that you are leaving your position. It confirms your last working day and is kept on file as an official record of your departure.
How long should a resignation letter be? One page or less — three to five short paragraphs. State the resignation, the last day, optional reason, gratitude, and transition offer. Nothing more is needed.
Do I have to give a reason in a resignation letter? No. You are not legally obligated to explain why you are leaving. A brief, neutral reason is acceptable if you choose to share one, but most resignation letters omit it.
How much notice should I give? Check your employment contract. Standard notice is two weeks; some roles require four to eight weeks. Calculate your last day from the date of the letter.
Should I write a resignation letter if I have already told my manager? Yes. The verbal conversation is necessary, but the written letter creates the official record and starts the formal notice period. Submit it the same day you speak to your manager, or the day after at the latest.