How to Write a Professional Resignation Letter: Examples and Template

A resignation letter is a formal written notice that tells your employer you are leaving your position. A professional resignation letter should state that you are resigning, identify your position, give your intended last working day, express brief appreciation, and offer reasonable help with the transition. You normally do not need to explain why you are leaving.

A graceful resignation usually follows three steps: speak with your manager when practical and safe, submit your resignation in writing, and help prepare a reasonable handover. Note that just like your resume it will most likely become part of your employee file which is one of the reasons why it’s important to leave with a good impression. 

How to write a resignation letter

A resignation letter should be clear, professional, and easy to understand. You don’t need to write a long explanation or share every detail about why you’re leaving. In most cases, a few short paragraphs are enough.

Here’s how to write your resignation letter step by step.

State that you are resigning

Start with a direct statement that makes your intention clear. Mention your current position and the name of the company.

There’s no need to build up to the news. A simple and polite opening works best:

“Please accept this letter as formal notice of my resignation from my position as [job title] at [company name].”

Give your intended final day

Include the date you expect to be your last working day. This helps your manager and HR plan for your departure and prevents misunderstandings about your notice period.

Before choosing the date, check your employment contract, employee handbook, or company policy. Notice requirements can vary depending on your agreement and location.

“My intended final working day will be [date].”

Thank the employer briefly

Add a short thank-you for the experience, opportunities, or support you received during your employment. Keep it sincere and positive without feeling that you have to exaggerate.

For example:
“I’m grateful for the opportunities I’ve had to develop my skills and work alongside such a supportive team.”

If your experience wasn’t entirely positive, you can keep this part simple:

“Thank you for the opportunities I’ve received during my time at [company name].”

Offer transition assistance

If you’re able to help before you leave, offer reasonable support with the transition. This could include documenting your responsibilities, updating reports, handing over projects, or helping train a replacement.

“I’m happy to help make the transition as smooth as possible by preparing a handover and updating my current project documentation.”

Only offer what you can realistically complete during your remaining time. You don’t need to make open-ended promises or take responsibility for finding your replacement.

Close professionally

Finish your resignation letter with a brief, polite closing. You can wish the company well and include personal contact information if you would like to stay in touch.

“Thank you again for the opportunity to work at [company name]. I wish you and the team all the best.”

End with a professional sign-off and your name:

“Sincerely,
[Your name]”

If you’re submitting a printed letter, sign it by hand above your typed name. For a resignation email, your typed name is usually sufficient.

What not to include in a resignation letter

Your resignation letter may become part of your employee record and could be reviewed later by HR. Keep it factual, concise, and professional.

Even if you’re leaving after a difficult experience, your resignation letter usually isn’t the right place to share every frustration. Here’s what you should leave out.

Complaints and accusations

Avoid criticizing your manager, colleagues, or the company in your resignation letter. Angry comments may damage professional relationships and distract from the purpose of the letter.

If you need to report harassment, discrimination, unsafe conditions, or another serious workplace issue, document it carefully and use the appropriate HR, legal, or reporting process.

Unnecessary personal details

You don’t have to provide a detailed explanation of why you’re resigning. A simple statement such as “for personal reasons” is often enough.

Only share information that you’re comfortable having in your employee record. Details about your health, family, finances, or future plans can usually remain private.

Confidential information

Don’t include confidential company information, client details, internal data, passwords, or other sensitive material.

If you need to hand over projects or responsibilities, do so through the company’s approved systems. Your resignation letter should confirm your departure—not act as a complete handover document.

Promises you cannot fulfill

Offering to help with the transition can leave a positive impression, but be realistic about what you can complete before your final day.

Avoid promising to train a replacement, finish every outstanding project, or remain available after you leave unless you know you can do so. A more flexible offer works well:

“I’m happy to help prepare a handover and support the transition during my remaining time with the company.”

An emotional account of why you are leaving

Resigning can bring up strong emotions, especially if you’ve had a difficult time at work. Still, your resignation letter should focus on the practical details of your departure.

Avoid writing a long account of everything that went wrong or sending the letter while you’re upset. Write a draft, take a break, and review it before submitting it. Keeping your message calm and factual will help you leave as professionally as possible.

How much notice should you give?

The right amount of notice depends on your employment contract, company policy, position, and location. Before choosing your final working day, check your contract and employee handbook for any notice requirements.

Two weeks’ notice is a common professional practice in the US, but it isn’t a universal rule or always a legal requirement. Some employees may need to give more notice, while others may be able to resign with less.

Check your employment agreement

Your employment contract or collective bargaining agreement may specify how much notice you’re expected to give. Senior positions and roles with complex responsibilities sometimes require longer notice periods.

If your agreement includes a notice period, make sure your intended final day reflects it. Speak with HR if anything is unclear.

Consider your company and responsibilities

When possible, give your employer enough time to plan for your departure and arrange a handover. This may involve documenting your responsibilities, updating projects, or helping train a colleague or replacement.

You can give more notice than required if it works for you, but remember that your employer may decide you won’t work the entire proposed notice period, depending on your agreement and local rules.

What if you need to resign immediately?

Sometimes it isn’t possible to provide the usual amount of notice. Personal emergencies, health concerns, unsafe working conditions, or other serious circumstances may require you to leave sooner.

Keep your letter professional, state the date clearly, and provide only as much explanation as you’re comfortable sharing:

“Please accept this letter as notice of my resignation from my position as [job title], effective immediately.”

Leaving without the required notice could affect pay, benefits, references, or other contractual rights. If you’re unsure about the consequences, speak with HR or seek advice based on the laws that apply to you.

Should you resign by email or letter?

You can usually resign by email or with a printed letter. The best option depends on your workplace culture, company procedures, and whether you work remotely or in person.

Whichever format you choose, try to speak with your manager first when it’s practical and safe to do so. You can then submit your written resignation as a formal record of the conversation.

When to resign by email

Email is often the most practical choice in remote, hybrid, or paperless workplaces. It also creates a dated written record and can be sent easily to both your manager and HR.

Use a clear subject line, such as:

Resignation – [Your name]

The email itself can follow the same structure as a formal resignation letter. State that you’re resigning, give your intended final day, thank your employer briefly, and offer reasonable help with the transition.

When to use a printed letter

A printed letter may be appropriate in a more traditional workplace or when company policy requires one. It can also be a professional way to confirm your resignation after speaking with your manager in person.

Include the date, your manager’s name, the company’s details, and your signature. Keep a copy for your own records.

Check your company’s resignation process

Some employers require resignations to be submitted through an HR system, employee portal, or another formal process. Others may ask you to send the notice to both your manager and HR.

Check your employee handbook or ask HR what is required. The most important thing is that your resignation is clear, written, delivered to the right person, and submitted through an accepted channel.

Professional resignation letter template

A professional resignation letter should be clear, brief, and polite. It should confirm that you’re resigning, state your intended final working day, express appreciation, and offer reasonable help with the transition.

A resignation letter is much like any other business letter such as a cover letter. It consists of a letterhead, 3-4 paragraphs concerning your resignation, and a signature. 

Unlike a resume where you can choose between different formats, a resignation letter is pretty straightforward.

Use the template below as a starting point and adjust it to fit your position and circumstances.

Resignation letter template

How to customize the template

Replace every placeholder with the correct information and remove any optional sentences that don’t apply to your situation.

Keep the letter focused on the practical details of your departure. You usually don’t need to explain why you’re leaving or describe your next job. If you do want to include a reason, one short sentence is enough.

Before submitting the letter, check that:

• Your job title and company name are correct
• Your intended final working day is clear
• The date reflects any notice requirements
• Your transition offer is realistic
• Your personal contact information is accurate
• The tone remains positive and professional

If you’re resigning by email, paste the letter into the message body and use a clear subject line such as “Resignation – [Your name]”. You can paste the letter into the body of the email and sign with your typed name. For a printed letter, sign by hand above your typed name.

Resignation letter examples

Your resignation letter should reflect your situation, but the main message is always the same: clearly state that you’re resigning, give your intended final working day, and keep the tone professional.

Below are seven resignation letter examples you can copy and adjust.

Short and simple resignation letter

This short resignation letter includes only the essential information. It’s a good choice when you want to keep your message brief and professional.

Two weeks’ notice resignation letter

Use this example when you have decided to provide two weeks’ notice.

Email resignation example

A resignation email can be just as professional as a printed letter. Use a clear subject line and include the complete message in the body of the email.

Resignation letter for personal reasons

You don’t have to share private details when resigning for personal reasons. A simple explanation is normally enough.

Career change resignation letter

If you’re leaving to pursue a different career, you can mention it without naming your new employer or explaining your decision in detail.

Immediate resignation letter

Sometimes personal emergencies, health concerns, or other serious circumstances make it impossible to complete the usual notice period. Keep an immediate resignation letter clear and professional, and only share details you’re comfortable disclosing.

Before resigning without notice, check your employment agreement and company policy. An immediate departure could affect your pay, benefits, future reference, or other contractual rights.

Grateful and positive resignation letter

This example is suitable when you’ve had a positive experience and want to express your appreciation in more detail.

Resignation checklist 

Before you send your resignation letter, take a few minutes to review the details. A small mistake—especially in the date or recipient—can create unnecessary confusion.

Use this final checklist:

• Confirm that your manager’s name, your job title, and the company name are correct
• Check that your intended final working day matches the notice period that applies to you
• Remove any placeholders that you haven’t completed
• Make sure the tone is calm, polite, and professional
• Remove complaints, confidential information, and unnecessary personal details
• Check that any help you have offered is realistic
• Proofread the letter for spelling, grammar, and formatting errors
• Send it through the process accepted by your employer
• Save a dated copy for your own records

Once you’ve completed these checks, your resignation letter is ready to submit.

Next steps after resigning

Submitting your resignation letter makes your decision official, but there are still a few things to take care of before your final day. Handling them well can help you leave on good terms and start your next chapter with fewer loose ends.

Confirm the practical details

Ask your manager or HR to confirm your final working day and explain the company’s departure process.

Depending on your workplace and location, you may also need information about:

• Your final paycheck
• Unused vacation or paid time off
• Benefits and insurance
• Bonuses, commission, or expenses
• Retirement or pension arrangements
• Stock options or other employee benefits
• Your final tax and employment documents

Rules vary, so contact HR or seek appropriate advice if anything is unclear.

Create a useful handover

Your resignation letter should remain brief, but your handover can contain the practical information your colleagues need.

Include:

• Current projects and their status
• Upcoming deadlines
• Recurring tasks
• Important contacts
• The location of relevant files
• Outstanding decisions or potential problems
• Clear recommendations for the next person

Store the handover through an approved company system. Never include passwords or send confidential information to a personal account.

Agree on your remaining priorities

You may not have time to complete every task before you leave. Ask your manager which projects should receive your attention and which should be handed over.

For unfinished work, record what has been completed, what needs to happen next, and when the next deadline is. A clear status update is often more valuable than trying to rush everything to completion.

Prepare for the exit process

Your employer may arrange an exit interview or ask you to complete several administrative tasks. You may need to return:

• A laptop, phone, or other equipment
• Keys or an access card
• Documents and physical files
• Credit cards or other company property

Ask for confirmation that everything has been returned, especially valuable equipment.

Save the personal records you are entitled to keep

Before you lose access to company systems, download or request copies of personal employment records you are allowed to retain. These may include payslips, your employment agreement, benefit information, performance reviews, and training certificates.

Do not copy company documents, customer information, work samples containing confidential material, or other files you don’t have permission to keep.

Ask about references

If you have a good relationship with your manager, ask whether they would be comfortable providing a reference in the future. It’s usually easier to have this conversation before your final day.

You can also ask what information the company provides when contacted by a prospective employer, as some organizations only confirm job title and employment dates.

Say goodbye and stay connected

Take the time to thank the colleagues who made a difference during your time with the company. A short personal message is usually enough.

If you want to stay in touch, share your personal contact details or connect with colleagues on LinkedIn. The relationships you leave with may become valuable parts of your professional network in the future.

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