How to write a resignation letter (+ template)

May 02, 2022  •  Reading Time: 10 min.

You have decided to resign from your job and are in progress of writing a resignation letter to your current employer right now?

Maybe you are leaving for personal reasons, have been offered an amazing new position somewhere else, or choosing a totally different career path? No matter what your reasons for writing a resignation letter are, try to leave on a positive note. A good resignation letter is written in a professional manner, addressed to the appropriate person and also best given with two weeks notice. In this article, we’ll provide details on how to write a professional resignation letter and also have free templates for you that you may use for your own letter!

What is a resignation letter?

If you’ve found a new job and need to quit your current job, you should write a resignation letter out of professional courtesy.

With this written notice, you officially inform your employer that you are leaving your job. The letter may be sent as an e-mail and contains the details of your departure from the employment relationship, including the written notice of resignation and the end date of your work relationship with the company. It also automatically informs your supervisor that they must find a successor for the position.

Tip: If you are personally notifying your boss that you are quitting, it is best to have a printed copy of the formal notification ready.

Why should you write a letter of resignation?

Is it even necessary to write a letter of resignation?

Yes, because if you follow a professional procedure for your formal notice period, you will increase your chances of:

  • Letters of recommendation from your superiors
  • Positive marks when references are checked
  • The possibility of eventually returning to the employer
Cropped view of hands typing on laptop

When should you write a resignation letter?

What is the perfect time to write a formal document for your resignation?

If you can, submit the resignation letter as well in advance of your leaving as possible. A two weeks’ notice is considered the minimum here. Of course, there are also certain circumstances in which you may need to give notice on shorter terms.

What should good resignation letters include?

Is a simple resignation letter sufficient?

Let’s say you are handing in your two weeks’ notice letter and want to leave the company on a good note. Such resignation letters should contain the following details:

  • Today’s date
  • Company name and address
  • Resignation announcement
  • Your last day of work with a specific date
  • Your job title
  • Your expression of appreciation for the job opportunity
  • An offer to provide support during the transition period
  • Your name and signature

What are some great resignation letter examples?

To give you an overview of how good resignation letters are worded, we have a few examples for you before we take you through your own letter step-by-step:

Basic sample letter of resignation

Dear Ms. Cooper,

I would like to inform you that I am resigning from my position as Office Manager at … effective September 1.

Thank you very much for the professional and personal growth opportunities you have provided me over the past three years. I have enjoyed working for your company and appreciate the support I have received during my time with your organization.

If I can be of any assistance during this transition period, please let me know.

Sincerely,

Jennifer Davis

Sample two-week notice letter

Simple resignation letter

Dear Mr. Brady,

I am writing to inform you of my resignation from … , which will take effect two weeks from this date.

I have recently received an offer to work as a … at a growing startup company, and after careful consideration, I am excited to take this new direction in my career.

I am incredibly grateful for the opportunities I have had working at … over the past five years. It has been a wonderful experience to work for such a great company and to help accomplish your mission of … .

Thank you for the opportunities for personal growth and for the guidance you have given me. Please let me know if I can be of any assistance during this transition period. I wish you and your company all the best.

Sincerely,

Luke Connor

Resignation letter example: Career change

Dear Ms. Jones,

I am writing to inform you that I am resigning from my position as Marketing Manager at ABC Company effective July 31.

I have decided to commit myself to another career field. I have been very fortunate to have been given so many opportunities to learn and improve valuable skills during my time at your company. Your guidance and support have prepared me well for the future, and for that I am very grateful.

Please let me know how I can be of assistance during this transition period. I wish you and the company the best for the future.

Sincerely yours,

Tom Moore

How to write a resignation letter: Step-by-step

We hope we’ve gotten you off to a good start with the above resignation letter examples. Now it’s time to start writing your own official document:

1. Place your own address on top

It is best to put your personal details (name and address) first. If you use an official business letter template on your computer, it will automatically create the appropriate formatting for you.

2. Insert the current date

Add today’s date (or the date you will submit your letter) below your personal contact information.

Note: The date is very important because the company’s HR department will use it to officially commence your notice period.

3. Write the company address

Always include the company’s address on your formal notification.

4. Say that you want to resign

After addressing your supervisor in the salutation, the actual resignation letter begins. Make it clear in the opening paragraph that you want to resign. To do this, simply state your position title and the effective date of your resignation. It is very important for your employer that you immediately state the last day of work. This way they can plan their next steps accordingly, especially if you give short notice.

5. Only if you want to: Give reasons

Next, you may state your reason(s) for your leaving. These usually range from family reasons to retirement or even a career change.

Note: You do not have to state a particular reason on your resignation letter!

6. Thank your employer

It’s never wrong to thank your supervisor and highlight some things the company excelled at, as well as what you learned on the job. Acknowledge the opportunity your employer has given you and wish the company continued success.

Tip: Remember that you may need this company as a future reference, so keep your parting as positive as possible.

Lastly, explain that you will be happy to help with the transition process. This is best done in a few lines explaining that you will make sure your duties will be handed over smoothly.

7. Sign the resignation letter

If you are submitting your resignation letter in paper form, then you should include your written signature above your typed name. If you attach the resignation letter to an e-mail or write it directly into the e-mail text, just put the typed name.

Tip for email messages: If you state your request right in the subject line of the e-mail, your supervisor will know immediately that it is an important matter.

Business, finance and employment, female successful entrepreneur

Resignation letter templates

To make it even easier for you to write a resignation letter, we have drafted some examples for you. Just choose your favorite out of our resignation letter templates and fill it out with your own information!

Resignation letter template #1: E-mail resignation letter

[Date]

[Company name]

[Address of the company]

[City, state, zip code]

Dear [supervisor’s name],

I am writing to ask you to accept this letter as formal notification that I am resigning from my position as [position title] at [company name]. My last day will be [date of your final day].

Thank you for the opportunity to work in this position during the last [period you held the position]. I greatly appreciate that I had the opportunity of performing [your favorite responsibilities], and I learned [several things that you learned on the job] that I will be taking with me into my future career.

In my remaining time, I will be available to complete all of my assignments. Please let me know how I can be of assistance during this transition.

I wish the company continued success and hope we will stay in touch in the future.

Sincerely,

[Your name]

Resignation letter template #2: Two weeks notice

[Date]

[Company name]

[Address of the company]

[City, state, zip code]

[Your supervisor’s first name],

This letter is to notify you that I wish to resign from my position as [job title] with [company]. This will be effective two weeks from today [current date].

I greatly appreciate the time I have spent working here as [role]. I have learned a lot in this position, including [learned skills]. I believe that the knowledge I have gained will benefit me throughout my future career, and I am truly grateful for this opportunity.

If needed, I will be happy to help train new team members. I plan to perform my duties to the best of my ability during my last two weeks.

I hope we will keep in touch in the future and wish the company continued success.

Yours sincerely,

[Your handwritten signature]

[Your name]

Resignation letter template #3: Life situation

[Date]

[Company name]

[Address of the company]

[City, state, zip code]

Dear [supervisor’s name],

Please accept this letter as notice of my formal resignation from [position], effective immediately.

I sincerely apologize for the sudden timing of this announcement, however due to unforeseen circumstances, I have decided to resign.

Thank you for the opportunities you have provided in allowing me to pursue my interests in numerous areas. They have prepared me well for the challenges ahead, for which I am very grateful.

Please let me know how I can be of assistance during the transition period. I wish you and the company all the best for the future.

Sincerely,

[Your name]

Asian woman standing at deks in office with belongings in cardboard box

What should you not include in your resignation letter?

There are some things you should never write in a resignation letter.

For example, it is not appropriate to criticize your employer or colleagues and bombard them with complaints. Therefore, it is best to be as brief as possible – without seeming rude, of course. Therefore, highlight mainly the positive things and thank your employer for the opportunity they have given you.

Tip: Remember that you may need a reference or to contact your employer again at a later date.

When talking to colleagues about your resignation, also try to emphasize the positive things. Talk about how much you benefited from the job, even though you will now be moving on. Also, don’t brag about your new job, but be quietly happy that you found a great new job!

How to write a resignation letter: Conclusion

Use a letter of resignation to confirm your last day of work. It also serves as an official record to document your correspondence.

You should deliver the letter to your supervisor in person if you can. However, in cases where this is not possible, e.g. because you work remotely or unforeseen circumstances make it impossible for you to visit the company, you may also submit the letter of resignation via e-mail. By the way, you do not have to give your notice to the entire company by any means.

Your resignation letter does not need to include anything more than the statement that you are leaving and when your employment will end. However, it is nice to include a few positive remarks to leave your employer on a good note.

FAQ: How to write a resignation letter

How do you write a short resignation letter?

Tell your employer that you are leaving, give notice, express gratitude and ask if they need help with the transition.

Do you have to give 2 weeks notice?

A two-week notice period is considered standard by most employers in the United States. However, you are not legally required to give two weeks’ notice.

Is it okay to resign via e-mail?

Although it is generally best to give notice in person with a formal resignation letter, you may also resign via e-mail.

What should be in the subject line of your resignation e-mail?

“Resignation Notice — [Your name]” or “Two Weeks’ Resignation Notice: [Your name]”