How to Write a Resignation Letter (Template and Examples)

5 November 2026 · 6 min read

A resignation letter should state that you are resigning, name your position, give your last working day, and thank your employer. Optionally, it can offer help with the handover. Keep it short (one page or less), positive in tone, and free of complaints. Tell your manager in person or on a call first, then send the letter so there is a written record.

That's all a resignation letter needs to do. Its job is administrative: it confirms the decision and the dates. The rest of this guide covers notice periods, what to leave out, a full template, and examples for different situations.

Why the letter matters

Even if you've already told your manager, the letter matters because:

• HR uses it to start the exit process: final pay, benefits, return of equipment.
• It fixes your notice period start date, which can affect your final pay and contract obligations.
• It sits in your personnel file, and future reference requests may be handled by people who never met you.

A calm, professional letter protects you. An angry one stays on file long after you've forgotten why you were angry.

Before you write: check your notice period

Look at your employment contract or staff handbook. It will usually say how much notice you must give and in what form (some contracts require written notice). Common arrangements range from no fixed requirement to several weeks or months, depending on the country, the role and seniority. If your contract is silent, local employment law or common practice in your field applies. When in doubt, ask HR.

Count the notice period from the day you hand in the letter, not the day you decided to leave.

Tell your manager first

Your manager shouldn't find out from an email or from HR. Ask for a short private meeting or call, say you've decided to leave, give your planned last day, and mention you'll follow up in writing. Then send the letter the same day.

What to include

1. Date at the top (for printed letters) or simply the email's timestamp.
2. A clear statement of resignation. "Please accept this letter as formal notice of my resignation from my position as [title]."
3. Your last working day. Use a specific date.
4. Thanks. One or two sincere sentences about what you valued.
5. Handover offer. A line about helping with the transition.
6. Sign-off with your name and, for printed letters, a signature.

What to leave out

• Grievances. If you have serious concerns, raise them in an exit interview or through the proper channel, not in this letter.
• Comparisons with your new employer or details of your new salary.
• Excessive explanation. You don't need to justify leaving. "I've accepted a new position" or "for personal reasons" is plenty, and nothing at all is also fine.
• Promises you can't keep, such as being available after you leave.
• Negotiation. If you're hoping for a counter-offer, have that conversation before resigning, not in the letter.

Resignation letter template

[Your name] [Your address or email] [Date]

[Manager's name] [Title] [Company name]

Dear [Manager's name],

Please accept this letter as formal notice of my resignation from my position as [job title] at [company]. In line with my [notice period] notice period, my last day of work will be [date].

Thank you for the opportunities I've had during my time here. I've particularly valued [specific thing: a project, the team, mentoring, learning a skill], and I'm grateful for your support.

Over the coming weeks I'll do everything I can to make the transition smooth, including documenting my current work and helping to train whoever takes over my responsibilities.

I wish you and the team continued success.

Sincerely, [Your name]

For an email resignation, drop the address block and use a subject line like "Resignation: [Your name], [Job title]."

Example 1: Leaving for a new job

Subject: Resignation: Aisha Karim, Marketing Executive

Dear Owen,

Following our conversation this morning, please accept this email as formal notice of my resignation from my role as Marketing Executive. My last day will be Friday 5 December, which reflects my four-week notice period.

I've accepted a position that will let me focus on product marketing, and it was a difficult decision. Working on the spring campaign with you and the team was the highlight of my time here, and I've learned a great deal from your feedback.

I'll prepare handover notes for my open projects and the social calendar, and I'm happy to brief whoever covers my work.

Thank you again for everything.

Best regards, Aisha Karim

Example 2: Short notice for personal reasons

Subject: Resignation: Mark Doyle, Warehouse Supervisor

Dear Ms. Hughes,

I'm writing to formally resign from my position as Warehouse Supervisor for personal reasons. I understand my contract requires two weeks' notice, and my last day will be Wednesday 19 November.

I'm grateful for the support I've received over the past three years. Before I leave, I'll make sure the rota for December is complete and walk the shift leads through the stock-check process.

Kind regards, Mark Doyle

Notice how neither example explains in detail or apologises repeatedly. They state, thank and help.

Tone: positive, brief, specific

The difference between a generic and a thoughtful resignation letter is one specific detail. "Thank you for the opportunity" is fine. "Thank you for trusting me with the client migration project in my first year" shows you mean it.

If you draft the letter while emotional, set it aside for a few hours. Then read it as if your next employer were reading it. Tools like a tone changer can help you see a more neutral version of a sentence that sounds tense, and a final pass with a grammar checker catches small errors that undercut an otherwise polished letter.

After you send it

• Ask HR what the exit process involves: final pay date, unused holiday, pension or benefits, return of equipment.
• Write proper handover notes. People remember how you left more than how you started.
• Stay engaged until the last day.
• Say goodbye to colleagues, and if you'd like a reference later, ask your manager whether they'd be willing. You might also send a separate thank-you note on your last day.

FAQ

Can I resign by email?

Usually yes, unless your contract requires a signed letter. Many people email the letter as an attachment or in the body after telling their manager in person. Check your contract if unsure.

Do I have to give a reason for resigning?

No. A brief reason is optional. "I've accepted a new role" or "for personal reasons" is common, and leaving the reason out entirely is also acceptable.

Can my employer refuse my resignation?

In most employment arrangements, resignation is your decision, though you're generally expected to work your notice period as set out in your contract. Your employer may sometimes agree to a shorter notice period or ask you not to work it. Rules vary by country and contract, so check yours or ask HR.

Should I mention problems at work in my resignation letter?

It's usually better not to. Raise serious issues through HR or an exit interview, where they can be addressed properly. The letter itself should stay factual and courteous.