Our customers have been hired at: *Foot Note
Whether you're moving on to a new role or shifting your focus to personal goals, a thoughtful resignation letter is key for leaving on good terms and maintaining professional relationships.
In this guide, we’ll walk you through how to write a resignation letter and provide sample resignation letters for various scenarios to help you navigate your career transition.
Jump to resignation letter examples:
What to Include in a Resignation Letter
A resignation letter serves as a formal notification of your intent to leave your position and provides a clear record of your last day of employment.
Express gratitude, maintain a positive and professional tone, and avoid any negative comments or criticism of the company or your colleagues.
Below is a sample resignation letter that shows what to include in each section:
What Not to Include in a Resignation Letter
Your resignation letter is a formal document that will become part of your employment file. It's important to keep it concise and professional.
Here’s what not to include in your resignation letter:
- Negative comments or complaints: Avoid airing grievances about your boss, coworkers, or the company. Keep your tone positive or neutral.
- Excessive detail about why you’re leaving: Personal reasons, better pay, or dissatisfaction with management are best left out of your resignation letter.
- Unprofessional language or tone: Even if you're leaving on bad terms, your letter should remain respectful and composed. Avoid sarcasm, slang, or emotional language.
- Criticism of company policies or culture: If offered, this type of feedback is better suited for an exit interview. Your letter should stay focused on your resignation.
- Future career plans (in detail): You don’t need to mention where you're going next unless it’s relevant or appropriate.
If you’re searching for a new role, we recommend using our Resume Builder to create a resume that showcases your skills and experience.
How to Write a Resignation Letter
The steps below detail how to write a letter of resignation that helps maintain a positive and professional relationship with your employer.
State your intent to resign and your last day of employment
State clearly and concisely that you are resigning from your position. Specify the date your resignation will be effective.
If possible, provide at least two weeks' notice unless otherwise specified in your contract. Take a look at the example resignation letter introduction below to get started:
“I am writing to inform you of my resignation as a Bank Teller at JOY Bank, effective September 15th.”
Express your gratitude
Thank your employer for the opportunity to have been part of their team and maintain a positive attitude. For example:
“Thank you for making me a part of your team. These four years have brought incredible professional and personal growth.”
Share your willingness to help with the transition
After thanking them, offer to help during the transition period, if feasible. Perhaps your manager will turn down the offer and assure you they’ll handle everything, but they’ll appreciate the gesture:
“Please let me know if I can be of any help to make this transition seamless during my remaining time at JOY Bank.”
If possible, print your resignation letter on high-quality paper and deliver it to your supervisor or HR department in person.
If you are remote or unable to meet, emailing a PDF version of your resignation letter with an electronic signature will work.
Resignation Letter Template
Follow the template below to start writing your resignation letter. You can build your letter using one of our cover letter templates for a polished and professional layout.
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient's Name]
[Their Job Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient's Name],
I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date above].
This decision was not made lightly, as I have truly appreciated the opportunities for growth and the support I've received during my time here. I’m grateful for the experience and the chance to be part of a dedicated team.
I will do my best to ensure a smooth transition by completing outstanding tasks and assisting in any way needed during my notice period. Please let me know how I can help make this process as seamless as possible.
Thank you again for the opportunity. I wish you and the company continued success.
Sincerely,
[Your Name]If you don’t have a new job lined up, we recommend exploring our resume examples to create a resume that stands out to hiring managers.
Resignation Letter Examples
Below you’ll find letter of resignation examples for various scenarios. You can use these as a starting point to craft your resignation letter.
Simple resignation letter examples
These are general resignation letters that you can use for many circumstances. They keep it simple and straight to the point.
Two weeks’ notice
Short
Basic
Short-notice resignation letter examples
Most employers expect a two-week notice when you resign. However, in some situations, you will need to write a short notice or immediate resignation letter.
It is important to remain gracious and professional in a resignation letter effective immediately, regardless of the circumstances. Reference the examples below for guidance.
Less than a weeks’ notice
Immediate notice
New opportunity resignation letter examples
Find the perfect letter of resignation example to announce your departure professionally while expressing gratitude.
Dream job offer
New job opportunity
Career transition
Family or medical matters resignation letter examples
Unexpected situations and significant life changes, such as health issues or family circumstances, can necessitate a resignation.
Explore resignation letter examples for personal reasons below. If you cannot give two weeks’ notice, we recommend referring to our resignation letter samples that are effective immediately.
Health reasons
Maternity leave
Family matters
Temporary or part-time job resignation letter examples
There are times when a temporary or part-time job doesn't turn into a permanent position, or a new opportunity arises that better suits your career path.
Take a look at how to write a resignation letter when quitting a part-time job.
Internship
Part-time job
Are Resignation Letters Required?
Although some companies don’t officially require a formal letter of resignation, it is highly recommended that you send one anyway. You can check your employee handbook to determine the protocol for your place of work.
A resignation letter does more than just formalize your departure from the company. It’s also a professional courtesy that helps you maintain your reputation, exit your job gracefully, and transition smoothly into your next role.
Here are some reasons you should send a resignation letter when you leave a job:
- Establishes a formal record: A resignation letter serves as official documentation of your intent to leave the company, including your last working day. This helps protect you and your employer in case of any misunderstandings or disputes.
- Supports a smooth transition: A clear resignation letter gives your employer time to plan for your replacement and reassign responsibilities, which can help ensure a more seamless transition for the team.
- Maintains positive relationships: Leaving on good terms can benefit your future career, whether through references, networking, or a potential return to the company down the road. A respectful resignation letter helps preserve those connections.
- Leaves a positive final impression: How you exit a job can impact your professional reputation. A well-written resignation letter helps leave a lasting, favorable impression on your employer.
When to Submit Your Resignation Letter
Submitting your resignation letter at the right moment gives your team time to prepare for your departure and helps you maintain a positive professional reputation.
Many employers require a specific notice period, often outlined in your contract or employee handbook. Two weeks is standard, but some roles or industries may require more notice.
If possible, provide enough notice to allow for knowledge transfer, training a replacement, or wrapping up major projects.
It’s best to have a direct conversation with your supervisor before submitting your written resignation. This shows professionalism and allows you to explain your decision in person.
When it comes to handing in a resignation letter, it's important to be professional and respectful in order to maintain a positive relationship with your employer.
How to Deliver Your Resignation Letter
Depending on the circumstances of your resignation, you may or may not want to bring your formal letter of resignation with you when you meet with your manager.
For instance, if your final day is flexible or you are open to negotiating a raise if your manager offers one, you can hand in your official letter after this initial meeting.
However, if you are certain that you are leaving for a new job, an upcoming move, or another reason, you can bring your resignation letter with you when you meet with your manager and hand it to them following your verbal discussion.
The method you choose for delivering your resignation letter should reflect professionalism and courtesy, ensuring a respectful and smooth departure. Here are a few additional tips:
- Speak to your manager first: Whenever possible, have a face-to-face or virtual conversation with your direct supervisor before submitting your letter. This allows you to explain your decision personally and sets the stage for a smooth transition.
- Follow up with a written letter: After your conversation, submit your resignation in writing. This serves as official documentation for HR and outlines your intended last day.
- Use the appropriate format: If your workplace is formal, print and sign a physical letter to hand in. In more modern or remote settings, a professional email with an attached letter (or a well-written email alone) is typically acceptable.
- Be mindful of timing: Deliver your resignation at the start or end of the day when your manager is less likely to be overwhelmed. Avoid announcing your departure in a rushed or public setting.
- Keep the tone professional: Whether you deliver it in person or via email, remain respectful and calm. This isn’t the moment for venting or discussing grievances.
Is It Acceptable to Send a Resignation Letter by Email?
It is best to notify your manager of your resignation in person (or by video call if you work remotely). If you do not hand your resignation letter to your manager during this initial meeting, it is perfectly acceptable to email the letter to them afterward.
Within 24 hours of meeting with your manager, send your official resignation letter via email. Download your letter as a PDF or Word document and attach it to the email rather than writing it directly in the body of the email.
The subject line should be clear and concise and should convey the purpose of the email. Here are a few suggestions for the subject line:
- Notice of Resignation [Your Name] – [Planned Date]
- Resignation Letter – [Your Name]
- Formal Resignation – [Your Name]
- Resignation Effective [Date] – [Your Name]
- Departure Announcement – [Your Name]
- Thank You and Resignation – [Your Name]
Choose a subject line that is professional and to the point. Keep in mind that the subject line is the first thing the recipient will see, so it should accurately reflect the content of the email.
In the body of the email, you can briefly address your employer and any additional recipients, thanking them for their guidance throughout your time at the company and notifying them that you attached your official letter of resignation.
Key Takeaways
- It's important to send a professional resignation letter to maintain a positive employee-employer relationship.
- Your resignation letter should be short and sweet and should not include any negative comments.
- You can use resignation letter examples to help craft your resignation letter according to the circumstances of your departure.
- After notifying your employer face-to-face that you are resigning, you can hand in your resignation letter in person or attach it to a professional email.
FAQ
Do you send a resignation letter to HR or your manager?
Your resignation letter should be addressed to and first shared with your direct manager or supervisor rather than HR.
It’s a professional courtesy to inform your immediate manager personally before anyone else, as they are most directly impacted by your departure.
After you’ve had that conversation and submitted your letter to your manager, depending on your company’s internal process, you or your manager may share it with human resources.
HR will typically handle the administrative aspects of your resignation, such as final pay, benefits, and exit paperwork.
When should you resign from a job?
Maybe your first professional job wasn’t what you expected (for future reference, here are five things to expect from your first job). Or maybe you no longer feel challenged and fulfilled by your day-to-day tasks.
Ultimately, the decision to leave your job boils down to whether you feel the position is moving you toward your professional goals.
If you decide it’s time to move on, you can always refer back to this guide to craft the perfect resignation letter that maintains a positive relationship between you and your employer.
Explore our guide on the top high-income skills to learn to open up new career opportunities and maximize your earning potential. We also recommend checking out current RTO trends for insight into the future of workplace expectations.
How do you address a resignation letter?
When addressing a resignation letter, you should use a professional and formal tone. Follow the same conventions that you would when addressing a cover letter. Here’s how to address your resignation letter:
- Start with the date: Write the date you’re submitting the letter at the top left corner of the page.
- Add the employer’s contact information: Below the date, write the employer’s name, job title, and company name, followed by the company’s address.
- Add your contact information: Below the employer’s contact information, write your name, job title, and address.
- Add the salutation: Use a formal greeting, such as “Dear [employer’s name].”
Remember to keep the tone professional and positive throughout the letter, even if you are leaving due to negative circumstances.
Should I notify my colleagues about my resignation?
Whether or not you inform your colleagues about your resignation may depend on the specific circumstances and the culture of your workplace. However, it is generally a good idea to inform your colleagues about your resignation before you leave. Here are a few reasons why:
- Maintain positive relationships: Informing your colleagues about your resignation can help to maintain positive relationships, as it shows that you respect and value their contributions to the team.
- Facilitate a smooth transition: Letting your colleagues know about your resignation in advance can help to facilitate a smooth transition, as they will have time to prepare for your departure and make arrangements to cover your workload.
- Provide closure: Sharing your resignation with your colleagues can provide a sense of closure for both you and your colleagues, as it allows you to say goodbye and express your appreciation for their support.
- Networking opportunities: Informing your colleagues about your resignation can also provide networking opportunities, as they may be able to offer recommendations or referrals for future job opportunities.
It’s important to be tactful and discreet when informing your colleagues about your resignation. Respect any confidentiality agreements you may have signed and avoid sharing any negative feelings or criticisms about your employer or colleagues.
How should you format a resignation letter?
The best resignation letter format is a professional and formal letter that clearly communicates your intention to resign and expresses gratitude for the opportunity to work with the company. Here are some tips for formatting a resignation letter:
- Use a standard business letter format: Your resignation letter should be formatted like a standard business letter, with a header, date, salutation, body, closing, and signature.
- Use a clear and readable font: Choose a professional font such as Times New Roman or Arial, 10-12 points in size.
- Use short paragraphs: Make your resignation letter easy to read by using short paragraphs, with one idea per paragraph.
- Highlight important information: Use bold or italic fonts to highlight important information, such as the date of your last day of work.
Remember that your resignation letter is a formal document that will be kept on record, so it’s important to present a professional image. Our cover letter format guide offers additional guidance and examples for creating a formal business letter.
How do you discuss resignation during a job interview?
Explaining your reasons for leaving a past role during a job interview is an important part of the hiring process. Here are some tips on how to do it effectively:
- Focus on the positive: Instead of dwelling on the negative aspects of your previous job, focus on what you learned from it and how you will apply these skills in your new role.
- Keep it professional: When discussing your reasons for leaving a job, it’s important to maintain professionalism. Avoid speaking negatively about your previous employer and instead focus on the reasons why the new opportunity is a better fit.
- Be concise: Keep your explanation brief and to the point. You don’t need to go into great detail about your reasons for leaving, but you should provide enough information to satisfy the interviewer’s curiosity.
By being honest, focusing on the positive, and maintaining a professional demeanor, you can effectively communicate your reasons for leaving and make a strong impression on the interviewer.
Check out this networking advice for actionable tips on how to connect with professionals in your field.
How we reviewed this article
Since 2012, we have helped more than 11 million job seekers. We want to make your career journey accessible and manageable through our services and Career Center’s how-to guides and tips. In our commitment to bring you a transparent process, we present our Editorial Process.
Rate this article
Resignation Letter Examples & Guide
Elizabeth is a Certified Professional Resume Writer (CPRW) and a member of the Professional Association of Résumé Writers & Career Coaches. She holds a bachelor’s degree in English and has worked in the career industry for two years.
More Articles by Elizabeth Muenzen, CPRWOur customers have been hired at:*Foot Note
