A resignation letter tells your employer two things: you’re leaving, and the date of your last day. That’s really all it has to do. You don’t owe anyone an explanation, and the best letters fit comfortably on one page.
Below you’ll find how each part works, what to leave out, and eight templates you can adapt in a few minutes. If you only remember one thing, make it this: put your decision and your last working day in the first two sentences.
A few other habits save trouble later. Check your contract or employee handbook for the notice period before you pick a date. Keep any reason short (or skip it), and keep the tone neutral even if you’re leaving unhappy. Tell your manager in person or on a call first, send the letter the same day, and keep a copy. And be prepared to go sooner than you planned, because some employers end employment the day you resign.
Why a resignation letter still matters
Start with a conversation. The letter does a different job. It creates a written record.
HR uses it to set your final date, process your final pay and any unused vacation time, and close your accounts. You might need it too, as proof of when you gave notice, if a question ever comes up about your notice period or your final paycheck. It also stays in your employment file, so keep it calm and professional.
Before you write: three things to check
1. Your notice period
If you have an employment contract, offer letter or employee handbook, it may say how much notice you must give. Some countries also set a statutory minimum. In the United States, two weeks is a common courtesy for many roles, but it usually isn’t a legal requirement unless your contract says so. Elsewhere the rules can be stricter. In the UK, for example, GOV.UK explains your notice obligations when you resign.
Not sure? Ask HR what your contract requires before you commit to a date in writing. This article is general guidance, not legal advice.
2. Your last working day
Notice usually starts when your employer receives the letter, but contracts and local laws count it differently, so check how yours does. Then write the actual date (“Friday, November 13”) rather than “two weeks from today.”
If you have vacation days left, ask HR whether they’ll be paid out or taken during your notice period. Policies differ, and in the US so do state laws.
3. Who should receive it
Your direct manager. Copy HR if that’s the usual practice where you work. Some companies have a formal process, like an HR portal or a specific form. If yours does, use it as well as the letter, or instead of it.
How to write a resignation letter, step by step
Step 1: Header
For a printed letter, put your name, the date, your manager’s name and the company name at the top. Email takes care of the date and sender for you, so use a clear subject line instead, such as Resignation: Jordan Lee.
Step 2: Salutation
“Dear Maria,” works anywhere. “Hi Maria,” is fine if your workplace is informal. Skip “To whom it may concern.”
Step 3: Statement of resignation
Get straight to it: “Please accept this letter as formal notice of my resignation from my position as Customer Support Specialist. My last working day will be Friday, November 13.”
Step 4: A brief, positive line (optional)
A sentence or two of thanks is plenty. Mention something real, like a skill you picked up or a project you liked. If you can’t say anything positive and mean it, leave this part out. Forced gratitude reads badly.
Step 5: Transition offer
Offer practical help with the handover, such as notes or briefing whoever takes over your accounts. Don’t promise more than you can deliver in your notice period.
Step 6: Closing and signature
“Kind regards,” or “Sincerely,” then your full name. Add a personal email address if you’d like colleagues to reach you once your work account is closed.
What not to put in a resignation letter
- Complaints or criticism. Save constructive feedback for an exit interview. The letter stays on file.
- Details of your new salary or employer. You don’t have to share them.
- Vague dates. “In a couple of weeks” makes your final pay and last day harder to pin down.
- Emotional language. If you can, sleep on it and reread the letter the next morning.
Resignation letter example
Subject: Resignation: Jordan Lee
Dear Maria,
Please accept this letter as formal notice of my resignation from my role as
Customer Support Specialist at Northwind Inc. My last working day will be
Friday, November 13.
I'm grateful for the past three years, especially the chance to build our
help-center content from scratch and to mentor new team members.
Over the next two weeks I'll document my open tickets and macros and hand my
key accounts over to whoever you choose. I'm happy to help with the transition.
Thank you for your support.
Kind regards,
Jordan Lee
jordan.lee@example.com
8 resignation letter templates
Swap out the text in square brackets. Each one works as a printed letter or as the body of an email.
Template 1: Simple resignation letter
Dear [Manager's name],
Please accept this letter as notice of my resignation from my position as
[job title] at [company]. My last working day will be [date].
Thank you for the opportunities I've had here. I'll do my best to make the
handover smooth before I leave.
Sincerely,
[Your name]
Template 2: Resignation for a new job
Dear [Manager's name],
I'm writing to formally resign from my role as [job title]. I've accepted
a position that will help me grow in [area, e.g. data analysis], and my last
working day will be [date].
I've valued working with you and the team, particularly [specific project or
experience]. Before I leave I'll [handover task, e.g. finish the Q4 report
and document my processes].
Best regards,
[Your name]
Template 3: Resignation with short or no notice
Check your contract first. Leaving without the required notice can have consequences.
Dear [Manager's name],
Please accept this letter as notice of my resignation from my role as
[job title], effective [date]. I'm sorry I can't give the usual notice
period. Because of [brief reason, e.g. a family situation that needs my
full attention], I need to leave sooner than planned.
I'll send handover notes on [specific items] before my last day, and I can
answer short questions by email for [period] afterward.
Thank you for understanding.
Sincerely,
[Your name]
Template 4: Resignation for personal reasons
Dear [Manager's name],
I'm writing to let you know that I'm resigning from my position as
[job title] for personal reasons. My last day will be [date].
I appreciate the support I've had here and will make sure my work is
handed over properly before I leave.
Kind regards,
[Your name]
Template 5: Resignation for health reasons
You don’t need to share medical details. A general statement is enough.
Dear [Manager's name],
Please accept this letter as my resignation from my role as [job title],
with my last working day on [date]. After a lot of thought, I've decided to
step away to focus on my health.
Thank you for your understanding and for the support the team has shown me.
I'll prepare handover notes for [tasks] before I go.
Sincerely,
[Your name]
Template 6: Resignation due to relocation
Dear [Manager's name],
I'm writing to resign from my position as [job title], as I'm moving
to [city/country]. My last working day will be [date].
If a remote arrangement would help the business, I'd be glad to talk about
it. If not, I'll make sure everything is documented and handed over before
I leave.
Best regards,
[Your name]
Template 7: Resignation to return to study
Dear [Manager's name],
Please accept this letter as notice of my resignation from my role as
[job title]. I've been accepted onto [program] at [institution], and my
last working day will be [date].
What I've learned here, especially in [skill], is a big part of why I feel
ready for this step. Thank you for your support.
Kind regards,
[Your name]
Template 8: Resignation after a short time in the job
Dear [Manager's name],
I'm writing to resign from my role as [job title], with my last working day
on [date]. I've realized the role isn't the right long-term fit for me, and
I think it's fairest to say so early.
Thank you for the welcome and the training. I'll finish [task] and pass on
my notes before I leave.
Sincerely,
[Your name]
How to hand in your resignation letter
- Book a short meeting with your manager. A video call is fine if you’re remote. They should hear it from you, not from a colleague.
- Send the letter right after the conversation, by email or through your HR system, so the notice date is on record.
- Agree on the announcement. Ask how and when the team and clients will be told.
- Start your handover list that week. If you work from home, returning equipment and handing over accounts takes extra planning, so see our guide on how to resign from a remote job.
If you’re resigning by email only, our resignation email guide has subject lines and short samples. For the conversation itself, read how to tell your boss you’re quitting.
FAQ
Do I have to give a reason for resigning?
Usually not. The letter only needs your intention to leave and your last day. If you want to give a reason, one neutral sentence is enough.
How much notice should I give?
Your contract or company policy comes first, and in some countries local law sets a minimum. Where nothing is specified, two weeks is the usual professional courtesy in the US. Our two weeks notice letter guide goes into more detail, and we’ve also covered the risks of giving one week’s notice instead of two.
Can I resign by email?
Yes. Most workplaces accept an email as written notice, though some contracts require a signed letter, so check yours. Talk to your manager first anyway.
Should I sign the letter?
On a printed letter, sign above your typed name. For an email, your typed name is normally enough unless HR asks for a signed copy.
Can my employer refuse my resignation?
Generally, no. An employer can’t stop you from resigning, but they can hold you to the notice period in your contract. It can also go the other way. In the US, where most jobs are at-will, an employer can accept your resignation effective immediately and may not pay you for the rest of your notice period. Elsewhere, some contracts allow “garden leave” (paid time off for the rest of your notice period) or payment in lieu of notice. If your situation is complicated, ask HR or an employment adviser in your country.
What if they make a counteroffer?
Take a day or two. Would the reasons you started looking really change? Decide, then reply in writing.
After you’ve sent it
Now it’s about a clean handover and your next role. If you’re still searching, browse remote jobs on Jobera or start from the full job search. And if your resume needs a refresh, the Jobera resume builder is a quick place to do it.
The Jobera Editorial Team researches, writes and updates Jobera’s career guides. Each guide is based on primary sources such as government agencies and professional certification bodies and is reviewed for accuracy before publication.