Resigning from a job is an exciting but scary experience. On one hand, you’re likely pursuing a better opportunity, such as a new job or starting your own business. On the other hand, it can be uncomfortable to walk away from a familiar team and a stable job.
With a resignation letter, you can make sure to keep doors open and leave your soon-to-be-former employer on a positive note. Here’s how to write a resignation letter, with examples.
What is a resignation letter?
A resignation letter is a formal document that lets your employer know you want to leave your current role. It can be hand-delivered to your boss’s desk or sent via email. It should include your official last day of work, a thank you for your time at the company, and any other details about your exit plan.
In most cases, you’ll need to submit your resignation letter at least two weeks before your last day. This gives you and your employer time to wrap up your projects and make suitable provisions for handing over your work to an existing or newly hired employee.
Why is a resignation letter important?
Not only is a resignation letter a crucial part of the formal resignation process, it also helps you leave on amicable terms. Including relevant information about your departure and expressing gratitude for your time at the company can help smooth the transition and ensure you leave on a positive note.
Here are the main benefits of a resignation letter:
- Leaves you on good terms with your employer and ensure a positive future reference
- States your intentions and your last official day of work
- Allows time for your employer to find or start looking for a suitable replacement
- Helps the human resources department (HR) stay organized and maintain up-to-date employment information
- Outlines your experience with the company
- Helps foster a smooth transition
How to write a letter of resignation
- Figure out the recipient of your resignation letter
- Lay out all the details upfront
- Include four key sections
- Add a personal touch
You know you’re ready to leave, but how do you professionally share that with your employer?
1. Figure out the recipient of your resignation letter
Before you put pen to paper, identify the best person to send your resignation letter to: Your direct manager? The HR department? The CEO? The right recipient will depend on the size and organizational structure of the company and your role within it. For example, if you’re working for a small team of just 10 people, it might be best to send your resignation letter to the owner or CEO. If you’re unsure, ask your manager or the HR department to whom it would be best to address the letter.
Finding the right recipient is important because it can impact the tone and content of your resignation letter. If you’re emailing a faceless entity in HR, your letter should be professional and formal in tone. If your resignation letter is going to a manager who you’ve worked with for years, it can be less formal and more personal.
2. Lay out all the details upfront
Cut to the chase and include a statement of resignation in your opening paragraph. This should include your current role, your intention to resign, and the date you plan to leave. It can be tempting to kick off your resignation letter with an apology and gushing gratitudes, but try to keep it strictly factual. Your employer will need the necessary information about your departure to plan their next moves.
Example: This letter is to inform you that I am resigning from my position as [your position], effective [last official day].
3. Include four key sections
Your resignation letter should be short and sweet, but it also needs to deliver the relevant information your employer needs to officially process your resignation.
These are the four key sections you should include:
- Statement of resignation: Include your intentions to resign and the date of your last official work day.
- Gratitude: Briefly thank your employer for the opportunities they’ve provided (even if you’re happy to be leaving)—this will ensure you leave on good terms.
- Handover details: Share how you plan to make the transition as smooth as possible. Are you willing to train other team members? Will you create a detailed handover document for your replacement?
- Professional wrap-up: Close your letter of resignation with a concise, formal conclusion, and let your employer know how and where they can get in touch with you in the future.
4. Add a personal touch
Most resignation letters are formulaic and need to include certain information required by your employer. However, that doesn’t mean you can’t add a personal touch, especially if you’ve worked there for a long time or have a close relationship with your manager and teammates.
You can add a personal touch by:
- Expressing gratitude for your time at the company
- Sharing some of your favorite parts of the job and learning experiences
- Highlighting what you’ll take away from the role
- Detail any professional development or growth you experienced while working there
You don’t need to explain your personal circumstances around leaving, but it can create a positive experience if you share what you’ve gained from your role.
Resignation letter templates
Below are a few sample resignation letters. They generally include three parts: the resignation, the thank you, and the next steps. You can modify the samples for your own purposes.
Resignation letter sample 1
The first example letter is the two weeks’ notice of resignation—the industry standard. This letter is short but to the point, while covering all the bases.
Dear [manager name],
Please accept this letter as my official two weeks’ notice, as I am resigning from my position as [job title] with [company]. My last day of employment will be two weeks from today, on [date].
I am so grateful for the opportunities I have been given at [company], as well as for your professional support.
Over the next two weeks, I plan to wrap up [list projects and tasks]. I am also willing to help with training someone else to take over my responsibilities, as well as hiring and onboarding a replacement during these next two weeks.
Please let me know if there’s anything else I can provide to make it a smooth transition period. Thank you again for the opportunities, and I hope you stay in touch.
Kind regards,
[employee name]
Resignation letter sample 2
The next sample resignation letter also includes three parts: the resignation, the thank you, and the next steps. You can modify this for your own purposes.
Dear [manager name],
I am writing to formally notify you that I am resigning from my position as [job title] with [company]. My last day of employment will be [date].
I appreciate the opportunities I have been given at [company], as well as your professional guidance and support. The experience and skills I’ve gained will stick with me throughout my career.
I’d like to spend the rest of my time wrapping up [project] and handing over [responsibilities]. I am also willing to help with hiring and training my replacement during that time. Please let me know if there’s anything else you need from me during the transition.
I wish [company] continued success, and hope to keep in touch in the future.
Sincerely,
[employee name]
Resignation letter sample 3
This final example letter is perfect if you’re planning to leave your current job to pursue entrepreneurship.
Dear [manager name],
Please accept this official letter of resignation from my position as [job title] with [company name]. My last day of employment will be [date].
I have decided to pursue entrepreneurship and go all in with my business idea of [business idea]. I appreciate the opportunities I have been given at [company name], as well as your professional guidance and support. I’m excited to take all that I learned during my time here and apply it to future roles and opportunities.
I’d like to spend the rest of my time wrapping up [project] and handing over [responsibilities]. I am also willing to help with hiring and training my replacement during that time. Please let me know if there’s anything else you need from me during the transition.
I wish [company] continued success, and hope there will be an opportunity for us to do business together in the future.
Sincerely,
[employee name]
5 resignation letter examples
- Resigning for a new opportunity
- Resigning for a new opportunity
- Resigning for personal reasons
- Resigning with immediate effect
- Resigning to start a business
Here are some examples using the above templates and tips. Your resignation letter should include all the relevant information, but you can also add your own personal touch and details if it feels right.
Resigning for a new opportunity
Dear Jen,
Please accept this letter as my official two weeks’ notice, as I am resigning from my position as Content Marketing Assistant with Maximum Marketing. My last day of employment will be two weeks from today, on Feb. 2, 2024.
I am so grateful for the opportunities I have been given at Maximum Marketing, as well as for your professional support.
Over the next two weeks, I plan to wrap up the Q1 ad campaign and the Dry Tonics’ landing page. I’m also happy to help train someone else or offer my support while you onboard my replacement.
Please let me know if there’s anything else I can provide to make it a smooth transition period. Thank you again for the opportunities, and I hope you stay in touch.
Kind regards,
Lizzie
Resigning for a new opportunity
Dear Tom,
I am writing to formally notify you that I am resigning from my position as Sales Coordinator with Eternal Electronics. My last day of employment will be Feb. 2, 2024.
I appreciate the opportunities I have been given at Eternal Electronics, as well as your professional guidance and support. The experience and skills I’ve gained will stick with me throughout my career.
I’d like to spend the rest of my time wrapping up the January outreach campaign and handing over my CRM of contacts. Please let me know if there’s anything else you need from me during the transition.
I wish Eternal Electronics continued success, and hope to keep in touch in the future.
Sincerely,
Lizzie
Resigning for personal reasons
Dear Bev,
It’s with sadness that I’m writing to hand in my resignation from the role of Community Manager with Purely Probiotics, effective Feb. 2, 2024.
I have thoroughly enjoyed my time working with you and the team and appreciate all the opportunities I’ve been given along the way. The experience and skills I’ve gained will stick with me throughout my career.
Before I leave, I’ll finish writing the latest blog content and hand over my Q1 strategies to Paul and the rest of the team. I hope we can work together in the future.
Sincerely,
Lizzie
Resigning with immediate effect
Dear Asif,
This is my formal resignation from the role of Social Media Manager with One Two Tech, effective immediately.
I am so grateful for the opportunities I have been given at One Two Tech, as well as for your professional support.
Please let me know if there’s anything else I can provide to make this a smooth transition. Thank you again for the opportunities, and I hope you stay in touch.
Kind regards,
Lizzie
Resigning to start a business
Dear Rachel,
Please accept this official letter of resignation from my position as a Software Engineer with Marvelous Maps. My last day of employment will be Feb. 2, 2024.
I have decided to pursue entrepreneurship and go all-in with my business idea of creating interactive geography quizzes. I appreciate the opportunities I have been given at Marvelous Maps, as well as your professional guidance and support.
I’d like to spend the rest of my time wrapping up the Mainland Maps project and handing over my core activities to the rest of the team or my replacement. Please let me know if there’s anything else you need from me during the transition.
I wish Marvelous Maps continued success, and hope there will be an opportunity for us to do business together in the future.
Sincerely,
Lizzie
6 professional resignation letter tips
- Be direct
- Don’t explain
- Be polite
- Outline the next steps
- Keep it positive
- Sleep on it or get a second pair of eyes
When it comes to writing a respectful resignation letter, there are a few best practices to consider.
Be direct
Be upfront about terminating your employment and what day will be your last. Your boss shouldn’t be left wondering what you’re trying to say. Follow the standard structure of a resignation letter to ensure you’re including all the necessary information, like your official end date.
Don’t explain
You don’t need to explain yourself. It can be tempting to go into detail about why you’re leaving and your personal circumstances, but remember that a resignation letter is simply a document to let your employer know you’re leaving. If you want to explain, you can do so in your exit interview or a one-to-one meeting with your boss.
Be polite
Even if you hate your boss, you should be polite and professional. Remember, there’s no point in destroying relationships to make a point. If possible, go beyond polite and include something nice or, at the very least, thank your employer for the experience and opportunity.
Outline the next steps
A formal resignation letter outlines how much help you’re willing to provide during the transition. For example, are you happy to train your replacement? Will you create a detailed handover document for your team? Lay clear boundaries and don’t overcommit yourself. Remember, you don’t have to provide any support, but it’s professional to ease the transition.
Keep it positive
Even if you can’t wait to get out of there, keep your resignation letter professional and positive. Focus on the opportunities you’ve had, your growth, and what the company has allowed you to do—not what you haven’t been able to do.
Sleep on it or get a second pair of eyes
It can be tempting to write a resignation letter in the heat of the moment, especially if something within the company has prompted you to leave. If you’re itching to quit, take a breather and sleep on it. Come back to your resignation letter when you’re feeling calm and, if you can, get a trusted friend or colleague to look over it to get a second perspective.
What to avoid in your letter of resignation
Your resignation isn’t the time or the place to vent about corporate culture or your experiences with other team members. While resigning can bring up all sorts of emotions, try to keep these things out of your resignation letter:
- Details about why you’re leaving and where you’re going
- Complaints about the company or your colleagues
- Overt and disingenuine displays of gratitude
- Lengthy explanations about what led you to resign
- Unprofessional or overly familiar language
What to do after submitting your resignation letter
Once you’ve handed in a thoughtful resignation letter, you might want the opportunity to provide more detail, share your departure with your colleagues, and get your projects ready for handover.
Prepare for an exit interview
After you submit your letter of resignation, your boss may want to chat with you. At this point, you may want to discuss why you’re leaving—such as wanting to focus on your own business—but you’re not obligated to.
You can also use your exit interview to share your experience of working at the company. Take this opportunity to share positive sentiments as well as things you feel could use some improvement. It helps to prepare what you want to say in advance so you don’t end up ranting or putting an overly negative spin on your time there.
Ensure a smooth transition
Avoid burning bridges by doing what you can to smooth the transition. Decide if you’re willing to train your replacement, what measures you can put in place to help your team members when you’re gone, and get your files in order where possible.
Write a personal statement
There may also be steps you need to take with your HR department. Once you’ve confirmed your resignation with them, consider making a personal statement, via email, to the rest of your team or the company.
A personal statement allows you to control the messaging around your departure, rather than letting the rumor mill run wild. Let your fellow employees know you’re leaving and why (if you want), thank them, let them know you enjoyed working with them, and share your personal contact info so they can keep in touch.
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Resignation letter FAQ
How do I write a good resignation letter?
A good resignation letter typically is short and sweet. It should include all the necessary information your employer needs to know about your departure, including your official last day of work, and your statement of resignation. Avoid overexplaining your reasons for leaving and always remain professional and polite. A good resignation letter will help you leave on a positive note.
How do you write a friendly resignation?
Writing a resignation letter is hard, but you can avoid burning bridges by keeping the tone professional and friendly. Thank your employer for the opportunities they’ve provided, share your gratitude, and offer to help make the transition as smooth as possible.