How to Write a Resignation Letter (Plus 15 polished templates that actually work)
A clear, courteous resignation letter protects relationships, avoids confusion about dates, and sets up a smooth handover.
Updated on:
September 23, 2025
September 23, 2025
September 23, 2025
Overview:
What a resignation letter is and why it matters
What a resignation letter is and why it matters
What a resignation letter is and why it matters
A resignation letter is the formal notice to a manager or HR that an employee intends to leave a role. It should confirm the decision to resign and the intended final working day. That clarity helps both sides coordinate handover, payroll, benefits, and references. HBR bodies consistently emphasize keeping the tone professional and the content succinct, especially around dates and next steps.
When handled well, this short note does a lot of heavy lifting. It prevents misunderstandings about notice, puts gratitude on record, and demonstrates respect for colleagues who will pick up work. Some jurisdictions also expect written confirmation, so having a dated document is smart even when the initial conversation happens verbally.
A resignation letter is the formal notice to a manager or HR that an employee intends to leave a role. It should confirm the decision to resign and the intended final working day. That clarity helps both sides coordinate handover, payroll, benefits, and references. HBR bodies consistently emphasize keeping the tone professional and the content succinct, especially around dates and next steps.
When handled well, this short note does a lot of heavy lifting. It prevents misunderstandings about notice, puts gratitude on record, and demonstrates respect for colleagues who will pick up work. Some jurisdictions also expect written confirmation, so having a dated document is smart even when the initial conversation happens verbally.
A resignation letter is the formal notice to a manager or HR that an employee intends to leave a role. It should confirm the decision to resign and the intended final working day. That clarity helps both sides coordinate handover, payroll, benefits, and references. HBR bodies consistently emphasize keeping the tone professional and the content succinct, especially around dates and next steps.
When handled well, this short note does a lot of heavy lifting. It prevents misunderstandings about notice, puts gratitude on record, and demonstrates respect for colleagues who will pick up work. Some jurisdictions also expect written confirmation, so having a dated document is smart even when the initial conversation happens verbally.
Before you write: timing, notice and format
Before you write: timing, notice and format
Before you write: timing, notice and format
Check the employment contract for the notice clause. That clause usually sets the minimum notice and how it should be given. In several regions, giving written notice is best practice and sometimes expected, even if verbal notice is permitted. State the exact last working day instead of a vague time frame to avoid disputes later.
Email has become a perfectly acceptable way to resign, especially when speed and a time-stamped trail are important. If emailing, put “Resignation – [Full Name]” in the subject, include the same essentials as a printed letter, and attach a PDF if the company archives formal letters. However the letter is delivered, include the date, job title, and a reliable contact number.
Managers and HR teams plan transitions from the effective date listed in the letter. Agreeing that date early reduces friction and keeps teams on schedule for handover.
Check the employment contract for the notice clause. That clause usually sets the minimum notice and how it should be given. In several regions, giving written notice is best practice and sometimes expected, even if verbal notice is permitted. State the exact last working day instead of a vague time frame to avoid disputes later.
Email has become a perfectly acceptable way to resign, especially when speed and a time-stamped trail are important. If emailing, put “Resignation – [Full Name]” in the subject, include the same essentials as a printed letter, and attach a PDF if the company archives formal letters. However the letter is delivered, include the date, job title, and a reliable contact number.
Managers and HR teams plan transitions from the effective date listed in the letter. Agreeing that date early reduces friction and keeps teams on schedule for handover.
Check the employment contract for the notice clause. That clause usually sets the minimum notice and how it should be given. In several regions, giving written notice is best practice and sometimes expected, even if verbal notice is permitted. State the exact last working day instead of a vague time frame to avoid disputes later.
Email has become a perfectly acceptable way to resign, especially when speed and a time-stamped trail are important. If emailing, put “Resignation – [Full Name]” in the subject, include the same essentials as a printed letter, and attach a PDF if the company archives formal letters. However the letter is delivered, include the date, job title, and a reliable contact number.
Managers and HR teams plan transitions from the effective date listed in the letter. Agreeing that date early reduces friction and keeps teams on schedule for handover.
The anatomy of a professional resignation letter
The anatomy of a professional resignation letter
The anatomy of a professional resignation letter
[Your Name]
[City, State] · [Phone] · [Email]
[Date]
Dear [Manager’s Name],
Please accept this letter as formal notice of my resignation from the position of [Job Title] at [Company]. My final working day will be [Day, Month Date, Year], in line with my notice period.
Thank you for the opportunities and support during my time here. I am happy to help with a smooth handover of responsibilities before I leave.
Sincerely,
[Your Name]
This neutral version keeps the message short, confirms the end date, and offers transition help without revisiting old decisions.
[Your Name]
[City, State] · [Phone] · [Email]
[Date]
Dear [Manager’s Name],
Please accept this letter as formal notice of my resignation from the position of [Job Title] at [Company]. My final working day will be [Day, Month Date, Year], in line with my notice period.
Thank you for the opportunities and support during my time here. I am happy to help with a smooth handover of responsibilities before I leave.
Sincerely,
[Your Name]
This neutral version keeps the message short, confirms the end date, and offers transition help without revisiting old decisions.
[Your Name]
[City, State] · [Phone] · [Email]
[Date]
Dear [Manager’s Name],
Please accept this letter as formal notice of my resignation from the position of [Job Title] at [Company]. My final working day will be [Day, Month Date, Year], in line with my notice period.
Thank you for the opportunities and support during my time here. I am happy to help with a smooth handover of responsibilities before I leave.
Sincerely,
[Your Name]
This neutral version keeps the message short, confirms the end date, and offers transition help without revisiting old decisions.
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What to include, and what to leave out
What to include, and what to leave out
What to include, and what to leave out
Include four essentials: a clear statement of resignation, your role, the final working day, and a brief closing that offers reasonable support. Optional elements include a short thank-you and a single sentence of context if desired. Avoid emotional language, long explanations, or criticism of individuals. Those conversations belong elsewhere, and lengthy letters increase the chance of misinterpretation. Career and HR references consistently align on these points.
Include four essentials: a clear statement of resignation, your role, the final working day, and a brief closing that offers reasonable support. Optional elements include a short thank-you and a single sentence of context if desired. Avoid emotional language, long explanations, or criticism of individuals. Those conversations belong elsewhere, and lengthy letters increase the chance of misinterpretation. Career and HR references consistently align on these points.
Include four essentials: a clear statement of resignation, your role, the final working day, and a brief closing that offers reasonable support. Optional elements include a short thank-you and a single sentence of context if desired. Avoid emotional language, long explanations, or criticism of individuals. Those conversations belong elsewhere, and lengthy letters increase the chance of misinterpretation. Career and HR references consistently align on these points.
15 resignation letter templates by situation
15 resignation letter templates by situation
15 resignation letter templates by situation
Adapt one of the following to fit tone and policy. Each keeps the focus on dates, gratitude, and a clean exit.
1) Health reasons
Dear [Manager’s Name],
I am resigning from my role as [Job Title] at [Company], effective [Final Day], due to personal health matters that require my full attention. Thank you for the support and opportunities. I will document current projects to ease the transition.
Sincerely,
[Name]
2) Personal reasons
Dear [Manager’s Name],
Please accept this as formal notice of my resignation from [Job Title] at [Company], with [Final Day] as my last day. This decision is for personal reasons. I appreciate the chance to contribute and will assist with handover.
Sincerely,
[Name]
3) Career change
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day], to pursue a different career path. Thank you for the experience and mentorship. I will coordinate an orderly transition.
Best regards,
[Name]
4) Career advancement
Dear [Manager’s Name],
Please accept my resignation from [Job Title], effective [Final Day]. I have accepted a new role that aligns with my long-term goals. I am grateful for my time here and will support a smooth handover.
Sincerely,
[Name]
5) Job dissatisfaction, kept professional
Dear [Manager’s Name],
After careful consideration, I am resigning from [Job Title] at [Company], with [Final Day] as my last day. I appreciate the opportunities to grow and will complete a thorough handover.
Sincerely,
[Name]
6) Planned career break
Dear [Manager’s Name],
I am resigning from [Job Title], effective [Final Day], to take a planned career break. Thank you for the support and experience. I will prepare documentation for my replacement.
Kind regards,
[Name]
7) Relocation
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company] due to relocation, with [Final Day] as my last day. I am grateful for the teamwork and will assist with transition tasks.
Sincerely,
[Name]
8) Returning to education
Dear [Manager’s Name],
Please accept my resignation from [Job Title], effective [Final Day], as I will be returning to full-time study. Thank you for the opportunities. I will help ensure a smooth handover.
Sincerely,
[Name]
9) Family reasons
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day], due to family circumstances that require my full attention. Thank you for your understanding. I will support the transition.
Best regards,
[Name]
10) Primary caregiver for children
Dear [Manager’s Name],
Please accept this letter as notice of my resignation from [Job Title], with [Final Day] as my last day. I am stepping back to take on full-time caregiving. I value the experience here and will assist with handover.
Sincerely,
[Name]
11) Starting a business
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day], to launch my own venture. I appreciate everything learned here and will document processes to make the transition smooth.
Sincerely,
[Name]
12) Work-life balance
Dear [Manager’s Name],
I am resigning from [Job Title], with [Final Day] as my last day, to rebalance personal and professional commitments. Thank you for the opportunities. I will complete a full handover.
Best regards,
[Name]
13) Ethical concerns
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day]. After raising concerns previously and reflecting carefully, I believe stepping down is the right decision. I will support an orderly handover.
Sincerely,
[Name]
14) Fixed-term contract ending early by agreement
Dear [Manager’s Name],
I am resigning from my fixed-term role as [Job Title], with [Final Day] as agreed. Thank you for the opportunity. I will finalize open tasks and share status notes.
Kind regards,
[Name]
15) Short notice request
Dear [Manager’s Name],
Please accept my resignation from [Job Title]. Due to [brief reason], I request a final working day of [Date], shorter than my usual notice. I appreciate your consideration and will prioritize a tight handover.
Sincerely,
[Name]
Adapt one of the following to fit tone and policy. Each keeps the focus on dates, gratitude, and a clean exit.
1) Health reasons
Dear [Manager’s Name],
I am resigning from my role as [Job Title] at [Company], effective [Final Day], due to personal health matters that require my full attention. Thank you for the support and opportunities. I will document current projects to ease the transition.
Sincerely,
[Name]
2) Personal reasons
Dear [Manager’s Name],
Please accept this as formal notice of my resignation from [Job Title] at [Company], with [Final Day] as my last day. This decision is for personal reasons. I appreciate the chance to contribute and will assist with handover.
Sincerely,
[Name]
3) Career change
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day], to pursue a different career path. Thank you for the experience and mentorship. I will coordinate an orderly transition.
Best regards,
[Name]
4) Career advancement
Dear [Manager’s Name],
Please accept my resignation from [Job Title], effective [Final Day]. I have accepted a new role that aligns with my long-term goals. I am grateful for my time here and will support a smooth handover.
Sincerely,
[Name]
5) Job dissatisfaction, kept professional
Dear [Manager’s Name],
After careful consideration, I am resigning from [Job Title] at [Company], with [Final Day] as my last day. I appreciate the opportunities to grow and will complete a thorough handover.
Sincerely,
[Name]
6) Planned career break
Dear [Manager’s Name],
I am resigning from [Job Title], effective [Final Day], to take a planned career break. Thank you for the support and experience. I will prepare documentation for my replacement.
Kind regards,
[Name]
7) Relocation
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company] due to relocation, with [Final Day] as my last day. I am grateful for the teamwork and will assist with transition tasks.
Sincerely,
[Name]
8) Returning to education
Dear [Manager’s Name],
Please accept my resignation from [Job Title], effective [Final Day], as I will be returning to full-time study. Thank you for the opportunities. I will help ensure a smooth handover.
Sincerely,
[Name]
9) Family reasons
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day], due to family circumstances that require my full attention. Thank you for your understanding. I will support the transition.
Best regards,
[Name]
10) Primary caregiver for children
Dear [Manager’s Name],
Please accept this letter as notice of my resignation from [Job Title], with [Final Day] as my last day. I am stepping back to take on full-time caregiving. I value the experience here and will assist with handover.
Sincerely,
[Name]
11) Starting a business
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day], to launch my own venture. I appreciate everything learned here and will document processes to make the transition smooth.
Sincerely,
[Name]
12) Work-life balance
Dear [Manager’s Name],
I am resigning from [Job Title], with [Final Day] as my last day, to rebalance personal and professional commitments. Thank you for the opportunities. I will complete a full handover.
Best regards,
[Name]
13) Ethical concerns
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day]. After raising concerns previously and reflecting carefully, I believe stepping down is the right decision. I will support an orderly handover.
Sincerely,
[Name]
14) Fixed-term contract ending early by agreement
Dear [Manager’s Name],
I am resigning from my fixed-term role as [Job Title], with [Final Day] as agreed. Thank you for the opportunity. I will finalize open tasks and share status notes.
Kind regards,
[Name]
15) Short notice request
Dear [Manager’s Name],
Please accept my resignation from [Job Title]. Due to [brief reason], I request a final working day of [Date], shorter than my usual notice. I appreciate your consideration and will prioritize a tight handover.
Sincerely,
[Name]
Adapt one of the following to fit tone and policy. Each keeps the focus on dates, gratitude, and a clean exit.
1) Health reasons
Dear [Manager’s Name],
I am resigning from my role as [Job Title] at [Company], effective [Final Day], due to personal health matters that require my full attention. Thank you for the support and opportunities. I will document current projects to ease the transition.
Sincerely,
[Name]
2) Personal reasons
Dear [Manager’s Name],
Please accept this as formal notice of my resignation from [Job Title] at [Company], with [Final Day] as my last day. This decision is for personal reasons. I appreciate the chance to contribute and will assist with handover.
Sincerely,
[Name]
3) Career change
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day], to pursue a different career path. Thank you for the experience and mentorship. I will coordinate an orderly transition.
Best regards,
[Name]
4) Career advancement
Dear [Manager’s Name],
Please accept my resignation from [Job Title], effective [Final Day]. I have accepted a new role that aligns with my long-term goals. I am grateful for my time here and will support a smooth handover.
Sincerely,
[Name]
5) Job dissatisfaction, kept professional
Dear [Manager’s Name],
After careful consideration, I am resigning from [Job Title] at [Company], with [Final Day] as my last day. I appreciate the opportunities to grow and will complete a thorough handover.
Sincerely,
[Name]
6) Planned career break
Dear [Manager’s Name],
I am resigning from [Job Title], effective [Final Day], to take a planned career break. Thank you for the support and experience. I will prepare documentation for my replacement.
Kind regards,
[Name]
7) Relocation
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company] due to relocation, with [Final Day] as my last day. I am grateful for the teamwork and will assist with transition tasks.
Sincerely,
[Name]
8) Returning to education
Dear [Manager’s Name],
Please accept my resignation from [Job Title], effective [Final Day], as I will be returning to full-time study. Thank you for the opportunities. I will help ensure a smooth handover.
Sincerely,
[Name]
9) Family reasons
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day], due to family circumstances that require my full attention. Thank you for your understanding. I will support the transition.
Best regards,
[Name]
10) Primary caregiver for children
Dear [Manager’s Name],
Please accept this letter as notice of my resignation from [Job Title], with [Final Day] as my last day. I am stepping back to take on full-time caregiving. I value the experience here and will assist with handover.
Sincerely,
[Name]
11) Starting a business
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day], to launch my own venture. I appreciate everything learned here and will document processes to make the transition smooth.
Sincerely,
[Name]
12) Work-life balance
Dear [Manager’s Name],
I am resigning from [Job Title], with [Final Day] as my last day, to rebalance personal and professional commitments. Thank you for the opportunities. I will complete a full handover.
Best regards,
[Name]
13) Ethical concerns
Dear [Manager’s Name],
I am resigning from [Job Title] at [Company], effective [Final Day]. After raising concerns previously and reflecting carefully, I believe stepping down is the right decision. I will support an orderly handover.
Sincerely,
[Name]
14) Fixed-term contract ending early by agreement
Dear [Manager’s Name],
I am resigning from my fixed-term role as [Job Title], with [Final Day] as agreed. Thank you for the opportunity. I will finalize open tasks and share status notes.
Kind regards,
[Name]
15) Short notice request
Dear [Manager’s Name],
Please accept my resignation from [Job Title]. Due to [brief reason], I request a final working day of [Date], shorter than my usual notice. I appreciate your consideration and will prioritize a tight handover.
Sincerely,
[Name]
Common questions, quick answers
Common questions, quick answers
Common questions, quick answers
Should a reason be included?
It is optional. If included, keep it short and neutral. The purpose is to record the decision and dates, not to litigate history. HR references recommend offering context sparingly and focusing on logistics.
How much notice should be given?
Follow the contract. Some jurisdictions specify minimums, and employers typically expect written confirmation. If shorter notice is unavoidable, note this plainly and discuss alternatives with the manager.
Is email okay?
Yes in many workplaces. Use a clear subject, keep the body professional, and include the same essentials as a printed letter. If appropriate, attach a PDF copy for records.
What if there were serious issues?
If there was a serious breach that affects notice, consider seeking advice. The resignation letter itself should remain minimal and factual while other processes address the underlying issue.
Should a reason be included?
It is optional. If included, keep it short and neutral. The purpose is to record the decision and dates, not to litigate history. HR references recommend offering context sparingly and focusing on logistics.
How much notice should be given?
Follow the contract. Some jurisdictions specify minimums, and employers typically expect written confirmation. If shorter notice is unavoidable, note this plainly and discuss alternatives with the manager.
Is email okay?
Yes in many workplaces. Use a clear subject, keep the body professional, and include the same essentials as a printed letter. If appropriate, attach a PDF copy for records.
What if there were serious issues?
If there was a serious breach that affects notice, consider seeking advice. The resignation letter itself should remain minimal and factual while other processes address the underlying issue.
Should a reason be included?
It is optional. If included, keep it short and neutral. The purpose is to record the decision and dates, not to litigate history. HR references recommend offering context sparingly and focusing on logistics.
How much notice should be given?
Follow the contract. Some jurisdictions specify minimums, and employers typically expect written confirmation. If shorter notice is unavoidable, note this plainly and discuss alternatives with the manager.
Is email okay?
Yes in many workplaces. Use a clear subject, keep the body professional, and include the same essentials as a printed letter. If appropriate, attach a PDF copy for records.
What if there were serious issues?
If there was a serious breach that affects notice, consider seeking advice. The resignation letter itself should remain minimal and factual while other processes address the underlying issue.
After sending the letter: setting up a smooth exit
After sending the letter: setting up a smooth exit
After sending the letter: setting up a smooth exit
Once the resignation is submitted, align with the manager on timelines for handover, documentation, and knowledge transfer. Many HR guides advise agreeing the end date and transition scope early, then capturing responsibilities in shared documents so work continues without gaps. This is where the line about “happy to help with the transition” becomes concrete.
Plan for references and future networking. A courteous exit leaves bridges intact. Career advice sources repeatedly stress that conversations about timing, workload, and succession are easier when the letter is short and the follow-through is organized. MIT Career Advising
Once the resignation is submitted, align with the manager on timelines for handover, documentation, and knowledge transfer. Many HR guides advise agreeing the end date and transition scope early, then capturing responsibilities in shared documents so work continues without gaps. This is where the line about “happy to help with the transition” becomes concrete.
Plan for references and future networking. A courteous exit leaves bridges intact. Career advice sources repeatedly stress that conversations about timing, workload, and succession are easier when the letter is short and the follow-through is organized. MIT Career Advising
Once the resignation is submitted, align with the manager on timelines for handover, documentation, and knowledge transfer. Many HR guides advise agreeing the end date and transition scope early, then capturing responsibilities in shared documents so work continues without gaps. This is where the line about “happy to help with the transition” becomes concrete.
Plan for references and future networking. A courteous exit leaves bridges intact. Career advice sources repeatedly stress that conversations about timing, workload, and succession are easier when the letter is short and the follow-through is organized. MIT Career Advising
Subject lines, greetings and sign-offs that feel right
Subject lines, greetings and sign-offs that feel right
Subject lines, greetings and sign-offs that feel right
Use a subject like “Resignation – [Full Name]” for email. Start with “Dear [Manager’s Name]” and end with “Sincerely” or “Best regards.” Include a phone number below the signature so HR can confirm final steps quickly. This conventional style reads professionally across industries and is easy for HR to file. The Muse
Use a subject like “Resignation – [Full Name]” for email. Start with “Dear [Manager’s Name]” and end with “Sincerely” or “Best regards.” Include a phone number below the signature so HR can confirm final steps quickly. This conventional style reads professionally across industries and is easy for HR to file. The Muse
Use a subject like “Resignation – [Full Name]” for email. Start with “Dear [Manager’s Name]” and end with “Sincerely” or “Best regards.” Include a phone number below the signature so HR can confirm final steps quickly. This conventional style reads professionally across industries and is easy for HR to file. The Muse
Final thoughts
Final thoughts
Final thoughts
A good resignation letter is brief, polite, and specific about dates. It confirms a decision without revisiting old debates and it sets the handover in motion. Keep the focus on clarity and leave colleagues with a helpful paper trail. That small bit of professionalism pays off when references are requested or opportunities arise later.
A good resignation letter is brief, polite, and specific about dates. It confirms a decision without revisiting old debates and it sets the handover in motion. Keep the focus on clarity and leave colleagues with a helpful paper trail. That small bit of professionalism pays off when references are requested or opportunities arise later.
A good resignation letter is brief, polite, and specific about dates. It confirms a decision without revisiting old debates and it sets the handover in motion. Keep the focus on clarity and leave colleagues with a helpful paper trail. That small bit of professionalism pays off when references are requested or opportunities arise later.
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