How you leave a job matters almost as much as how you do the job itself. A well-handled resignation preserves your professional network, protects your reputation, and often determines whether you walk away with a strong reference for your next role.
The resignation letter is the formal part of that process. It does not need to be long or dramatic, but it does need to cover the basics cleanly: what you are resigning from, when your last day is, and a professional note of gratitude. This guide gives you 10+ ready-to-use templates and clear guidance for every situation.
What a Resignation Letter Should Contain
A resignation letter has three essential elements:
- A clear statement that you are resigning (and from which role)
- Your last working day (normally 2 weeks to 1 month out, depending on contract and seniority)
- A brief, positive closing (thanks, willingness to support the transition)
That is the core. Anything beyond that is optional and should generally be kept short.
What to leave out:
- Your reasons for leaving (save those for the conversation with your manager)
- Complaints about colleagues or the company
- Your new employer's name
- Counter-offer negotiations
How Long Should a Resignation Letter Be?
Between 150 and 250 words. Long enough to cover the essentials, short enough to stay professional and free of emotion.
If your letter is over a page, you have written too much.
The Standard Resignation Letter Template
[Your Full Name]
[Your Address]
[Date]
[Manager's Name]
[Manager's Title]
[Company Name]
[Company Address]
Dear [Manager's Name],
I am writing to formally notify you of my resignation from my position as [Your Job Title] at [Company Name]. My last working day will be [Date], in line with my [X week] notice period.
I am grateful for the opportunities I have had during my time here, particularly [one short positive reference]. I have learned a great deal from you and the team.
I am committed to supporting a smooth handover during my remaining time and will do everything I can to wrap up my current responsibilities and document ongoing work.
Please let me know how I can best support the transition in the coming weeks.
Yours sincerely,
[Your Signature (if printed)]
[Your Full Name]10 Resignation Letter Examples for Every Situation
Example 1: Standard Two Weeks Notice
Dear Sarah,
I am writing to formally notify you of my resignation from my position as Senior Marketing Specialist at Blythe & Co. My last working day will be 27 April 2026, in line with my 2-week notice period.
Thank you for the opportunities you and the team have given me over the past 3 years. I have particularly valued the chance to lead the product launch campaign last spring, and I have learned a great deal working alongside this team.
I will do everything I can over the next 2 weeks to wrap up my current projects and document ongoing work so that the handover is smooth. Please let me know how I can best support you and the team during the transition.
Yours sincerely,
Aisha Khan
Example 2: One Month Notice (Senior Role)
Dear Mr Davies,
I am writing to notify you of my resignation from my position as Head of Finance at Northfield Group. My final working day will be 12 May 2026, in accordance with my 4-week notice period.
It has been a privilege to lead the finance team over the past 5 years, and I am proud of what we have built together, particularly the completion of the ERP implementation last year. I will do everything I can to ensure a smooth handover, including preparing a comprehensive handover document, supporting the recruitment of a successor where helpful, and completing the close on the current quarter.
Thank you for your support and mentorship. I look forward to staying in touch.
Yours sincerely,
James Patel
Example 3: Short and Simple
Dear Rachel,
I am writing to let you know I am resigning from my role as Account Manager. My last day will be 26 April 2026.
Thank you for the opportunity, and I will do everything I can to ensure a smooth handover.
Yours sincerely,
Tom Richards
Example 4: Immediate Resignation (Personal Circumstances)
Dear Ms Rodriguez,
I am writing to submit my immediate resignation from my role as Customer Success Manager, effective today, 13 April 2026. Due to significant personal circumstances that I am not in a position to work through, I am unable to serve out my notice period.
I apologise for the disruption this may cause. I have left handover notes on the client portfolio and key open issues, and I am happy to answer questions by email for 2 weeks following my final day.
Thank you for understanding.
Yours sincerely,
Anna Okonkwo
Example 5: Resignation for a New Opportunity
Dear Dr Wilson,
I am writing to formally notify you of my resignation from my position as Senior Research Associate. My last working day will be 11 May 2026, in line with my 4-week notice period. I have accepted an offer to join another organisation in a role that better aligns with my longer-term research goals.
Thank you for the support and mentorship over the past 4 years. I am especially grateful for the chance to contribute to the patient outcomes study and for the time you invested in my development.
I am committed to a smooth handover. I will prioritise closing out active projects, documenting my ongoing work, and supporting the onboarding of whoever takes over my responsibilities.
Yours sincerely,
Emma Richards
Example 6: Resignation Due to Relocation
Dear Liam,
I am writing to notify you of my resignation from my position as Operations Coordinator. My final working day will be 27 April 2026, in line with my 2-week notice period. I will be relocating to Edinburgh for family reasons at the end of the month and am not able to transfer my current role.
Thank you for the opportunities I have had here. I will prioritise handover, documentation, and training my colleagues on the key processes I own during my remaining time.
Please let me know how I can best support the transition.
Yours sincerely,
Sophie Laurent
Example 7: Resignation for Career Change
Dear Ms Chen,
I am writing to formally resign from my position as Teacher at Kingston Secondary. My last working day will be 21 July 2026, at the end of the summer term, in line with the school's resignation policy.
This has been a difficult decision. My 6 years here have been deeply rewarding, and I am grateful for the support of the senior leadership team and my colleagues. My decision to leave reflects a planned career change into a different sector, rather than any issue with the school.
I am committed to finishing the year well, supporting my students through their final assessments, and handing over my responsibilities to ensure the Year 11 English department is well-prepared for September.
Thank you for everything.
Yours sincerely,
Raj Patel
Example 8: Resignation for Health Reasons
Dear Mr Henderson,
I am writing to notify you of my resignation from my role as Accounts Assistant. Due to health reasons that require me to step away from work, my last working day will be 20 April 2026.
I appreciate your support and flexibility over my time with the company. I will do what I can during my remaining week to transfer my responsibilities, and I have already briefed Daniel on the invoicing workflow.
Thank you for understanding.
Yours sincerely,
Maria Gonzalez
Example 9: Retirement
Dear Professor Brown,
I am writing to formally notify you of my retirement from my position as Senior Lecturer at the University of Edinburgh. My final working day will be 31 August 2026, at the end of the academic year.
It has been an enormous privilege to spend 18 years in this department, and I am grateful for the colleagues, students, and research opportunities I have had. I will use my remaining months to complete the current cohort's supervisions, close out my active research commitments, and prepare for a smooth transition.
I look forward to staying in touch and continuing to support the department in an emeritus capacity if that is welcome.
Yours sincerely,
Dr Alan Whitfield
Example 10: Resignation Email (Digital-First Format)
For most modern workplaces, an email resignation is perfectly acceptable, especially if your manager is remote.
Subject: Resignation - (Your Name)
Dear Sarah,
This email is to formally notify you of my resignation from my position as Senior Software Engineer. My last working day will be 27 April 2026, in line with my 2-week notice period.
Thank you for the opportunity to work with this team. I have learned a great deal, particularly through the platform migration project last year.
I will prioritise closing out my current tickets and documenting in-flight work during the notice period, and I am happy to support handover conversations with whoever takes over my responsibilities.
Please let me know how I can best support the transition.
Best regards,
Arjun Rao
How to Resign Professionally: The Full Process
Writing the letter is only one step. Here is how to handle the full resignation well.
Step 1: Secure the next role first
Never resign before you have a signed offer from your next employer. A verbal offer is not enough.
Step 2: Tell your manager before anyone else
Do not mention your resignation to colleagues, clients, or anyone else before telling your manager. They deserve to hear it first.
Step 3: Have the conversation in person (or over video)
If possible, tell your manager face-to-face. If you work remotely, use video rather than email. Send the formal letter afterwards.
Step 4: Deliver the news simply
Keep the conversation short. Something like: "I wanted to let you know I have accepted another opportunity and will be resigning from my role. My last day will be (date). I am committed to a smooth handover over the next (notice period)."
Step 5: Submit the formal letter
After the conversation, email your written resignation letter. This creates the formal record.
Step 6: Commit to a clean handover
Document your work. Brief colleagues. Be generous with your time during the notice period. Your reputation depends on how you behave in your last weeks.
Step 7: Leave quietly
Do not announce it widely on LinkedIn or in company channels until your manager has communicated the news to the team. Let them control the internal messaging.
What Not to Do When Resigning
1. Do not resign in anger
If you are frustrated, wait 48 hours before making the decision final. Resignations made in anger are rarely the right ones.
2. Do not criticise the company or colleagues in the letter
Whatever your real reasons, the resignation letter is not the place to vent. Save feedback for the exit interview, and even then, be measured.
3. Do not discuss the new role in detail
Your letter does not need to name your new employer or discuss what attracted you away. Keep it generic.
4. Do not disappear during notice
"Checking out" once you have resigned is one of the fastest ways to damage your reputation. Work the full notice period with full commitment.
5. Do not skip the handover
A clean handover is what protects your reputation more than the letter itself. Document everything, brief your team, and make it easy for your successor.
6. Do not take anything with you that is not yours
Company data, contact lists, client information, and internal documents belong to the company. Taking them is a legal and reputational risk.
Frequently Asked Questions
Do I need to give a reason for resigning in the letter?
No. The letter only needs to state that you are resigning and your last day. Reasons belong in the conversation with your manager, and even then, keep them brief and professional.
How much notice should I give?
Check your contract. The most common notice periods are 2 weeks for junior roles, 4 weeks for mid-level, and 1 to 3 months for senior positions. For full guidance, see our two weeks notice letter guide.
Can I resign via email?
Yes, especially if you work remotely. However, best practice is to speak to your manager first (by phone or video) and then send the formal letter by email afterwards.
Should I accept a counter-offer?
Usually no. Studies show that over 80% of people who accept counter-offers leave within 12 months anyway. Once you have decided to leave, leaving on good terms is usually better than staying and delaying the inevitable.
What do I do if my manager is upset or pushes back?
Stay calm, be brief, and do not reopen the decision. "I understand, but my decision is final" is an appropriate response. Offer to help with the transition.
Should I mention my new employer?
No. Keep the letter generic. If your manager asks in conversation, share only what you are comfortable with.
Can I resign with immediate effect?
Legally, yes, but usually only in exceptional circumstances (serious health issues, safety concerns, or contractual breach by the employer). Leaving without notice in normal circumstances damages your reputation and may breach your contract.
What to Do After You Resign
Once your resignation is in, the final piece of the puzzle is your farewell. Write warm, specific messages to the colleagues who mattered most. For help, see our farewell messages to colleagues guide.
Meanwhile, start preparing for the next chapter. Update your CV, refine your CV summary, and refresh your skills section so you are ready for whatever comes next.
Key Takeaways
- A resignation letter needs only 3 things: a clear statement of resignation, your last day, and a positive closing
- Keep it to 150-250 words
- Do not include reasons for leaving, complaints, or your new employer's name
- Tell your manager in person (or by video) before sending the letter
- Give the notice period specified in your contract
- Commit to a full, clean handover during your notice period
- Resignation is a reputational moment; handle it well and references follow