A resignation letter is a short, formal note that tells your employer you are leaving your job. It should state that you are resigning, give your last working day, and thank your employer. You can add an offer to help with the handover. Keep it to one page or a short email, and keep the tone neutral.
This guide covers resignation letters in general: what to include, a basic template, 11 examples by situation, how to send it, and what happens next. If you are giving exactly two weeks' notice, our 2 weeks notice letter guide goes deeper on that case.
What to include in a resignation letter
A good resignation letter is short. Most managers read it once, and HR files it. Include these items and little else:
- Date of the letter.
- Addressee. Your direct manager, by name. Copy HR if that is your company's process.
- A clear statement that you are resigning, with your job title. For example: "Please accept this letter as my resignation from my role as [Job Title]."
- Your last working day, written as a full date. This is the most important line. A vague end date causes payroll and handover problems.
- A short thank-you. One or two sentences is enough.
- An offer to help with the handover, if you can make one.
- Your personal contact details, so HR can reach you after your work email is closed.
- Your name and signature (typed name for email).
You do not need to explain why you are leaving. A reason is optional, and "I have accepted another position" or "for personal reasons" is plenty.
Basic resignation letter template
Copy this and replace the text in brackets.
[Date] Dear [Manager Name], Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company Name]. My last working day will be [Last Day]. Thank you for the support and the opportunities I have had during my time here. I will do my best to complete my current work and hand over my responsibilities before I leave. Please let me know how I can help during the transition. I can be reached at [Personal Email] after my last day. Sincerely, [Your Name]
That is a complete resignation letter. Everything else is optional.
11 resignation letter examples by situation
Each sample below is a template. Edit the details so they are true for you, and match your notice to your contract or company policy.
1. Simple resignation letter (short)
Use this when you want the shortest possible letter.
Dear [Manager Name], I am resigning from my position as [Job Title], effective [Last Day]. Thank you for the opportunity to work here. I will help with the handover in any way I can. Best regards, [Your Name]
2. Two weeks notice resignation letter
Two weeks is the most common notice in the US, but it is a convention, not a federal rule (see the notice period section below).
Dear [Manager Name], Please accept this as my two weeks' notice. My last day at [Company Name] will be [Last Day]. Over the next two weeks, I will finish my open work and prepare handover notes for [Colleague or Team]. Thank you for everything during my time here. Sincerely, [Your Name]
For more two-weeks examples and a step-by-step guide, see our 2 weeks notice letter guide, or download the 2 weeks notice letter template.
3. Immediate resignation letter
Use this only when you truly cannot work a notice period. Check your contract first, because leaving without notice can break its terms. Stay polite and keep the reason brief.
Dear [Manager Name], Please accept this letter as my resignation from my role as [Job Title], effective immediately. Today, [Date], will be my last day. I am sorry for the short notice. Due to circumstances outside of my control, I am not able to work a notice period. I have left notes on my current projects in [Location] and I am happy to answer questions by email over the next week. Thank you for your understanding. Sincerely, [Your Name]
4. Resignation letter email
When you resign by email, the subject line does most of the work. Make it clear so it is not missed.
Subject: Resignation: [Your Name], [Job Title] Hi [Manager Name], I am writing to let you know that I am resigning from my position as [Job Title]. My last day will be [Last Day]. Thank you for your support while I have been on the team. I will make sure my work is handed over before I go. Could we find time this week to plan the transition? Best, [Your Name] [Personal Phone]
5. Resignation letter for a new job
You do not have to name your new employer. Wait until you have a signed, written offer before you resign.
Dear [Manager Name], I am writing to resign from my position as [Job Title]. I have accepted a role with another company, and my last working day here will be [Last Day]. This was not an easy decision. I have learned a great deal on this team, especially [Specific Skill or Project]. I will work with [Colleague Name] to hand over my accounts before I leave. Thank you again for your support. Kind regards, [Your Name]
6. Resignation letter for personal or family reasons
You can keep the reason general. "Personal reasons" is a full and acceptable explanation.
Dear [Manager Name], Please accept this letter as notice of my resignation from [Job Title], effective [Last Day]. I am leaving for personal and family reasons that need my full attention. I am grateful for your understanding and for the time I have spent at [Company Name]. Before I leave, I will document my current tasks so the team can pick them up easily. Sincerely, [Your Name]
7. Resignation letter due to relocation
If remote work could let you stay, say so in one line. If not, leave that sentence out.
Dear [Manager Name], I am writing to let you know that I am resigning from my position as [Job Title]. My family is relocating to [City or Region], and my last day will be [Last Day]. I have enjoyed working with the team and I am thankful for the support I have received. [Optional: If a remote arrangement is ever possible for this role, I would be glad to discuss it.] Until my last day, I will focus on a smooth handover. Best regards, [Your Name]
8. Retirement resignation letter
Retirement often comes with longer notice and questions about benefits. Ask HR about those separately, not in the letter.
Dear [Manager Name], After [Number] years with [Company Name], I have decided to retire. My last working day will be [Last Day]. It has been a privilege to be part of this team. I am proud of what we built together, including [Project or Achievement]. I am happy to help train my replacement and to share what I know before I leave. With thanks, [Your Name]
9. Resignation letter for health reasons (kept private)
You do not need to share medical details with your employer. A short reference to health is enough. If you would rather keep your job, ask HR first whether you qualify for leave. In the US, the Family and Medical Leave Act gives eligible employees of covered employers "up to 12 workweeks" of unpaid, job-protected leave in a 12-month period for qualifying reasons (US Department of Labor, FMLA page, checked 2026).
Dear [Manager Name], Please accept this letter as my resignation from my role as [Job Title], effective [Last Day]. For health reasons, I need to step away from work at this time. Thank you for your support during my time at [Company Name]. I will do what I can to hand over my work before I leave. Sincerely, [Your Name]
10. Resignation letter with a longer notice period (1 month)
Many contracts, especially outside the US or in senior roles, set a notice period of one month or more. Quote it so there is no doubt about the end date.
Dear [Manager Name], Please accept this letter as formal notice of my resignation from my position as [Job Title]. In line with the one-month notice period in my employment contract, my last working day will be [Last Day]. During this month, I will complete my current work, train [Colleague or Replacement], and write handover notes for [Projects]. Thank you for the opportunities I have had here. Sincerely, [Your Name]
11. Resignation letter for part-time or hourly workers
Hourly and shift workers should name their last shift, not only the date, so scheduling is clear.
Hi [Manager Name], I am letting you know that I am resigning from my part-time position as [Job Title]. My last shift will be on [Last Day] from [Shift Times]. I am happy to work my scheduled shifts until then. Thank you for being flexible with my schedule while I worked here. Thanks, [Your Name]
How to send your resignation letter
Email or printed letter?
Both work. What matters is that you have a written record with a date on it.
- Email is the norm for most office and remote jobs. It is dated and easy to forward to HR.
- A printed, signed letter suits workplaces that use paper records, or a manager who prefers it. Keep a copy.
- Check your contract or handbook. Some employers say how notice must be given. In the UK, GOV.UK notes that your contract will tell you whether you need to give notice in writing, and suggests written notice if you may need to refer to it later (GOV.UK, Handing in your notice: Giving notice, checked 2026).
Who to address it to
Address the letter to your direct manager. Copy HR, or send it to HR right after, if that is how your company handles resignations. Do not send it to the whole team. Your manager should decide how and when to tell others.
Timing
- Tell your manager in person or on a call first, then send the letter the same day. Hearing it first by email can feel abrupt.
- Resign early in the week if you can, so there is time to plan the handover.
- Count back from your last day. Your notice starts when your employer receives the letter. Pick a last day that matches your contract or company policy.
- Do not resign before you have a written job offer, if you are leaving for a new role.
What NOT to include in a resignation letter
The letter goes in your personnel file. Write it as if a future employer might one day see it.
- Complaints or criticism. Save honest feedback for the exit interview, and even then keep it factual.
- Long explanations. One sentence about why you are leaving is the most you need.
- Medical or family details you do not want on file.
- Salary details of your new job, or anything that sounds like a negotiation. If you are open to a counteroffer, have that talk in person.
- Requests for favors such as references or schedule changes. Ask for these separately.
- Vague dates like "in a few weeks". Always give an exact last day.
- Emotional language. Write it calm, even if you are not.
Notice period basics
How much notice you must give depends on where you work and what your contract says. Here is a short overview. It is general information, not legal advice.
In the United States
Most US jobs are "at-will". USA.gov explains that all states except Montana allow at-will employment, which means "an employer or employee can end the employment at any time, for any reason", as long as the reason is not illegal. At-will employment may not apply to workers with a signed contract, a union agreement, or public-sector jobs (USA.gov, Termination guidance for employers, checked 2026).
In practice, that means notice is usually set by your contract or company policy rather than by law. For example, Missouri's labor department says the state "follows the Employment-At-Will Doctrine, which does not require any notice" (Missouri Department of Labor and Industrial Relations FAQ, checked 2026). Rules on the employee side differ by state and contract, so check your state labor department and your offer letter.
Two weeks is the common courtesy. Some employers ask for more in senior roles, and some policies link notice to things like payout of unused vacation. Read your handbook before you choose your last day. For how notice periods show up on job applications, see notice period on a job application, and for a short definition, our notice period glossary entry.
In the United Kingdom
GOV.UK says you must give at least a week's notice if you have been in your job for more than a month, and that your contract may require more. It also warns that you may be in breach of your contract if you do not give enough notice (GOV.UK, Handing in your notice: Giving notice, checked 2026). GOV.UK also suggests asking your employer when you will receive your P45 when you hand in your notice (GOV.UK, Handing in your notice, checked 2026).
Elsewhere
Many countries set minimum notice periods in law, and contracts often add more. Check your contract and your local government labor website before you resign.
After you resign
Sending the letter is the start of your exit, not the end. Here is what usually comes next.
Hand over your work
Write handover notes for each open project: status, next steps, key contacts, where files live, and any deadlines. Share passwords and system access only through your company's approved process. Offer to introduce your replacement or a colleague to clients and partners.
Expect an exit interview
Many companies run an exit interview or exit survey. It is your chance to give useful, calm feedback. If you want to prepare, our list of exit interview questions shows what HR teams usually ask.
Check your final pay and benefits
Ask HR when your final paycheck will arrive and what it includes, such as unused vacation if your policy pays it out. In the US, the Department of Labor says employers are "not required by federal law to give former employees their final paycheck immediately", but some states may require immediate payment (US Department of Labor, Last Paycheck, checked 2026). Your state labor department will have the exact deadline.
Also ask about health coverage, retirement plan options, and when you need to return equipment.
Leave on good terms
Keep doing good work until your last day. Say goodbye to the people you worked with and share your personal contact details if you want to stay in touch. A respectful exit protects your references.
A resignation starts a chain of tasks across HR, IT, payroll and the manager: confirm the last day, plan the handover, recover equipment, remove system access and process final pay. Use our free checklist to make sure nothing is missed.
Resignation Letter FAQ
Keep it short and clear. State that you are resigning, give your job title and your exact last working day, and thank your employer. Add an offer to help with the handover and your personal contact details. Skip complaints and long explanations. One page or a short email is enough for almost any job.
No. A reason is optional. If you want to give one, a single neutral sentence is enough, such as "I have accepted a new position" or "I am leaving for personal reasons." You do not need to share health, family or salary details. Your letter goes in your personnel file, so keep it brief and factual.
Yes. Email is the standard for most office and remote jobs because it creates a dated record that is easy to share with HR. Use a clear subject line such as "Resignation: [Your Name]". If possible, tell your manager in person or on a call first, then send the email the same day.
Follow your contract or company policy first. In the US, two weeks is the common courtesy, and most jobs are at-will. In the UK, GOV.UK says you must give at least a week's notice after one month in a job, and your contract may require more. Senior roles often need longer.
Yes, if you can. Tell your manager in person or on a quick call first, then send the letter the same day. Hearing the news first by email can feel abrupt, and a short talk lets you agree on next steps. The letter then gives you both a dated, written record.
Agree on a handover plan with your manager, write notes for your open work, and return company equipment. Ask HR about your final paycheck, unused vacation, benefits and any exit interview. Keep doing good work until your last day so you leave on good terms and keep strong references.
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