How to Write a Resignation Letter
Written by Law on Call Staff | Reviewed by Nathan Askins | Last Updated November 17, 2025
Even when you’re leaving a job on the best terms, figuring out how to write a resignation letter can feel like a challenge. But getting it right is easier than you might think.
This guide will walk you through what your letter needs, what it doesn’t, and how to strike the right tone for your situation. Keep reading to learn how to resign with clarity and confidence.
Main Takeaways
- Keep your resignation letter clear and professional. It’s fine to keep it short and simple.
- A written or emailed resignation letter protects you by creating a clear record of your notice.
- Always tell your manager or supervisor about your resignation verbally before sending your letter.
What’s the Point of Resignation Letters?
When quitting a job, it’s tempting to just tell your boss you’re leaving and move on. But written resignations are still expected for most jobs, and may even be required per your employee handbook or other employment contracts. Even a short letter or email to your manager lets you wrap things up professionally. It’s a useful document that helps everyone involved avoid miscommunication or misunderstandings.
More importantly, a resignation letter protects you. It creates a paper trail showing when you gave notice, what you agreed to, and when your last day will be. This is important for your final paycheck, benefits, or future job references.
While you might not need a formal resignation letter when leaving very casual or part-time roles, writing something down is still a smart move. It’s easy to do and it keeps the exit on your terms.
Tips for Writing a Letter of Resignation
Your resignation letter doesn’t have to be long or detailed, and it doesn’t have to sound like a heartfelt Hallmark card. It just needs to be clear and concise so everyone is on the same page.
Keep it short, professional, and tailored to your own situation. You can always say more in your exit interview or final conversations if needed.
What to Include
Must-haves:
- Date
- Your name and job title
- Clear statement that you’re resigning
- Your notice period and your last day of work
Optional (but thoughtful):
- Brief reason for leaving
- Thank-you for the opportunity or time at the company
- Well wishes for the team or company
- Details about the transition
What Not to Include
Your resignation letter isn’t the place to air grievances or make new requests. To keep it professional, skip the following:
- Venting, complaints, or gossip
- Oversharing about your reasons for leaving
- Details about your next job (unless it’s relevant or required)
- Requests for references, unused PTO, or benefits info—handle those in a separate conversation or email
When and How to Resign
Timing your resignation right can help make the exit process smooth. If possible, aim to give notice at the start of the week, so your manager has time to plan. Some people prefer sharing the news at the end of the day, which can offer a little buffer after the conversation. There’s no perfect moment, but try to choose a time when your manager isn’t swamped or distracted.
Tell your manager you’re quitting in person (or over a call, if you’re remote) before you send the letter. The written notice should follow this conversation, not replace it.
As for how to deliver the letter, email is fine for most workplaces and usually the easiest way to get it into HR’s hands. If your office leans more formal or you want to leave a strong impression, you can also hand-deliver a signed printout after your conversation.
Understand your rights as an employee.
How to Write a Letter of Resignation
Writing your resignation letter is about clearly communicating your decision and leaving on a professional note. Keep it simple and to the point: state that you’re resigning, include your last working day, and thank your employer if you want to. There’s no need to over-explain or justify your reasons. This letter is a formal record, not a personal statement.
Most workplaces accept email as the standard way to send your letter, especially if that’s how you usually communicate. The key is to be clear and professional, whether you email it or hand in a printed copy. Below, you’ll find sample letters you can use as a starting point to fit your style and situation.
Basic Resignation letter template
[Today’s Date]
Dear [Manager’s Name],
I am writing to formally resign from my position as [Your Job Title] at [Company Name]. Per the company’s notice requirement, my last day will be [Last Working Day].
Thank you for the opportunity.
Sincerely,
[Your Name]
Detailed Resignation Letter Template
[Today’s Date]
Dear [Manager’s Name],
I’m writing to formally resign from my role as [Your Job Title] at [Company Name]. My last day will be [Last Working Day], which allows for [two weeks’] notice.
I’ve appreciated the chance to grow here and work with such a great team. Thank you for the support and experience. I’ve learned a lot and will take it with me into this next chapter.
I’m happy to help with the transition over the next few weeks and make things as smooth as possible. Please let me know how I can assist.
Sincerely,
[Your Name]
Frequently Asked Questions
Two weeks is standard, but it’s not a legal requirement in most jobs. If you can’t (or don’t want to) give that much notice, try to give as much as you reasonably can. Leaving abruptly could impact your references or relationships, but know that it’s ultimately your decision.
Sometimes. If you change your mind, let your employer know as soon as possible. It’s up to them whether they’ll accept your retraction, but if you left on good terms and the role hasn’t been filled, it doesn’t hurt to ask.
Nope. You’re not required to mention your next job or plans unless it’s relevant or you want to share. Keeping it vague is perfectly acceptable.
Yes, especially then. A short, neutral letter helps protect you and keeps the tone professional, even if the relationship has soured. Just skip the drama and keep it simple.
As long as you’ve submitted your notice and have proof of it (like a sent email or a signed copy), you’ve done your part. Follow up if needed, but you’re not required to get a formal reply to make it valid.
You can, and in many workplaces, it’s become standard. Just be sure you’ve spoken with your manager first and include a note in the email that this is your formal notice. The goal is to keep the communication clear and respectful.