How to Write a Resignation Letter: Template, Examples, and Checklist

How to write a resignation letter

A resignation letter should be short, clear, and professional. State that you are resigning, name your role, give your last working day as a specific date, thank the employer briefly, and offer practical handoff help if you can.

The letter is not the place to explain every reason you are leaving. Its job is to create a written record and make your departure easier for your manager, HR, and your team.

Before you write

Do three quick checks before sending anything:

• Review your contract, offer letter, employee handbook, or local policy for the required notice period.
• Decide the exact calendar date of your last working day.
• If possible, speak with your manager first, then send the resignation letter as the written follow-up.

Two weeks is a common professional courtesy in many workplaces, but it is not the right answer for every role, country, contract, or situation. If your agreement requires more notice, follow that. If you are in a sensitive situation, keep the letter even simpler and ask HR what process to follow.

What to include

Use a simple structure:

1. Subject line: "Resignation - [Your Name]" or "Notice of Resignation - [Your Name]"
2. Greeting: Address your manager or HR contact by name.
3. Clear resignation statement: Say you are resigning from your position.
4. Last working day: Use a specific date, not only "in two weeks."
5. Short thank-you: Keep it sincere and professional.
6. Transition offer: Mention handoff notes, project updates, or training support if appropriate.
7. Professional sign-off: End with your name and contact details if needed.

What to leave out

Avoid complaints, blame, salary arguments, threats, long explanations, and emotional details. You can discuss logistics separately, but the letter itself should stay calm and factual.

Resignation letter template

Subject: Resignation - [Your Name]

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 [Month Day, Year].

Thank you for the opportunities and support I have received during my time at [Company Name]. I appreciate what I have learned here.

Before my last day, I will do my best to support a smooth transition by [documenting current work / preparing handoff notes / helping with project updates].

Sincerely,
[Your Name]

Short resignation letter example

Subject: Notice of Resignation - Jordan Lee

Dear Priya,

Please accept this email as formal notice of my resignation from my role as Marketing Coordinator at Northline Studio. My last working day will be June 5, 2026.

Thank you for the guidance and opportunities I have had on the team. I will prepare handoff notes for my current campaigns and share project status updates before my final day.

Best regards,
Jordan Lee

Friendly resignation letter example

Subject: Resignation - Alex Morgan

Dear Sam,

I am writing to formally resign from my position as Customer Success Specialist at BrightPath. My last working day will be June 12, 2026.

I am grateful for the chance to work with this team and support our customers. Over the next two weeks, I will organize my account notes, update open tickets, and help make the transition as smooth as possible.

Thank you again for your support.

Sincerely,
Alex Morgan

If you are leaving on difficult terms

You do not need to pretend everything went well. You also do not need to put conflict in writing. Use a neutral version:

Dear [Manager Name],

Please accept this letter as formal notice of my resignation from my position as [Job Title]. My last working day will be [Month Day, Year].

I will complete the agreed transition tasks before my departure and coordinate with [manager/HR/team] on any required next steps.

Sincerely,
[Your Name]

This keeps the record clean and gives you room to handle exit interviews, final pay questions, benefits, equipment return, and references through the right channels.

Common mistakes

• Saying "two weeks from today" without naming the exact final date.
• Sending the letter before you are ready for your employer to act on it.
• Using the letter to vent about your manager, pay, workload, or coworkers.
• Promising more transition help than you can realistically provide.
• Forgetting to check whether HR, a portal, or a written form is required.

Final checklist

Before you send the letter, make sure it answers five questions:

• Who is resigning?
• Which role are you leaving?
• What is your final working date?
• Who received the notice?
• What handoff help, if any, are you offering?

If those details are clear, your resignation letter is doing its job. Keep it brief, save a copy for your records, and focus the rest of your energy on leaving your work organized.