How to write a resignation letter: Tips and examples

Leaving a job is a big step—whether it’s a leap toward something new or a graceful exit from a role that’s run its course. One of the essential parts of resigning professionally is writing a clear, respectful resignation letter.
Even though these days you’re more likely to have a face-to-face chat with your manager to announce your decision, a well-crafted resignation letter helps you leave on a positive note, maintain your reputation, and set the tone for a smooth transition. Here’s everything you need to know.
What is a resignation letter?
A resignation letter is a formal notice to your employer that you’re stepping down from your position. But it’s more than just a formality—it’s your chance to express appreciation, offer notice, and help your employer plan the transition.
Think of it as your professional “thank you and goodbye.” Done well, it can strengthen relationships and leave the door open for future opportunities.
No one can discover you until you do. Exploit your talents, skills, and strengths, and make the world sit up and take notice.
– Rob Liano
How to write a resignation letter in 6 steps
1. Start with the basics
Include your name, position, date, recipient name, and title. Keep it formal and to the point.
2. State your resignation clearly
In the opening line, say you’re resigning and include your last working day. Most companies expect at least two weeks’ notice, but some may require more based on your contract.
Example:
I am writing to formally resign from my role as [Your Job Title] at [Company Name], with my last working day being [Date].
3. Express gratitude
Show appreciation for the role, the experience, and the people. Even if it wasn’t perfect, highlight the positives.
Example:
Thank you for the opportunity to grow professionally over the past [X months/years]. I’ve especially appreciated [mention a project, skill learned, or team dynamic].
4. Offer to help with the transition
Mention how you can assist—whether wrapping up tasks or training a replacement.
Example:
I’ll do everything possible during my notice period to ensure a smooth handover. Please let me know how I can best support the transition.
5. Stay professional and positive
This is not the time air grievances. This is not the place for complaints. Keep the tone forward-looking and respectful.
6. Close on a polite note
Wrap it up by wishing the company well and signing off professionally.
Example:
I wish the team continued success and hope we cross paths again in the future.
Sincerely,
[Your Full Name]
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What to include in your resignation letter:
- A clear statement of resignation: Open with a direct sentence stating that you’re resigning from your position.
- Your last working day: Specify the exact date your resignation will take effect.
- A Thank You: Express gratitude for the opportunity and experience you gained with the company.
- Offer to help with the transition: Show willingness to assist with training, wrapping up projects, or handing over responsibilities.
- A professional and positive tone: Keep the tone respectful and forward-looking—avoid negativity or complaints.
- A polite closing statement: End with a positive farewell and well wishes for the company’s future.
- Your contact information: Include your phone number and/or email address so they can reach you later.
- Your signature: If it’s a printed letter, sign your name. For emails, typing your name is sufficient.
What not to include in your resignation letter
- Detailed reasons for leaving: Keep it brief. Mentioning future plans is okay, but avoid excessive details.
- Complaints: This is not the place for negativity or criticism.
- Specific instructions: Focus on your willingness to help, but don’t dictate how to cover your work.
- Rambling: Keep it concise and to the point.
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Resignation letter example template
There are many different styles and letter formats of resignation letters, and numerous templates can be found online. A good template can help you format and structure your letter and communicate all the relevant information clearly and concisely.
Here is a basic resignation letter template –
[Your Name]
[Your Address]
[City, State ZIP Code]
[Email Address]
[Today’s Date]
[Your Supervisor’s Name]
[Company Name]
[Company Address]
[City, State ZIP Code]
Dear [Your Supervisor’s Name],
I am writing to inform you that I will be resigning from my position as [Your Job Title] at [Company Name]. My last day of work will be [Date].
I want to express my thanks for the opportunities and experiences I have had while working for [Company Name]. I have learned a great deal and am grateful for the support and guidance provided by my coworkers and supervisors.
I will do everything in my power to ensure a smooth transition, including completing any necessary paperwork and assisting in finding or training a suitable replacement.
Thank you for the support you have given me throughout my time at [Company Name]. I wish the company every success in the future.
Sincerely,
[Your Name]
Remember to personalize your letter with your own information and keep in mind that your letter should be professional, concise, and respectful. If you want even more help to design a professional looking letter, email tools like Constant Contact and SendinBlue may come in useful for a resignation email.
This is a sample resignation letter
There are far better things ahead than we ever leave behind.
– C.S. Lewis
Resignation letter examples with a reason
A resignation letter should include a brief explanation for your resignation because it provides context and helps to facilitate a smooth transition for both the employee and the employer. When an employee explains their decision, it can help the employer understand the motivations behind the decision and plan accordingly. It can also help avoid confusion or misunderstandings.
Additionally, including a reason for resigning in a letter can help maintain a positive relationship between the employee and the employer. By being transparent about the reasons for the resignation, the employee shows that they are honest and open. This can help ensure the employee leaves on good terms with the company.
Here is a resignation letter sample with a reason for resigning –
It’s important to keep in mind that while it’s not mandatory to include a reason for resigning, it’s good practice to do so. It can help to provide context and facilitate a smooth transition.
Work takes on new meaning when you feel you are pointed in the right direction.
-Tim Cook
Resignation letter tips
- Be professional in tone: Use respectful, formal language—avoid slang or overly casual wording.
- Keep it short and clear: Get straight to the point: state your resignation, last day, and offer to help.
- Say thank you: Express appreciation for the opportunity, even if your experience wasn’t perfect.
- Give at least two weeks’ notice: Provide enough time for your employer to plan a smooth transition.
- Include your contact info: Add your email or phone number so they can reach you after you leave.
- Proofread before sending: Check for spelling or grammar errors to maintain professionalism.
- Deliver it securely: Send it via email, hand it in personally, or use certified mail—ensure it’s received properly.
Why is a resignation letter important for businesses?
People leave their jobs and positions every single day — nothing wrong with that! — but in professional terms, there is a right and a wrong way to do it. A well-written, simple resignation letter can set the stage for a positive transition and help minimize the impact on the company, both in terms of workflow and finance.
The employee turnover rate of U.S. companies is currently around 15% and according to the Bureau of Labor Statistics, over 4 million Americans quit their jobs every month.
Source:Statista
Employee sourcing and onboarding can be one of the biggest expenses that a company incurs. Providing a proper letter of resignation will help with planning and supporting a smoother handover.
As the old saying goes, people may not remember what you did, but they will never forget how you left. Not leaving your position in the correct way can feel personal, almost like a kick in the teeth to your manager. Documenting your exit formally and courteously can take the sting out of losing a valuable employee.
Writing a resignation letter is an important step in the process of leaving a job. It helps your employer make future plans and prevents them from being caught off guard. It also gives you time to plan your exit and tie up any loose ends.
FAQ
1. How do I write a simple resignation letter?
Keep it brief: state your resignation, include your last working day, express gratitude, and offer to help during the transition.
2. How do you resign gracefully in a letter?
Use a polite tone, thank your employer for the opportunity, give proper notice, and offer assistance with the transition.
3. Do you send a resignation letter to HR or manager?
Typically, send it to your immediate manager. You can copy HR if needed.
4. How do I tell my boss I quit nicely?
Schedule a meeting, be polite, express gratitude, and explain your decision briefly and respectfully.
5. Is resigning the same as quitting?
Yes, resigning and quitting both refer to voluntarily leaving a job.
6. What not to do when quitting a job?
- Don’t leave without proper notice: Always provide the standard notice (typically two weeks) unless your contract specifies otherwise.
- Avoid burning bridges: Stay professional and respectful, as you may need references or future opportunities.
- Don’t vent frustrations: Resist the urge to share negative feedback during your resignation; focus on positive aspects.
- Avoid quitting abruptly: Don’t leave without a transition plan or handing over your responsibilities.
- Don’t neglect a resignation letter: Always submit a formal resignation letter, even if you’ve discussed your decision verbally.
- Don’t slack off: Continue working diligently during your notice period to maintain professionalism and good standing.
7. What should the subject of the email be?
The email subject for a resignation letter should be clear and professional. Here are a few options:
- Resignation – [Your Name]
- Notice of Resignation – [Your Name]
- Resignation Letter – [Your Name]
- Formal Resignation – [Your Name]
- Resignation Notice – [Your Position]