Resignation letter template

What is a resignation letter, and when do you need one?

A resignation letter is the short, formal note you hand your employer to say you are leaving your job and to put your last day in writing. It is not the place to air complaints or explain yourself in detail. Its real job is to create a clear, dated record that you resigned and gave notice, which protects both you and the company.

You need one any time you leave a job voluntarily, even if you have already told your manager in person. A quick conversation is the courteous first step, but the written letter is what goes in your file and confirms the date your notice period starts. If you ever need a reference or proof of how you left, this is the document that speaks for you.

How much notice should you give?

In the United States, two weeks is the widely accepted standard, and it is enough for most roles. It gives your team time to plan and leaves on good terms. That said, a few things can change the number.

• Your contract or handbook. Some roles, especially senior or specialized ones, ask for three or four weeks. Check before you set your last day.
• Seniority. The more people who depend on your work, the more notice is the professional courtesy.
• Your relationship with the team. If a longer handover helps people you respect, offering it is a good way to leave well.
• Your situation. Sometimes health, safety, or a new start date means you can only give a few days. That is allowed, and there is a template for it above.

Whatever you decide, put the exact last working day in the letter so there is no confusion.

Resignation letter vs. email vs. telling your boss in person

These are not either-or. The professional sequence is usually to tell your manager in person first, then follow up with something in writing. Here is how the three compare.

Once you have resigned, keep the momentum going with a clean handover, and line up your next steps with a fresh resume template and a tailored cover letter.

What to include in a resignation letter

A good resignation letter has five parts, and none of them need to be long.

• A clear statement. Say plainly that you are resigning from your position, named in full.
• Your last working day. The single most important detail. Put the exact date so your notice period is unmistakable.
• A brief thank-you. One genuine line about the opportunity keeps the tone warm and professional.
• An offer to help with the handover. Say you will wrap up your work or help train a replacement. It leaves a strong final impression.
• A professional sign-off. “Sincerely,” your name, and a signature line if you are printing it.

How to write a resignation letter, step by step

With the generator above this takes about two minutes: choose your situation in the tabs, fill in the boxes, and download. If you would rather write it yourself, here is the order that works:

1. Put your name and contact details at the top, then the date.
2. Address your manager by name, such as “Dear Ms. Chen,”.
3. State clearly that you are resigning from your position, and name the role.
4. Give your exact last working day.
5. Add one short line of thanks for the opportunity.
6. Offer to help with the handover over your notice period.
7. Sign off with “Sincerely,” and your name, then read it once before you send it.

The Word file stays fully editable in Microsoft Word or Google Docs, so you can add a letterhead or adjust the wording. The PDF is print ready if your employer wants a signed copy for your file.

Resigning on short notice or with immediate effect

Two weeks is the goal, but life does not always allow it. If health, safety, a family situation, or a new employer’s start date means you have to leave quickly, you can still resign professionally. Use the “Immediate” tab above, keep the tone calm and respectful, and acknowledge the short notice rather than ignoring it.

Do not over-explain. A simple line that circumstances require you to leave sooner than you would like is enough. Offer whatever help you realistically can in the time that remains, even if that is only documenting your current work. Leaving in a hurry is not the same as leaving badly, and a steady, gracious letter is what people will remember.

Download in Word, PDF, or copy the text

The generator gives you three ways to walk away with your letter:

📥 Also available: a blank resignation letter (PDF) to print and fill in by hand.

Mistakes that make a resignation look bad

• Venting. Even if you are leaving unhappy, keep complaints out of the letter. It stays in your file and can reach your next reference.
• Leaving out the last day. Without a clear date, your notice period is a guess. Always name the exact day.
• Giving too little notice without saying so. If you cannot give two weeks, acknowledge it rather than hoping no one notices.
• Making it long. A resignation letter is not a farewell speech. A few short paragraphs is right.
• Resigning in writing before telling your manager. Where possible, have the conversation first, then send the letter.

Ready-to-use example letters

Read one for tone and structure, copy it as a starting point, then swap in your details. For an editable, downloadable version, use the generator at the top of the page.

Frequently asked questions