Resignation Letters

A resignation letter is a short, formal record that you are leaving a job and when your last day will be. It does not need to explain why you are going, and in most cases it should not. Two or three sentences is enough for the letter itself; everything else belongs in the conversation with your manager.

Below are twelve samples covering the situations people actually resign in, from standard notice to leaving immediately, plus what to leave out and what happens after you hand it in. Every template is free to download in Word.

What a resignation letter is for

The letter is a record, not a speech. Your employer keeps it on file, HR uses it to calculate your final pay and notice, and it may be referenced years later if anyone asks how you left. That is the whole job.

Three things it must contain:

1. A clear statement that you are resigning, using the word “resign”
2. Your last working day, as a specific date, not “in two weeks”
3. The date you wrote it, because notice periods run from when it is received

Everything beyond that is optional. A line of thanks is normal and costs nothing. An offer to help with the handover is worth including if you mean it.

What to leave out

This is where most resignation letters go wrong, and it is the part sample letters online usually get backwards.

Do not name your new employer. You are not required to, and disclosing it invites a counter-offer, can trigger non-compete or restrictive-covenant scrutiny, and occasionally results in being walked out the same day. If your manager asks, you can answer in person. Keep it out of the written record.

Do not list grievances. Whatever happened, the resignation letter is the wrong place. It goes in your permanent file, it is read by people who were not there, and it will be the last impression you leave. If there is a genuine issue worth raising, raise it separately through the proper channel.

Do not disclose medical details. If you are leaving for health reasons you can say so in one clause without naming a condition. You are under no obligation to provide a diagnosis to an employer you are leaving.

Do not over-explain. A long letter reads as either an apology or a justification, and neither helps you. The most professional resignation letters are the shortest ones.

Do not negotiate in the letter. If you want a different last day, a payout of unused leave, or a reference, ask for those in conversation. A letter that opens with a demand changes how the whole thing is received.

How much notice to give

Check your employment contract first. That is the only answer that applies to you specifically, and it overrides any general rule.

Two practical points. Notice runs from when the letter is received, not when you wrote it, so date it the day you hand it over. And giving more notice than required is not always welcome: some employers would rather you left promptly, and a long lame-duck period helps nobody.

Resignation letter format

1. Your name and contact details
2. The date, written in full
3. Your manager’s name and title, and the company name
4. A subject line if sending by email: “Resignation — [Your Name]”
5. The salutation, using your manager’s name
6. The resignation, in the first sentence, with your last working day
7. One optional line of thanks
8. One optional line offering handover help
9. A close and your signature

That is the entire structure. Most resignation letters should be 80 to 150 words.

How to hand it in

Tell your manager first, in person or on a call. Finding out by email that a report has resigned is a bad experience for a manager and it is remembered. Have the conversation, then send the letter the same day so there is a written record.

Send it to your manager, and copy HR. Copying HR starts the formal process and prevents the letter sitting unread in someone’s inbox while your notice period ticks down.

Email is now standard. A printed letter is only necessary if your contract requires it or you want proof of delivery. If you do send a hard copy, email it as well and keep a copy for yourself.

Keep your own copy, sent from a personal address if possible. Company email access is often cut on your last day, sometimes sooner.

Resignation letter samples

Each of these is deliberately short. Adapt the wording, keep the length.

1. Standard two weeks’ notice

The default. Use this unless a specific circumstance applies.

2. Short notice (less than your contract requires)

Acknowledge it plainly, once, and do not grovel. Offer something concrete instead.

3. Immediate resignation

Leaving without notice can have financial consequences, including forfeited notice pay and, in some contracts, liability. Check before you send this. Keep the letter neutral regardless of the reason.

4. One month or longer notice (senior and specialist roles)

5. Retirement

Retirement usually involves pension, benefits and sometimes phased-exit arrangements, so give more notice than a standard resignation and start the HR conversation early.

6. Health reasons

You do not have to name a condition, and generally should not. One clause is enough. Before resigning for health reasons, it is worth checking whether medical leave, reduced hours or an adjustment is available, since resigning may forfeit protections and benefits you currently hold.

7. Relocation or family reasons

8. Leaving after a difficult experience

If you are resigning because of how you were treated, the impulse to say so in the letter is strong and the cost is high. The letter goes in your file permanently, is read by people who were not there, and is often the document consulted if a future employer asks how you left. A blunt letter also weakens your position if you later want to raise a formal complaint or pursue a claim, because it looks like a parting shot rather than a documented concern.

Resign neutrally. Raise the substance separately, in writing, through HR or a grievance process, where it counts for something.

Short, factual, no ammunition left behind. “No longer the right fit” is understood by everyone and commits you to nothing.

9. Resigning during a probation period

Notice during probation is usually much shorter, often a week or less. Check your offer letter.

10. Resignation email

Most resignations are now sent by email. The content is the same; the subject line and the absence of postal addresses are the only differences.

Note the personal email in the signature. Company access is often cut on your last day.

11. Leaving to study or change career

12. Minimal resignation letter

Three sentences. Entirely sufficient, and sometimes the best choice.

What happens after you hand it in

You may get a counter-offer

If money was the reason, a counter-offer can be worth considering. If it was not, a raise does not fix what made you leave, and you will likely be having the same conversation in six months. Whatever you decide, do not use a resignation as a negotiating tactic unless you are genuinely prepared to go.

You may be asked to leave immediately

Some employers, particularly in finance, sales and roles with system access, walk resigning staff out the same day or place them on paid leave for the notice period. This is common and is not a judgement on you. Whether you are paid for the notice depends on your contract, so know that answer before you resign.

You will probably be offered an exit interview

These are optional almost everywhere. They are occasionally useful and are sometimes documented and shared. Be measured, stick to things you would be comfortable seeing repeated, and decline if you would rather not.

Final pay and unused leave

Rules on paying out accrued but unused leave vary by country and by state. Ask HR in writing what you will receive and when, and get the answer in writing.

Ask for the reference before you leave

Your manager knows your work now. In two years they may have moved on. A short written reference or a LinkedIn recommendation obtained during the notice period is far easier to get than one requested later.

Five mistakes to avoid

1. Resigning by email before speaking to your manager. Have the conversation first, then send the letter the same day.
2. Naming your new employer. No upside, several possible downsides.
3. Explaining at length. Length reads as justification. Short reads as confident.
4. Putting grievances in writing in the letter. Permanent, widely read, and it weakens any complaint you might raise properly later.
5. Giving vague dates. “In two weeks” creates ambiguity about your final day and your final pay. Give the date.

Frequently asked questions

How long should a resignation letter be?

Between 80 and 150 words for most situations. A resignation letter is a record rather than an explanation, and longer letters tend to read as justification.

Do I have to give a reason for resigning?

No. A resignation letter does not need to state a reason, and in many situations it is better not to. You can give a brief neutral reason such as relocation or a career change if you prefer.

Should I say where I am going?

No. Naming your new employer in a resignation letter has no benefit and can invite a counter-offer or trigger scrutiny of non-compete clauses. If your manager asks, you can answer in conversation.

How much notice do I have to give?

Whatever your employment contract specifies. If it is silent, two weeks is the common professional standard, though in most US states employment is at-will and notice is a courtesy rather than a legal obligation.

Can I resign by email?

Yes, and it is now standard practice. Speak to your manager first, then send the email the same day and copy HR so the notice period is formally recorded.

Can I withdraw a resignation after submitting it?

Only if your employer agrees. Once accepted, a resignation is generally binding, and the employer is under no obligation to let you retract it.

What should I do if my employer refuses to accept my resignation?

A resignation does not require acceptance to be effective. Keep a dated copy and confirmation that it was received, and if it is disputed, escalate to HR in writing.

Should I mention problems with my manager in the letter?

No. The letter is permanently filed and read by people who were not involved. Raise substantive issues separately through HR or a formal grievance process, where they carry weight.

What is the difference between a resignation letter and a notice period?

The letter is the document that resigns your position; the notice period is the time you continue working after giving it. The letter should state the last day of that period as a specific date.

Do I still get paid during my notice period if I am asked to leave immediately?

That depends on your contract. Being placed on paid leave for the notice period is common, but it is not automatic, so confirm the position before resigning.

Related letters

• Retirement Resignation Letter
• Teacher Recommendation Letter
• Job Offer Decline Letter
• Sample Warning Letter

This page provides general information and sample wording, not legal or employment advice. Notice periods, final pay and leave entitlements vary by country, state and contract. Check your employment contract, and consult a qualified adviser where money, a license or a dispute is involved.