How To Write A Resignation Letter (With Examples)

Crafting a professional resignation letter is crucial for preserving your professional network, regardless of your reasons for leaving your current job. A well-written resignation letter should clearly express your intention to resign, state your final working day, thank your employer for the opportunities provided, and offer assistance during the transition.

Whether you’re moving on to a new job, pursuing further education, or taking a break from the workforce, this article will guide you on how to effectively write a resignation letter, including the appropriate format, a resignation letter template, and examples.

Key Takeaways:

• Your resignation letter should include your name, current position, intent to resign, and your final work date.

• Discuss your resignation with your supervisor or manager before submitting your letter.

• Use a resignation letter sample for guidance but personalize it to reflect your unique situation.

How to Write a Resignation Letter

A professional resignation letter doesn’t have to be elaborate. Ensure that your letter includes the following essential components:

1. Your resignation, position, and final day. The opening sentence should clearly state your resignation from your position at the company on a specified date. Avoid providing reasons for your departure; a straightforward resignation letter is most effective.

   For example:

   Dear Sara,

   I am writing to formally notify you that I am resigning from my position as a staff accountant at Broadsdale, effective two weeks from today on July 12, 2026.

2. Gratitude. It is always appropriate to express thanks to your employer for the opportunities you’ve had. Mention specific moments and experiences that made your time there valuable. Positive sentiments can help maintain a good rapport for future references.

   For example:

   Thank you for the opportunity to work here for the past three years. I have genuinely appreciated collaborating with talented individuals who helped me grow both as an accountant and as a teammate. I wouldn’t be prepared for the next stage of my career without these experiences.

3. Offer to assist with the transition. You can offer to help train your replacement or ensure that your current responsibilities are wrapped up smoothly.

   For example:

   In the next two weeks, I will finalize the accounts I have been handling and ensure the team has all the necessary materials to continue our projects. Please let me know if there’s anything I can do to assist with the hiring and/or training of my replacement; I’m happy to help with the transition.

4. Sign off and provide contact information. Unless the circumstances are particularly negative, provide your employer with your contact information.

   For example:

   I wish Broadsdale continued success and hope to stay in touch.

   Sincerely,

   Larissa Hunt

   lhunt@email.com
   (555)-234-5678

5. Reason for leaving (optional). Including your reason for leaving is not mandatory, but if you choose to do so, keep it brief. Frame it positively, focusing on your excitement for the future rather than any dissatisfaction with your current role.

Resignation Letter Template

Use this resignation letter template as a starting point for your own:

Resignation Letter Examples

These resignation letter examples should serve as a starting point; make sure to adapt them to fit your unique situation.

1. Standard Sample Resignation Letter

   January 1, 2026

   Dear Mrs. Young,

   Please accept this letter as my official notice of resignation from my position as a software developer at Fanfare Corporation, effective February 14, 2026.

   Thank you for the opportunity to work at such a collaborative and supportive company over the past five years. I have enjoyed forming personal and professional relationships with my team at Fanfare Corporation, and I feel that the company has greatly contributed to my personal growth.

   I aim to make this transition as smooth as possible by offering to assist with training my replacement. I will complete all my assignments and leave detailed notes on ongoing projects to support my team after my departure. I believe Fanfare Corporation will continue to excel.

   Thank you again for all the opportunities afforded to me. I wish you and the company all the best as you move forward. You can contact me anytime at elsajohnson@gmail.com or call me at (555)-123-4567.

   Sincerely,

   Elsa Johnson

2. Simple Resignation Letter Sample

   Dear Mr. Bragg,

   Please accept this email as notification that I am resigning from my position as a retail clerk at Loose Threads, effective August 8, 2026.

   I have enjoyed my time working with everyone at Loose Threads and am grateful for the experience. Please let me know if I can assist during this transition period.

   Sincerely,
   John Tolsi

   (555)-222-3333

3. Short Resignation Letter Sample

   Dear Ms. Gaudencio,

   Please accept this letter as notification that I am leaving my position as a sales representative at ABC Corp. on July 19, 2026.

   Sincerely,
   Pedro Lucena

4. Email Resignation Letter Sample

   Dear Ms. Wright,

   I am writing to inform you that I am resigning from my position as a digital marketing assistant at NextGen, effective May 30, 2026.

   Thank you for the experiences and support you provided throughout my two years at NextGen. It’s been a pleasure working alongside such talented and encouraging colleagues.

   In the next two weeks, I will complete all outstanding projects and assist in training others on the team to take over my responsibilities. Please let me know if there’s anything else I can do to help during the transition.

   I wish you and everyone at NextGen continued success, and I would love to stay in touch.

   Sincerely,
   Joanne Filipe

   jfilipe@email.com
   (999)-888-7777

Resignation Letter Tips

Follow these tips to craft the best resignation letter possible and leave a positive impression on your former employer:

1. Time your letter correctly. Providing two weeks’ notice is a common practice. Ensure that your intended departure date is at least two weeks from when you send the resignation letter.

   That said, a resignation letter shouldn’t be the only method of communicating your departure. If your employment contract specifies conditions for resigning, follow those guidelines. Ideally, have a face-to-face conversation with your manager before submitting your official resignation letter.

   Maintain a positive tone during this meeting, keeping your intent to leave and your reasons for resigning brief. This is also a good time to discuss references, benefits, final paychecks, unused vacation/sick days, and your 401(k).

2. Keep it positive. Remember that your resignation letter will be part of your employment record, which may be reviewed by potential future employers. Always be courteous and professional to ensure it reflects positively on you.

   Being polite can provide significant benefits down the line.

3. Keep it brief. There’s no need to elaborate excessively. Each section should ideally take a sentence or two.

4. Plan for an immediate departure. While giving at least two weeks’ notice is advisable, be prepared for the possibility that your employer may choose to end your employment sooner. Take necessary precautions if this occurs.

What Not to Include in a Resignation Letter

• Anything negative. Even if your experience was less than ideal, it’s unprofessional to vent frustrations in your resignation letter. This is your official farewell, which may be shared with future employers, who might question hiring someone with a negative attitude. You may also need references from these individuals in the future.

• Avoid vagueness. Clearly state your final working date; don’t leave it open to interpretation.

• Salary grievances. If you attempted to negotiate a higher salary and did not succeed, avoid mentioning this in your resignation letter. Bringing this up as you’re leaving is not professional.

• No fluff. Aim for a concise letter that states the facts and expresses gratitude without excessive praise or detailed project updates.

• Errors. Ensure your letter is error-free; proofread carefully to avoid typos or grammatical mistakes.

Resignation Letter FAQ

1. Do I need to write a resignation letter?

   Technically, no—the United States operates under an “at-will” employment system, allowing either party to terminate the relationship at any time, barring discrimination or illegal actions.

   However, failing to submit a resignation letter can negatively impact your professional reputation, just as a company firing employees without reason reflects poorly on them. Additionally, some company policies may require formal documentation of your resignation.

2. How is a resignation letter different from a two weeks’ notice letter?

   There is little distinction between a resignation letter and a two weeks’ notice letter. A two weeks’ notice letter is simply a resignation letter submitted two weeks prior to your final workday. Adhering to this norm is advisable, or provide more notice if feasible.

3. Should I include my reasons for leaving?

   Generally, no, it is unnecessary to include a reason for leaving. This information can only harm your standing; discuss your reasons more thoroughly during your exit interview or in informal discussions with relevant staff.

4. Should I hand in my resignation letter before or after talking to my boss?

   It’s advisable to either discuss your resignation with your boss beforehand or schedule a meeting where you can verbally communicate your decision and present your resignation letter simultaneously.

   Above all, ensure your boss is the first to know about your departure; you don’t want them to learn about it through gossip.

Author

Matthew Zane

Matthew Zane is the lead editor of Zippia's How To Get A Job Guides. He is a teacher, writer, and world-traveler that wants to help people at every stage of the career life cycle. He completed his masters in American Literature from Trinity College Dublin and BA in English from the University of Connecticut.