Write the Perfect Resignation Letter: 3 Steps + Ready-to-Use Templates

Learn what a professional resignation letter is, the components of an effective resignation letter, and templates for every job situation.

You’ve just accepted that dream job offer, but now comes the hard part: telling your current boss. Your stomach drops as you stare at a blank page. Breathe easy—our guide walks you through writing a resignation letter that keeps bridges intact and reputations shining.

Resignation Letters Explained: Your Official ‘Goodbye’ Document

A professional resignation letter is an official document you send to your manager, human resources (HR), and leadership to formally notify them you’re quitting your job. Usually you hand in the letter after you have already told your manager you are leaving and talked about a transition plan. If you can’t meet, you can send the letter to announce your resignation instead.

This letter of resignation isn’t just a formality—it becomes part of your permanent employee file. Your resignation letter goes into your employee file. What you write can shape how current and future employers see you. According to Gallup (source), 51% of US employees were looking for a new job in 2023—the highest in a decade. With the average US turnover rate at 41% in 2023https://www.bls.gov/news.release/empsit.pdf, chances are you’ll write several resignation letters throughout your career.

Why a Resignation Letter Matters

Giving formal notice tells the company you intend to leave. But why does this matter? Here are the key reasons a professional resignation letter is essential:

It protects your professional reputation. The working world is smaller than you think. Today’s coworker could be tomorrow’s hiring manager, client, or networking connection. A graceful exit on good terms preserves these valuable relationships.

It creates an official record. Your letter documents the exact date of your resignation and your last working day, preventing any confusion or disputes about your departure timeline or notice period.

It demonstrates professionalism. How you leave a position says as much about your character as how you performed in it. Handling your resignation with courtesy and tact showcases the valuable skills you’ve developed throughout your tenure.

It keeps doors open. Interestingly, boomerang employees made up 35% of new hires in March 2025https://www.hr-brew.com/stories/2025/05/30/boomerang-employees-new-hires-data—the highest rate since tracking began in 2018. You never know when you might want to return to a previous employer, and a professional resignation letter helps make that possible.

Career expert Alison Green, author of the Ask a Manager book series, notes: “This starts with giving notice and letting people know in a professional way.”

It can be challenging to deliver bad news. Learn skills and steps with Managing Up: What to do When Your Boss is in a Bad Mood.

What to Include in a Resignation Letter

Before we dive into the step-by-step process, let’s cover the essential elements every resignation letter should contain:

1. Date and formal greeting – Include today’s date and address your direct supervisor by name.

2. Clear statement of resignation – Explicitly state you are resigning and from what position.

3. Your final day of work – Specify your last working day, typically two weeks from the date of the letter.

4. Brief expression of gratitude (if appropriate) – A sentence or two thanking the employer for the opportunity.

5. Offer to assist with transition – Indicate your willingness to help train a replacement or wrap up projects.

6. Professional closing and signature – Close with “Sincerely” or “Best regards” followed by your name.

What NOT to include:

• Detailed reasons for leaving
• Negative comments about the company, boss, or coworkers
• Salary complaints or grievances
• Excessive emotion

Amy Gallo, contributing editor at Harvard Business Review and author of Getting Along, emphasizes keeping it simple and professional from the start.

Build Your Resignation Letter in 3 Foolproof Steps

A professional letter of resignation includes three core components: your departure details, gratitude for the experience, and remarks about the transition process. In the United States, most managers give four to six weeks’ notice as a courtesy. Two weeks is the usual standard for everyone else. This can vary in other countries, so research local expectations before deciding when to resign.

Alison Green advises: “Your letter should be two to three sentences at most and should simply confirm your decision to resign, note when your last day will be, and indicate today’s date.”

Let’s walk through each step!

Step 1: State Your Last Day Clearly and Concisely

Start with a greeting using your manager’s name, then get straight to the point. Announce your resignation and specify your final day. Being direct respects everyone’s time and prevents any confusion about your intentions.

Providing clear notice ensures you and the company are on the same page. This is especially important because replacing an employee costs 6-9 months of their salary (source) according to the Society for Human Resource Management, so companies need adequate time to plan.

Sample phrases to consider:

• “I am resigning from my [position] with [company] effective [date].”
• “Please accept this letter as my formal resignation from [company]. My last day of work will be [date].”
• “After careful consideration, I have decided to resign from my position as [job title]. My final day will be [date].”

Alison Green provides this simple example: “This letter is to confirm that I’ve made the difficult decision to resign from ABC Company. My last day will be December 12. I’ve appreciated my time here.”

Pro tip: Calculate your two weeks notice carefully. If you’re giving notice on a Monday, your last day would typically be the Friday two weeks later, not the Sunday.

Step 2: Say Thanks (Even If It’s Tricky)

If possible, express gratitude for your time at the company. This step helps you leave on good terms. Skip it only if the relationship was genuinely toxic—but even then, you can usually find something neutral to appreciate, like the skills you gained or the clients you worked with.

Between the time you give notice and your last day, you want to maintain positive relationships with your employer and colleagues. It’s always wise to leave on a high note, regardless of your deeper feelings. Don’t say anything negative. Remember, your resignation letter becomes part of your permanent file and can influence future references.

In your letter, add a brief paragraph about positive experiences you had, the valuable skills you developed, or growth opportunities you received during your tenure.

Sample gratitude statements:

• “Over the years, I’ve learned so much about this industry and the needs of our customers. It’s been a privilege to be part of serving them through [company’s] products.”
• “I want to express my gratitude for the opportunity to work with such a skilled and diverse team. I will take the lessons I learned with me throughout my career.”
• “Thank you for allowing me to serve as [title] for the last [years]. I appreciate the trust and confidence you placed in me during this time.”

Career advice columnist Alison Green suggests: “I’m grateful for the opportunities I’ve had here, wish the organization every success, and stand ready to help make the transition as smooth as possible. (source)“

Step 3: Pledge Help for a Smooth Handover

Acknowledge the impact your departure may have on the company and offer your support during the transition. This demonstrates professionalism and genuine care for your team’s success. Employers deeply appreciate this gesture, and it cements your reputation as someone who thinks beyond themselves.

Being helpful during your final weeks shows character and maturity. It also means you’re more likely to receive positive references and maintain those important professional connections.

Sample transition statements:

• “I know transitions are challenging, and I am happy to do what I can to support the team.”
• “Please let me know when you’d like to review my current workload so I can help transition the projects to other team members or get other staff up to speed.”
• “Please let me know how I can support a smooth transition over the next few weeks.”
• “I’m committed to ensuring all my responsibilities are properly handed off before my departure.”

Pro tip: Follow through on your offer! If you promise to help with training or documentation, actually do it. Your final impression matters just as much as your resignation letter.

Want to level up your career communication?

Resignation Letter Do’s and Don’ts: Avoid These Career Killers

Finding a new job and leaving an existing one takes effort and emotional energy. Don’t throw away the good work you’ve done by making these common mistakes.

DO:

• Prepare your letter before meeting with your boss. Check grammar and spelling carefully. Typos in an official document look unprofessional and careless.
• Stay professional and courteous in every message. Your resignation letter is part of your employee file and can affect what current and future employers think of you. In fact, the US quits rate was 1.9% in December 2024https://www.bls.gov/news.release/jolts.nr0.htm, down from the 3.0% peak during the Great Resignation—meaning companies are paying closer attention to how employees exit.
• Give your supervisor a hard copy when you meet. Handing them a physical letter sets the tone for a respectful and courteous transition. It also ensures there’s no question that you formally submitted your resignation.
• Send it to HR immediately after talking to your boss. Email a copy to whoever handles personnel matters (usually Human Resources) as soon as you’ve had the conversation with your direct supervisor.
• Give appropriate notice based on your role and tenure. While two weeks is standard, those with longer tenure or senior positions should consider offering three to six weeks. The company may ask you to give more notice, particularly if you have specialized knowledge or lead a team.
• Maintain your work quality through your final day. How you perform during your notice period speaks volumes about your character and professionalism.

Enjoy some of the [funniest movie-quitting scenes](

) to see what NOT to do!

DON’T:

• Be negative. Criticism will only reflect poorly on you and isn’t the impression you want to leave. Maintaining a good reputation is essential. The professional world is surprisingly small, and you never know when you’ll need a letter of reference.
• Air your grievances in the letter. Don’t use the letter to give feedback or list complaints; save those comments for the exit interview. This document is an official record that closes your employee file.
• Over-explain why you’re leaving. Keep it professional and positive. Leave out personal details. If you need to share your reason for departure, use your meeting with your manager to explain what you’re looking forward to rather than focusing on why you’re leaving.
• Send the letter to anyone before telling your supervisor. Never, ever let your boss find out through the grapevine or an HR email. You don’t want to embarrass them or catch them off guard. Always tell your direct manager first, then follow up with the formal letter.
• Burn bridges, no matter how tempting. Even if you hated every minute, resist the urge for a dramatic exit. That temporary satisfaction isn’t worth damaging your professional reputation. Research shows that accommodation and food services had the highest quits rate at 4.1% in 2024https://www.bls.gov/news.release/jolts.t04.htm—industries with high turnover make strong reputations even more valuable.
• Forget about your final day responsibilities. Return company property, complete exit paperwork, and leave detailed notes about your projects. Make it easy for whoever comes after you.

Set yourself up for success with a job happiness plan in your new position by reading Be Happy at Work: 10 Science-Backed Ways You Can Be Happier.

Custom Resignation Templates: Pick Yours and Plug It In

Every situation is unique. Use these templates as starting points, then customize them to fit your circumstances and personality. Remember to keep your tone warm but professional, and focus on gratitude and support rather than grievances or excessive emotion.

Sample resignation letter for when you like your boss

Subject line: Resignation Letter—[Your name] [Position]

Dear [recipient’s name],

After much deliberation, I have decided to leave [company]. Please accept this letter as my formal resignation as of [effective date].

I have really enjoyed working with you over the past [# of years] at [company]. I would like to thank you for believing in me, providing growth opportunities, and sharing your deep knowledge of the industry. I am a better human and employee because of my relationship with you.

I understand that transitions are challenging, and my goal is to help set the team and my replacement up for success. Please reach out about how I can best support these efforts.

Sincerely,

[Your name]

Sample resignation letter for when you don’t like your boss

Subject line: Resignation Letter—[Your name] [Position]

Dear [recipient’s name],

I am writing to notify [company name] of my resignation from the position of [job title]. I am providing two weeks’ notice, and my last day will be [date].

Thank you for the time and opportunity to work at [company name]. I learned a lot about myself and my preferred work environment through this experience.

Please let me know how I can support a smooth transition.

Best regards,

[Your name]

Sample resignation letter when you really like your colleagues

Subject line: Resignation Letter—[Your name] [Position]

Dear [recipient’s name],

I am writing to inform you of my decision to resign from the position of [job title] with [company name]. I am providing two weeks’ notice, and my last day will be [date].

This was not an easy decision to make because I sincerely enjoyed working with the [specific team/group] at [company name]. They are collaborative, helpful, and fun, making coming to the office truly enjoyable. I particularly appreciated the support they offered when [describe a situation]. I also value the training and knowledge I gained over the past [years].

I want to help with the transition, including training other team members and wrapping up my projects. If I can be of any further assistance during this time, please let me know.

Best regards,

[Your name]

Sample resignation letter for providing a longer notice

Subject line: [Your name]—Resignation

Dear [recipient’s name],

I am writing to give you my formal notice that I am resigning from [company]. I understand that transitioning a new person to the role of [job title] will take some time, and I would like to provide as much notice as possible.

During my [# of years] at [company], I have enjoyed [insert a few key projects]. Thank you for all your guidance and support during my employment.

Please let me know if you’d like to discuss the projects in my workload. I am happy to support the transition in any way I can.

Best regards,

[Your Name]

Sample resignation letter for when you are open to returning to the company

Subject line: Resignation Letter—[Your name] [Position]

Dear [recipient’s name],

I am writing to inform you that I am resigning from [company] effective [date], and this is my [number] weeks’ notice.

[Company name] has given me valuable skills and opportunities, and I’m grateful I had the opportunity to work with this team in this environment. The culture [company name] offers is truly unique and inspiring, and I’d love to stay in touch about future job opportunities.

Finally, I recognize that transition can be disruptive. Please know you have my support in making the transition as seamless as possible.

Best regards,

[Your name]

Sample resignation letter for when you have a contract

Subject line: Resignation Letter—[Your name] [Position]

Dear [recipient’s name],

I am writing to formally notify you of my resignation from the position of [job title] with [company name]. In accordance with my contract, my final day will be [date].

I want to thank the team at [company] for the opportunities I have been afforded. During my [years] of service, I have appreciated the client-centered approach and the commitment to producing excellent work.

I am fully committed to providing assistance to facilitate a smooth transition between now and [end date].

Best regards,

[Your name]

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Resignation Letter Templates for Specific Situations

Sometimes standard templates don’t quite fit your circumstances. Here are additional templates for unique situations you might encounter.

Sample resignation letter with immediate effect (no notice)

Subject line: Immediate Resignation—[Your name]

Dear [recipient’s name],

I am writing to inform you of my resignation from [company name] effective immediately. Due to [brief, neutral reason: personal circumstances/family emergency/health reasons], I am unable to provide the standard two weeks’ notice.

I sincerely apologize for any inconvenience this may cause. I am available to discuss transition details by [phone/email] and will do my best to assist remotely during this time.

Thank you for the opportunities I have had at [company name].

Best regards,

[Your name]

Note: Resigning with immediate effect should only be done in truly urgent circumstances (serious illness, family emergency, unsafe work environment). It can damage professional relationships, so use this approach only when absolutely necessary.

Sample resignation letter for personal reasons

Subject line: Resignation Letter—[Your name] [Position]

Dear [recipient’s name],

I am writing to formally resign from my position as [job title] at [company name], effective [date].

This decision comes after careful consideration of my personal circumstances. While I have valued my time here and the experiences I have gained, I need to prioritize [family commitments/health/relocation/personal development] at this time.

I appreciate the support and opportunities [company name] has provided me during my tenure. I am committed to ensuring a smooth transition and will do everything I can to wrap up my current projects and assist in training my replacement.

Thank you for your understanding.

Best regards,

[Your name]

Sample resignation letter for career advancement

Subject line: Resignation Letter—[Your name] [Position]

Dear [recipient’s name],

I am writing to resign from my position as [job title] at [company name]. My last day will be [date], providing the standard two weeks’ notice.

I have accepted a position that will allow me to advance my career in [specific area/skill/industry]. This was not an easy decision, as I have greatly valued my time at [company name] and the professional relationships I have built here.

The skills and experience I gained during my [length of tenure] here have been invaluable to my professional development. I am particularly grateful for [specific opportunity/project/mentor].

I am fully committed to making this transition as smooth as possible and am happy to assist in training my replacement or documenting processes.

Thank you for the opportunities and support.

Best regards,

[Your name]

Sample resignation letter for retirement

Subject line: Retirement Notification—[Your name] [Position]

Dear [recipient’s name],

It is with mixed feelings that I am writing to formally announce my retirement from [company] as [position], effective [date].

I have spent the majority of my career with [company], and it’s been quite a journey. I’ve thoroughly enjoyed coming to work to solve real problems with this incredible team. Our team and our commitment to purposeful work have made this feel more like a passion project than a job.

We’ve been through our challenges, but I never questioned the integrity of our leaders or the careful thought process that drove each decision. I always knew that the health and success of our customers were at the forefront.

I want to thank everyone for the memories and opportunities I have enjoyed. Some of the highlights include: [list several experiences].

The fond memories of our time together will follow me into my retirement as I [insert future activities]. Until then, I am fully committed to assisting in the hiring of and transition to a new [position].

Best regards,

[Your name]

Good to Know:

A retirement letter differs from a typical resignation in several ways. First, depending on company policy and your position, the company may ask for longer notice—often several months for senior positions. Some retirements also include overlap time for training your replacement.

Second, if you’ve spent significant time with the organization, the company often celebrates your accomplishments and contributions. This makes a more detailed, personal letter appropriate.

Third, long-time employees often see coworkers as family. Letting them know your retirement plans feels natural and gives people time to process your departure and plan celebrations.

How to Deliver Your Resignation Letter Professionally

Writing the letter is only half the battle—how you deliver it matters just as much. Here’s the step-by-step process for submitting your resignation the right way:

1. Schedule a private meeting with your boss. Request time on their calendar for an important discussion. Don’t be vague or dramatic—a simple “I’d like to schedule some time to discuss my future with the company” works perfectly.

2. Tell them in person first. Have the verbal conversation before handing over any written documentation. This shows respect and gives them time to process the news without being blindsided.

3. Be direct and professional. Open with “I’ve decided to resign from my position, and my last day will be [date].” Don’t apologize excessively or get overly emotional. You can be warm and professional at the same time.

4. Provide the physical letter. After you’ve had the verbal conversation, hand them a printed copy of your resignation letter. This creates an official record of the discussion.

5. Follow up with HR. Immediately after meeting with your boss, send your resignation letter to Human Resources and any other relevant departments. This ensures the administrative process begins promptly.

6. Notify your team appropriately. Let your direct supervisor decide when and how to announce your departure to the broader team. Don’t post on social media or tell colleagues before your boss knows.

Resignation Mastery: 5 Key Takeaways to Remember

As you prepare to move on to your next opportunity, keep these essential points in mind:

• Put it in writing. Whether you’re a CEO reporting to a Board of Directors or a barista, always formalize your resignation with a letter. It gives the organization official notice of your intent to leave and allows them to begin finding your replacement. This formal documentation protects both you and your employer.
• Stay neutral and positive. Set aside any negative feelings and focus on the key information—your last day, gratitude for opportunities, and willingness to help with the transition. Remember that your resignation letter becomes part of your permanent file and can influence future references.
• Give adequate notice. Don’t leave without providing at least two weeks’ notice (or more if you’re in a senior role). This is both considerate and the standard across industries. It gives the company time to plan and shows respect for your colleagues who will need to cover your responsibilities.
• Submit a proper letter. When you meet with your direct supervisor, provide a printed hard copy of your resignation letter if possible. If meeting in person isn’t feasible, follow up your virtual conversation with a PDF sent via email. Use proper business letter format with the date, address block, salutation, body, and closing.
• Leave on good terms. Maintain professionalism through your final day. Return company property, complete all exit paperwork thoroughly, finish your projects or document them clearly, and train your replacement if possible. How you leave matters just as much as how you performed—boomerang employees are becoming increasingly common, with 35% of new hires in early 2025 being people returning to former employers.

Your career is a long game. Each job you hold becomes part of your professional story and network. Resigning gracefully, even from positions you didn’t love, preserves your reputation and keeps doors open for future opportunities.

Learn more about yourself at work with The 6 Work Styles and How to Find Yours (Using Science!)