How to Write a Resignation Letter (Examples Included!)
So you’ve decided to move on. You’ve signed on the dotted line at your new gig, and now all that’s standing between you and your fab new job is submitting your resignation letter to your current one.
While this isn’t the first step of quitting your job (that would be sitting down with your boss to have the “I quit” conversation and give your two weeks’ notice), it’s an important one. The official document you submit to your higher-ups and HR will set the tone for the rest of your time at this company—as well as your relationship moving forward.
It’s worth spending a little time making your two weeks’ notice letter solid and polished. Note we said a little time—you’re not writing the Memoirs of a Back-End Engineer here. It should actually be a quick, concise document.
Here’s a step-by-step guide on how to write a resignation letter, with examples and a template to make it as easy as possible for you.
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What’s a resignation letter?
A resignation letter is a written notice to your employer stating your intent to resign. It includes your final day at the company and an offer to help with the transition. You could also use the document to thank the employer for any opportunities or support provided and mention an invitation to keep in touch.
Resignation letter format
The resignation letter format is simple and minimalist. Like most professional letters, its key pillars are the following:
- Date you’re sending the letter
- Salutation (e.g. “Dear [name]”)
- Body paragraphs
- Sign-off (e.g. “Sincerely,” “Best regards”)
- Your contact information
You might think it’s not necessary to write one, but a letter of resignation is important for ensuring a smooth transition and providing a record of the terms of your departure.
How to write a resignation letter in 4 steps
There’s no need to overthink it—this is an important yet simple document. Here’s how to craft your resignation letter, along with some tips on what not to include to deliver your message professionally:
1. Document your resignation and last day
The beginning of your letter is not the place to sugarcoat or get creative. Just state your decision to resign and the effective date. While you probably shared with your boss your reasons for leaving, you don’t need to describe them here—keeping it simple is perfectly fine.
For example:
You could also say something like:
2. Express gratitude for the opportunity
It’s always a good idea to thank your employer for the opportunity, describing some of the key things you’ve enjoyed and learned on the job. Yes, this is true even if you’re beyond thrilled to be leaving. Remember—you don’t want to burn bridges (and you may want a reference down the line), and wrapping up on a good note will leave a lasting and positive impression.
For example:
3. Offer help with the handoff
State your willingness to help out with the transition. You don’t need to go into great detail (and definitely don’t promise anything you can’t deliver), but a couple of lines saying you’ll ensure a smooth wrap-up of your duties will show you’re in the game until the very end.
For example:
4. Say your well wishes and sing off
Finally, wrap up the email professionally. Express that you still want the best for the company going forward, and let them know they can reach out. If you truly want to keep in touch, feel free to leave some contact information, such as your personal email, LinkedIn handle, or phone number.
For example:
What not to include in your resignation letter
This is one of those cases where what you don’t say matters almost as much as what you say. Here are a few things you should definitely avoid when writing a formal resignation letter:
- Details about why you’re leaving the company: It’s OK to give a brief explanation if you want, but don’t dive into minor details. Resist the urge of venting all your reasons, and keep it professional.
- Details about where you’re going: Your resignation letter is also not the place to brag about your next employer or give details about the hiring process, salary, or benefits package.
- Complaints about the company, its employees, or its practices: Again, even if your experience at the company was terrible and is the reason for your departure, it’s highly unprofessional to complain about your employer in a resignation letter.
- Rambling: If you don’t have much to say, it’s best to write a straightforward, short resignation letter. There’s no need to ramble or make it longer than necessary.
Resignation letter template
If you want some more guidance (or just convenience—no shame in that!), just plug your info into our template:
[Download this template here]
Feel free to adjust this based on your experience and your company culture. Typically, you should email the letter to both your boss and the HR department, but always double check if your company has specific procedures for submitting your resignation.
Read this next: 40 Templates to Help You Handle Your Toughest Work Emails
3 example resignation letters
Want to put this all together and see what it looks like in practice? We’ve written three letter of resignation samples for you to work off of.
Simple resignation letter example #1
Formal resignation letter example #2
Short resignation letter example #3
Frequently asked questions
1. How do I write a good resignation letter?
A good resignation letter is brief, concise, and maintains a professional tone. It should clearly communicate your decision to leave your job, specify your final day at the company, and express gratitude for any opportunities you’ve had during your employment. It’s also common courtesy to offer help with the handoff of tasks or projects.
2. How do you politely resign in an email?
To resign via email, address your resignation letter to your boss, direct manager, and human resources. It’s polite to give at least two weeks’ notice so your employer has time to find a replacement. Avoid venting your frustrations or getting into details about why you’re quitting. It’s also a good idea to have an in-person conversation with your superior before or after sending the letter.
3. What is the format of a resignation letter to a company?
The resignation letter format follows the standard structure of most professional letters. It includes the date of sending the letter, a formal salutation, typically no more than two or three body paragraphs, and a closing sign-off.
4. How to write a resignation letter for personal reasons?
Resignation letters usually don’t elaborate on the reasons for quitting, but you can offer a brief explanation if you feel it’s necessary. For example: “I am writing to inform you that I’m resigning from my position as a [job title] for [company name] due to [personal reason]. My last day of work will be July 5, 2024.”
Bottom line
Your note may sit in the depths of your company’s HR files until the end of time, but you can be sure of two things: One, your former boss (and future reference) will read it and be impressed. And two, if you ever decide to come back to your company (hey, it happens), it’s a very good thing that the last thing on file is a great, professionally written letter of resignation.
Regina Borsellino and Amanda Cardoso also contributed writing, reporting, and/or advice to this article.