Resignation Letter Example

How do you write a resignation letter when you leave your job?

We are living in a different world than our parents were. People switch jobs more often, and the era when you could retire from the same position is finished. People from other parts of the world resign daily, regardless of the industry or company size. They either found a better job or decided the current role/environment/boss was not right for you. An essential guide on how to write your letter of resignation and sample resignation letter templates are provided below.

What is the resignation letter?

A letter of resignation is a brief letter that states your decision to resign when your final day will be, and how you be handing over your duties untill your departure.

Why are resignation letters important?

Writing a resignation letter is important. It shows you're a professional in handling work-related matters. This way, you five an advance notice to your manager so a transition plan is created until a new person is recruited to take over your duties. Additionally, you might want to be in an excellent professional relationship with your current colleagues, as they might hint at the next opportunity, or even you might return to the same company one day. 

How to write a resignation letter?

Resignation letters should not be complicated essays; they should be professional letters clearly stating that you resign and when you will leave. Sure, you can add some additional elements to ensure that it covers the essentials and you respect the opportunity to work in the organization. Keep in mind that you should keep the letter format to one page and cover these core ideas:

1.    Your resignation intention and last day

The introductory paragraph indicates the statement of intent to resign and the departure date on the job. The resignation letter should be addressed either to your manager or to the HR department. Check the company policy to ensure you follow the rules before submitting the letter, and you select the correct recipient for your request.


Dear Mr./Ms. [insert name]

Kindly accept this letter as a formal resignation notice from the position of [insert position name] as of [insert date].

2.    Your appreciation for the opportunity

Act like a professional. Showcase gratitude and appreciation to your employer for recruiting you.


I appreciate all of the help and opportunities you've given me during my time at [insert company name], and I thank you for the encouragement you've given me to pursue my personal and professional development.

3.    The handoff

Inform your employer that you intend to do your responsibilities to the greatest standards until your last work day. Make an offer to train your replacement.


I will do all in my power to complete pending chores and incomplete projects during the next [enter remaining period], and I am willing to assist in the employment and training of my replacement. Please let me know if there is anything else I can help during this time of change.

4.    The conclusion

In your closing paragraph, share your best wishes for the company's future.


I wish the organization success, and I seek to remain in touch in the future.


[Your surname]

Resignation Letter Template

If you are looking for a simple resignation letter sample, look no further. Just personalize the example below. 

[Your name]
[Your address]
[Your phone number]
[Your email]


[Supervisor name]
[Supervisor title]
[Company name]
[Company address]

Dear Mr./Ms. [insert name]

Please accept this letter as formal notice of my resignation from the position of [insert position name] as of [insert date].

I appreciate all of the help and opportunities you've given me during my time at [insert company name], and I thank you for the encouragement you've given me to pursue my personal and professional development.

I will do all in my power to complete pending chores and incomplete projects during the next [enter remaining period], and I am willing to assist in the employment and training of my replacement. Please let me know if there is anything else I can do to help you during this change.

I wish the organization success, and I hope to stay in touch in the future.


[Your name]

[Hard copy signature]

Resignation letter example

When you lack the energy to compose a resignation letter, or you're still unsure about what to say or how to write in the letter, you can use our resignation letter template to see how the ideas mentioned above become a reality. Don't forget to customize the sample with your details and double-check that the last date is correct.

Frances Jones
17 Upper Road
Main Town, CA 12345
Phone: 555-321-4444


Ms. Linda Cruise
ONE Company
23 Central St.
San Francisco, CA 12345

Dear Ms Cruise,

Please accept this letter as notice of my resignation as HR manager. My last day of work will be [date].

I received an offer to work as a senior HR manager for a Fortune 500 firm, and after careful thinking, I've decided that this chance is too thrilling to pass up.

Over the last three years, it has been a pleasure to work with you and your team. Among the highlights of my career, I could mention working with you to automate ONE Company's recruiting, interviewing candidates, enforcing company policies, and setting up your leave management systems. Your company is primed for further expansion, and I wish you the best of luck with the business expansion.

I want to assist with transitioning my HR responsibilities so that business continues to run smoothly after my departure. I am available to assist in recruiting and training my replacement, and I will ensure that all reporting and records are up to date before my last day of work.

Joyce, once again, thank you for the opportunity to work at ONE Company. I wish you and your crew the best of luck and look forward to continuing in touch. You can reach me at or 555-321-4444 at any time.


Frances Jones

Handwritten Signature (hard copy letter)

Download Word Template

Resignation email example

Dear [Supervisor's Name],

I hope this message finds you well. After careful consideration and much deliberation, I have decided to resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the email]. This decision was not easy, but I believe it is in the best interest of both my personal and professional growth.

I want to express my sincere gratitude for the opportunities and experiences I have had during my time at [Company Name]. Working with you and the team has been a truly rewarding experience, and I have learned a great deal that I will carry with me throughout my career. I am grateful for the support, guidance, and encouragement you have provided during my tenure.

In the remaining time before my departure, I am committed to ensuring a smooth transition. I will work closely with my colleagues to hand over any ongoing projects, responsibilities, and relevant documentation. If there is any additional assistance I can provide to help with the transition, please do not hesitate to let me know.

Once again, I would like to thank you and the entire team at [Company Name] for the valuable experiences and opportunities I have had here. I wish the company and all of my peers continued success and hope to cross paths again in the future.

Please consider this email message as my formal resignation and kindly acknowledge receipt.

Best regards,

[Your Name]
[Your Job Title]
[Your Email Address]
[Your Phone Number]

Related: Do you require some time off to pursue a personal interest? Read our Sabbatical Leave article.

FAQ Resignation Letter

What is the distinction between a letter of two weeks' notice and a letter of resignation?

They are essentially the same. They are both used to express your desire to resign. A two-week notice letter is issued ten business days before your leave; however, a resignation letter can be issued anytime.

What not to include in your resignation letter?

When writing a resignation letter, avoid including the following items:

  • You don't have to include the reason for your departure, especially if it's negative.
  • Complaints or criticisms of the company, management, or coworkers are inappropriate in resignation letters.
  • There's no need to state in your letter that you'll earn more money at your new work (if that's the case). If you're hoping for a counteroffer to entice you to stay, you should have that talk in person.
  • Don't use your letter to brag about how excellent your new job is or how excited you are to leave.

Is it necessary to prepare a resignation letter while quitting a job?

Resignation letters may be required by company policy or employment contracts; however, most employers do not require formal communication when an employee resigns. Even if a resignation letter is unnecessary, writing one to create an official record of your termination date may make sense.

Formatting a resignation letter

Your resignation letter should be professional, brief, and follow the standard formal letter format

  • Length: Most resignation letters are no more than one typed page long.
  • Font: Times New Roman, Arial, or Calibri. 
  • Size: 12 points.
  • Format: The letter should be typed single-spaced, with a single space between paragraphs. 
  • Margins and spacing: One-inch margins, single-spaced, with one line between paragraphs.
  • Alignment: align your text to the left.

What is a two-week notice letter?

A two-week notice letter is a formal letter written by an employee to tell their employer that they are resigning from their position. It is practically the same as a resignation letter; however, it uses the standard amount of time to announce your departure. For an employer, a two-week letter is more professional than a quit letter, allowing for a smooth transition from any job. Giving proper notice reflects positively on the departing employee and will leave room for further collaboration with the manager.


We strongly advise you to draft a suitable resignation letter and deliver it professionally when you're ready to quit your job. You are leaving the door open for references by doing so. You'll need those to grow within your career. Writing a resignation letter may appear daunting, but it should not be once you have solid guidelines, great examples, and key information like the ones provided on this page.

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