How to Write a Resignation Letter (Examples + Template)

You’ve made the difficult decision to leave your job, but you want to wrap up with a professional and positive tone.

That’s where your resignation letter comes in. This is a formal document (written like a letter) that states your intent to leave your position at the company, as well as a few important details about your departure and the transition.

The content of your letter of resignation is simple and straightforward, but the process of writing it can still be nerve-racking. This guide walks you through how to write a clear and simple resignation letter, including answers to common questions and plenty of templates and examples to help you.

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What is a resignation letter?

A resignation letter is a formal document that officially notifies your employer of your intention to leave your current position. It's essentially your written declaration of ending your employment, typically including your intended last day of work.

In most cases, companies don’t require a formal letter of resignation. However, it’s a good idea to check your employee handbook or employment contract in case there are any policies in place that could present conflict. If you find that a letter of resignation isn’t required at your company, there are still several benefits to submitting a formal resignation that could help you in the long run.

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Reasons to write a resignation letter

• Provides clear and formal notice of your resignation
• Documents your decision for record-keeping with your HR department
• Clarifies important details, such as your exact final day of employment
• Expresses your gratitude for the job opportunity and experience
• Maintains a positive relationship with that employer

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How to write a resignation letter

Writing a letter of resignation is likely something you’ll only do a few times in your life—so it’s natural to feel uncertain about the process. But it's important to note, you should not submit your resignation letter until after you’ve informed your organization about your decision to resign from your job directly, usually through a meeting with your boss. This letter shouldn’t be the first your employer hears about your departure.

Once you notify your manager that you’re leaving, you can follow up afterward to deliver the resignation letter via email or hand them your resignation letter directly after your conversation.

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Resignation letter format

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1. Address your resignation letter

You’ll address your formal resignation letter to your direct supervisor or manager. That’s also the person you’ll discuss your termination with. 

If you’re sending your resignation letter via email, you should also CC your HR department or representative so they’re notified of your decision and can keep that information on record. 

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2. Write your subject line

If you landed on email as your resignation letter format, you need to include a subject line. There’s a strong temptation to go with something vague (like “Professional update”) but clarity matters. Here are a few examples of subject lines you can customize and use:

• Notice of Resignation: [Your Name]
• Formal Resignation: [Your Name]
• Notice of My Resignation
• Intent to Resign: [Your Name]

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3. Include background details

Remember that a good resignation letter is one that’s formatted like a real letter (much like your cover letter is when you’re job searching).

Your resignation letter needs to include these basic details at the top of the document:

• Date of resignation: The date you’re submitting the letter
• Your contact details:
  • Full name
  • Position title
  • Address (optional)
  • Contact information
• Company contact details:
  • Your supervisor’s or HR rep’s name
  • Company name
  • Company address

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4. Write your formal salutation

A salutation is a fancy word for your greeting line—it’s how you kick off your letter. Resist the urge to go general here (“To whom it may concern” isn’t adequate) and address your letter directly to your supervisor.

Example salutations:

• Dear Mr. [Last Name]
• To [Supervisor’s Name]

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5. Clearly state your resignation

There’s no point in sugarcoating it: You’re writing the letter to resign, so get to the point directly in your opening paragraph by clearly stating the fact that you’re resigning from your position.

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6. Note your final day of employment

Following your statement of resignation, you should also list the exact date you plan to be done working for the company. This ensures you and your employer are on the same page about when you’ll wrap up. 

Make sure to check your employee handbook or contract to see if there’s a required notice period you need to abide by. Two weeks is the most common practice, but it’s worth double-checking your company’s specific requirements.

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7. Express your gratitude

Similar to a two weeks notice letter, even if you hated your job or thought the company culture was toxic, your resignation letter is not the place to air your grievances or offer negative comments (that’s what the exit interview is for).

Instead, use your cover letter to express gratitude for any of the positive experiences you’ve had while you were employed there.

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8. Set the scene for a future professional relationship

As the old saying goes, you never want to burn a bridge. Use your last paragraph as a space where you can express your desire to keep in touch and mention you’ll be cheering the company on as you both move forward.

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9. Include a professional sign off

This is the easiest part—using a professional closing to wrap up your letter.

Resignation sign offs:

• Sincerely
• All the best
• Best wishes
• With gratitude
• Kind regards
• Respectfully

Underneath, include your full name along with a signature to ensure your employer can use your letter as formal notification of your resignation.

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10. Provide a reason for your resignation (optional)

This section isn’t required. But if you want to give your employer more context about why you’re leaving, you can do so in your resignation letter. You don’t need to be long-winded or detailed here—a high-level and brief explanation is more than enough.

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11. Offer to help with the transition process (optional)

You can also offer your assistance during the transition process to ensure a smooth handover to your replacement. If you decide to do this, be clear about what helping with the transition period means to you, like whether or not you’re willing to train someone new.

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12. Decide how to deliver your resignation letter

What about your resignation letter delivery? Does it need to be a real printed document? Or can you write a professional resignation email?

Both are acceptable, especially when remote and hybrid work arrangements are so common. However, if you can reasonably deliver your resignation letter in person, that’s the best way to go. While email is undoubtedly more convenient, in-person delivery feels more personal and allows for more direct conversation.

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Resignation letter template

Put all of the above pieces together and you end up with the following complete resignation letter template:

[Your Name]
[Your Job Title]
[Contact Information]
[Date of Letter]

[Supervisor’s Name]
[Supervisor’s Title]
[Company Name]
[Company Address]

Dear [Supervisor’s Name]

I am writing to formally notify you of my decision to resign from my position as [Job Title] at [Company Name], effective [last working day, typically two weeks from the date of the letter].

[OPTIONAL:] This was not an easy decision, but after careful consideration, I have chosen to pursue [brief reason for your resignation].

I am incredibly grateful for the opportunities I have had while working at [Company Name]. I have learned so much and have enjoyed collaborating with such a talented and dedicated team.

[OPTIONAL:] To ensure a smooth transition, I am willing to assist with [training a new replacement, documenting processes, or other tasks you’re willing to help with] prior to my departure.

Thank you for your understanding and support. I hope to stay in touch and wish the company continued success with all future endeavors.

Sincerely,
[Your Name]

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Resignation letter examples

Now that you have a resignation letter template, here are some additional resignation letter examples to use as a guide.

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Simple resignation letter example

Want to see the template all filled in? Here’s a example resignation letter to help you leave your current employer with a positive impression. 

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Formal resignation letter example

Here's an example of a professional resignation letter. The details are to the point while remaining friendly and buttoned-up.

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Short resignation letter example

If you don't want to be overly verbose, here's a resignation letter example that's short and sweet.

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Common mistakes to avoid when writing your resignation letter

Put the above resignation letter samples, templates, and tools to work and you’re well on your way to writing a top-notch and professional resignation letter. However, there are a few more common mistakes to avoid when writing.

• Sending your resignation letter at the wrong time: You don’t want to blindside your manager with your resignation letter. For that reason, don’t send it or submit it until after you’ve had a personal conversation with your supervisor about your intent to resign.
• Apologizing: Delete any phrases like, “I’m so sorry” or “I sincerely apologize” in your resignation letter. People leave jobs—it’s not something you need to ask forgiveness for.
• Providing too much detail: A short and simple resignation letter is best. So, avoid digging into all of the reasons you loved working for the company or all of the different factors you considered when making your decision.
• Skimping on clarity: A short resignation letter reigns supreme, but that doesn’t mean you should skip important details. Follow the template above to ensure you keep your letter concise and to the point while still including the must-know information.
• Being too informal: Even if you share a close professional relationship with your manager, your resignation letter still serves as formal notification. Professionalism matters so treat your letter accordingly.

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Write a professional resignation letter with Teal

You’ll use your resignation letter as formal notification of your departure—but it’s also one of the last impressions you’ll make on your current employer. Understandably, you want it to be a good one.

Use this guide to craft a resignation letter that allows you to check off the important details, but also express gratitude and maintain the professional relationships you built during your employment. It’s a short letter but, when it’s done right, it can accomplish a lot.

Need help crafting your formal resignation letter? Sign up for Teal today to access a resignation letter template.