How to write a resignation letter: complete guide with examples and samples

Changing jobs is a necessary part of moving up the ladder and contributing to the workforce. In fact, the median number of years professionals stay with their current employer is just 4 years in the United States.

Given that we aren't bound to lifetime careers, writing a letter of resignation is a necessary formality we all have to face.

What is a letter of resignation?

A resignation letter is a formal written notice that you're leaving your job. It should include your last working day, a brief reason (optional), and a professional closing. Below you'll find step-by-step instructions, full example letters, and more.

How to write a resignation letter: step by step

Writing a resignation letter doesn't have to be complicated. Follow these steps to ensure your letter is professional, clear, and appropriate:

Step 1: State Your Decision and Last Working Day Early

Begin your letter by clearly stating that you're resigning and provide the specific date of your final day. This information should appear in the opening paragraph so there's no confusion about your intention. Two weeks' notice is the standard in most workplaces, though you may adjust this based on your situation.

Step 2: Include Your Basic Information

At the top of your letter, include today's date, your name, job title, and the date of the letter. This ensures your employer has a clear record of when you submitted your notice.

Step 3: Explain Your Reason (Optional)

You are not required to explain why you're leaving, but a brief, positive reason can be helpful. Keep any explanation short and professional. Avoid criticizing the company, your boss, or your coworkers.

Step 4: Express Gratitude

Thank your employer for the opportunity to work with the company. Mention specific skills you've gained or positive experiences you've had. This shows professionalism and helps you leave on good terms.

Step 5: Offer to Help with the Transition

Let your employer know you're willing to help train your replacement, document your processes, or complete important projects before you leave. This demonstrates responsibility and commitment to a smooth transition.

Step 6: Use a Professional Closing

Close with a professional sign-off like "Sincerely" or "Best regards," followed by your full name. Include your phone number and email address so your employer can contact you if needed.

Ready to get started? Start with PandaDoc's free resignation letter template to streamline the process.

Resignation letter examples

Every situation is unique. Here are full example resignation letters for common scenarios. Use these as inspiration for your own letter.

Example 1: standard two weeks' notice

This is the most common resignation letter format, suitable for most professional situations:

Dear [Manager's Name],

I'm resigning from my position as [Your Job Title] at [Company Name]. My last day of employment will be [Date—typically two weeks from today].

Over the past [length of time], I have greatly appreciated the opportunity to contribute to [Company Name] and develop valuable skills in [mention specific area]. I am grateful for the professional growth and positive experiences I've had here.

During my remaining time, I am committed to ensuring a smooth transition. I am happy to help train my replacement, document my current projects, or assist in any other way that would be helpful.

Thank you again for the opportunity to be part of your team. I wish [Company Name] continued success.

Sincerely,

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

Example 2: resigning for personal reasons

Use this format when your resignation is due to personal circumstances:

Dear [Manager's Name],

I'm resigning from my position as [Your Job Title], effective [Date]. This decision comes due to personal circumstances that require my full attention at this time.

I have valued my time at [Company Name] and am grateful for the professional development and experiences I've gained. I particularly appreciate [mention a specific skill or experience].

I am committed to making this transition as seamless as possible and would be glad to assist with training my replacement or completing any urgent projects before my departure.

Thank you for your understanding and support.

Sincerely,

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

Example 3: resigning to pursue another opportunity

Use this template when you're leaving for a new job:

Dear [Manager's Name],

I'm formally resigning from my position as [Your Job Title] at [Company Name], effective [Date—two weeks from today].

I have accepted a position that aligns with my career goals, but I want you to know that I have genuinely enjoyed my time here.

I am committed to making this transition smooth and will do everything I can to ensure my responsibilities are properly handed over. Please let me know how I can best assist during this period.

Thank you for your support and understanding.

Sincerely,

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

Example 4: resigning without another job lined up

If you're leaving without an immediate next step, keep your letter straightforward:

Dear [Manager's Name],

I'm formally notifying you of my resignation from my position as [Your Job Title], effective [Date].

I have greatly appreciated the professional opportunities and experiences I've had at [Company Name]. The knowledge and skills I've developed here will serve me well in my future endeavors.

I would like to help ensure a smooth transition and am available to assist with training, documentation, or any other needs during my remaining time.

Thank you for the opportunity to be part of your team.

Sincerely,

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

Simple resignation letter sample

If you need something quick and straightforward, use this short resignation letter template.

[Date]

Dear [Manager's Name],

I am resigning from my position as [Your Job Title] at [Company Name], effective [Date—typically two weeks from today].

Thank you for the opportunity to work with your team. I am committed to making this transition as smooth as possible.

Sincerely,

[Your Name]

This simple format works well for most situations. Check out our professional templates for more options.

How much notice should you give?

The amount of notice you provide affects your professional reputation and the company's ability to find your replacement. Here's what you should know:

Two weeks' notice (standard)

Two weeks is the customary notice period in the United States. This timeframe gives your employer enough time to begin recruiting and allows for some transition planning. If possible, follow this standard.

Shorter notice periods

Sometimes circumstances require less notice. Emergency family situations, health issues, or unexpected job offers may require you to provide one week or less. If this is your situation, be transparent about the reason. Explain in your letter why you cannot give the standard two weeks, and express that you understand this may create challenges.

Longer notice periods

If you've been with the company for many years or hold a specialized role, consider giving 30 days or more notice. Longer notice periods are particularly appreciated in senior positions or when you have unique expertise. A longer notice period demonstrates loyalty and helps your employer secure adequate replacement coverage.

Check your employment contract

Review your employment contract before submitting your resignation. Some positions or industries require specific notice periods. When in doubt, contact your HR department to clarify any contractual obligations.

Common resignation letter mistakes to avoid

A well-crafted resignation letter helps you leave on good terms. Avoid these common pitfalls:

Don't air grievances or complain

Even if you've had a difficult experience at the company, never use your resignation letter to vent frustrations or criticize your employer, manager, or coworkers. Negative comments can damage professional relationships and harm your future job prospects. Keep your letter professional, positive, and focused on moving forward.

Don't be vague about your last day

Always provide a specific date for your final day of employment. Ambiguous language like "sometime next month" creates confusion and shows unprofessionalism. A clear date gives your employer time to plan for your departure.

Don't skip written notice

Verbal resignation alone isn't sufficient. Always provide written notice via email or printed letter. This creates a formal record of your resignation date, which protects both you and your employer.

Don't forget to mention your position and company

State your job title and company name in the letter. This ensures there's no confusion about which position you're resigning from, especially important in large organizations or for employees who have worked in multiple roles.

Don't share your letter before telling your boss

Schedule a private conversation with your manager before submitting your resignation letter. Surprising your boss with written notice in front of others is disrespectful and can damage your professional relationship. Give them a heads-up in person or via phone first.

Get started with a template

Writing a resignation letter doesn't have to be stressful. Ready to write yours? Check out our resignation letter template. Our customizable template takes the anxiety out of the process so you can focus on your next chapter.

If your reason is negative or you're unsure how your employer will react, it's perfectly acceptable to keep your letter simple and focus on the transition. Learn how firsthand by starting a free trial today.

Originally published April 28, 2014, updated Sep 8, 2021