How to Write a Resignation Letter (+ Examples)

Leaving a job is a big deal, especially if it’s your first one. And writing a resignation letter is a key part of that process.

This document is more than just a formal notice: it’s your chance to ensure a smooth transition and keep your professional reputation intact.

This short yet important letter usually includes the position you’re leaving and your last day at work. If you get it right, it helps you leave on good terms and maintain those valuable connections with your colleagues.

While a typical resignation notice period is 2 weeks, different factors, like your contract or company policy, might change that timeframe.

Keep in mind, though, that your resignation letter shouldn’t be the first time your boss hears you’re leaving. It’s more like a confirmation after you’ve already talked with them in person about your plans to move on.

In this article, you’ll learn:

• The key elements of a resignation letter and how to write it
• Examples and templates of resignation letters
• Common mistakes you need to avoid

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How to Write a Resignation Letter

Before we begin, there are a few details to address.

✅ If you are quitting in person, come to the meeting with a printed copy of your resignation. However, don’t just slap the paper in their face. You need to have a conversation about it. At the end of the meeting, you can give them the letter. (Bear in mind they might ask for an online copy to be emailed to them.)

✅ If you work remotely and are quitting via a video call, have a PDF copy of your resignation letter. Same goes here, have a conversation with your manager and provide them with a copy at the end of the call.

✅ After you notify your manager and discuss the next steps, make sure you specify who needs to receive the letter — in most cases, it will be someone from HR, in addition to your manager.

Gather the necessary details

Before you begin writing the letter, you need to sort out the details.

1. Include the date on which you’re submitting the resignation letter and place it at the top of the letter.
2. Know exactly whom you’re referring to in the letter (usually your manager).
3. Know how much notice you’ll provide and what your last working day will be.

Here’s a list of factors to consider when deciding on the notice period:

• The notice period stated in your contract.
• The realistic situation, depending on the workload and their ability to find your replacement.
• How long it might take you to wrap up your projects and tasks.
• Your start date at the next company (if you have a new job lined up).
• How much time you can get/need to recharge and get some rest before a new job.

It’s a lot to consider, so try to find a compromise and settle on a date that’s respectful and helpful to both you and the company.

Resignation letter structure

Resignation letters are usually kept in the records and can be held against you legally, so you need to nail down the content and include the right info.

As you’ll see below, resignation letters are usually formal, short, and straightforward, following a simple structure.

Let’s break down each element.

Opening statement and intent to resign

Here’s what you need to do here:

• Greet the person you’re addressing.
• Clearly state your intention to resign.
• Clearly state the position and the name of the company you’re resigning from.

It will look something like this:

Last working day announcement

Continue by stating what date your last working day will be.

Reasons for resigning (optional)

If you want, you can provide your reasons for resigning, as long as you’re not getting overly personal and detailed.

Valid, but unprofessional reasons you should not mention in your resignation letter:

• Bad company culture
• Unfulfilling tasks
• Role that is too demanding
• Bad management

If you’re unhappy with any aspect of the job or the company, don’t mention it in the resignation letter. You can provide more detailed feedback (but remain polite) during your exit interview, for instance:

• Bad company culture = company culture should be improved by introducing a clearer task tracking system or organizing quarterly team building activities, etc.
• Unfulfilling tasks = tasks should include variety and cross-team collaboration could enhance this.

You get the idea. But in a formal document like a resignation letter that will be kept for record somewhere, you need to be neutral and professional.

Good reasons you can list, if you feel like sharing:

• Relocation
• Pursuing another degree
• Taking time off to focus on personal life or family affairs
• Taking the next step in your career

For example:

⚠️ Bear in mind you should mention the reasons for quitting to your manager when you inform them that you’re quitting, but you’re not legally obliged to disclose any information. 

Expressing gratitude

This is a necessary part of corporate etiquette, as it will make sure you’re leaving without burning bridges for future references.

Try to think about the good aspects of the job — there has to be something. If it was your first job, you probably learned a lot about the industry, position, and how companies generally work. Working with great managers has its advantages too. Perhaps the company culture is great? Or you met some lovely people along the way.

Whatever it is, bring it up.

Offering assistance during transition

It is very important to offer assistance during transition, such as training a new person for a job, compiling all the documents, or finalizing all the reports.

It will show them you’re a true professional who wants to make the transition smoother for the company and they will appreciate it. Who knows, maybe you’ll work with some of them again in the future, so you want to keep relationships strong.

Closing statement

In your closing statement, restate your gratitude and end on a positive note.

Examples of Resignation Letters

Resignation with standard two-week notice

✅ Bear in mind a lot of resignation letters will look similar to this one, regardless of the length of the notice period — especially if it’s 2 weeks or more. You can just adjust the letter and fill in the blanks with your notice period.

Resignation with immediate effect

✅ This one is a bit unusual because it’s rare that someone resigns with immediate effect. Understandably, it might cause some disturbances in the company, especially your team. In this case, you should be careful, apologize for the inconvenience, and, if possible, include the reason for your departure.

Resignation with an extended notice

✅ This one is frequently used by seniors and strategically important roles, as they usually tend to give longer notice. However, you might be required by your contract (or goodwill) to give a longer notice period, so having a template will come in handy.

Very short resignation letter

✅ This one is really short and impersonal, when you don’t want to dwell on the details or feelings, but still want to be professional.

Formal resignation letter

✅ This one is on the more formal, cold side. This does not mean you’re leaving on a bad note, though — it’s a standard part of a professional protocol and just another style of writing. Use this one if you’re resigning from a position in a big, formal corporation.

Polite and friendly resignation letter

✅ This one’s reserved for those positions and companies that hold a special place in your heart. Notice that the letter is still short and formal, but contains slightly more personal elements that make the style warmer. Use this one if you’re sad to leave the company behind and want the potential to work with them again.

Resignation letter providing a reason

✅ This one hints at personal reasons for resigning. Notice how the letter doesn’t go into detail — a short and professional hint is more than enough.

This template can also be used if you want to be transparent and notify them that you’ve accepted a job at another company (again, you don’t have to disclose the details like the name or title of the new company). Also, you can use this approach and template if you’re open to negotiating your stay with the current company. Providing a reason might get them to give you a counteroffer – but don’t expect this and certainly don’t bluff and quit only because of this.

Common Mistakes to Avoid

With your first resignation, it’s natural to make mistakes and be unsure of many things. Here are some of the worst – but easiest to avoid.

Burning bridges

Never, ever speak badly of your (past or present) company, managers, or coworkers in a resignation letter.

In addition to making you look unprofessional and spiteful, it will affect your reputation long-term and hinder your chances of landing future jobs. The word will get around, trust me.

If the company does have issues and problems you want to address, exit interviews are the perfect opportunity — as long as you’re being constructive and framing things respectively.

Oversharing

Don’t overshare in your resignation letter. It’s a simple (even legal) formality, so the shorter, the better.

This means not oversharing the reasons behind your decision, but also not being overly detailed or sentimental in thanking the manager and the company for their time.

Or

There will be time to share your reasons for quitting. And you can have a heartfelt moment with the team at your goodbye party or your last day at work.

@zengig.work.humor

Omit from giving excessive personal details in your short notice resignation letter! Don’t be like employee #1 👈❎ #quittingmyjob #howto #careeradvice #leavingmyjob #shortnotice #resignation #resignationletter

♬ Sad Music – Max-Music

Being vague about your last day

As we mentioned before, you need to provide a clear, definitive notice period and the exact last working day. Not only will it make HR’s and your manager’s lives easier — it will also help you stay on the safe side in case they expect you to perform any tasks after your stated departure date.

Within your notice period, strive to have clear communication with everyone, and wrap up all the loose ends so that once you leave there are no unresolved issues, uncompleted tasks, and unfinished reports.

Summary of the Main Points

• A resignation letter is a short and formal letter announcing your resignation.
• It should always come after announcing your resignation in-person to your manager (via a meeting, a video call, or a phone call).
• Your resignation letter needs to contain your formal resignation statement, notice period (last day of work), a statement of gratitude, and an offer of assistance during the transition.
• You can provide the reasons for leaving if you want to, but it’s not obligatory. If you do, don’t go into too much detail and don’t get too personal.
• Always wrap up loose ends and finalize all your tasks before your last working day.
• In your resignation letter, don’t criticize the company or your manager, and don’t be vague about your notice period.

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FAQ

What if my employer requests an explanation for my resignation?

They probably will — and while you can refuse, it would be a bit unprofessional to quit without providing any reason. Give them a short and brief explanation when first informing them that you’re quitting. This is best done in person or via a video interview. When informing them, briefly state your reasons without going into too much detail or becoming overly personal.

Can I retract my resignation after submitting a resignation letter?

You can retract a resignation, but it might not be accepted — depending on your employer, company policy, and the situation at hand. If you change your mind, act quickly and express your desire to stay. Explain your reasons and express your commitment to the company. However, be prepared for any outcome. Your employer perhaps already found your replacement and wouldn’t be willing to reverse the process. In short, if you have to, you can retract a resignation but consider the situation and your future at the company afterward.

How should I handle resigning if I don’t have another job lined up?

If you’re thinking about resigning but don’t have another job lined up, make sure you have enough savings to support yourself during the job search — and bear in mind it can sometimes be a lengthy process. Quitting and not having another job lined up can be scary and stressful in terms of finances, patience, and mental health. If you do decide to resign after all, follow the steps outlined in this article. Keeping it short and professional is key.

What should I do if my resignation letter isn’t acknowledged by my employer?

Wait for a few days and then follow up with a polite email. Alternatively, you can talk to your manager directly or get in touch with HR. Keep records of these communications and be ready to further discuss your resignation or counteroffer they might propose. If they keep ignoring you, get familiar with your rights and responsibilities according to your contract and local labor laws. If push comes to shove, consider contacting a labor rights advisor or other legal professional to understand your options and plan the next steps.

Should my resignation letter be different if I’m leaving after a short tenure?

Not really — it will still need to be professional, positive, and concise. If you’re quitting after a short tenure, offer a short and simple reason for your departure, thank them for their time and opportunity, and offer support for a smooth transition.

How do I resign if I have an ongoing issue that involves HR (e.g., harassment)?

In this case, use the most straightforward and formal resignation letter possible. You don’t want to leave room for things to be misinterpreted. If you are obliged to provide details for proof or feel called to detail the issue, refer to this document for more information and a sample resignation letter. Just remember that if you did not previously mention the issue, this report might not be taken into account.

Can a resignation letter be informal if the workplace culture is relaxed?

In this case, you might be tempted to be informal in your resignation letter, but resist the temptation. It’s important to be balanced. Even in casual environments, a resignation letter is an official document that formalizes your departure from the company. You can reflect the company’s tone to a degree, but you still need to be professional, clear, and respectful.

What are my rights regarding my resignation if any issues arise after submission?

If any problems pop up after you’ve resigned, like disagreements about how long you need to stay or issues with your final paycheck, remember that employment laws have your back. Always check your contract and the local work laws to know exactly where you stand. If things get tricky and if you’re being treated unfairly after resigning, it might be good to get some legal advice or reach out to the labor board to make sure your rights are protected.