How to Write a Resignation Letter (With Templates)

A resignation letter is a short formal document telling your employer that you are leaving, when your last day will be and, optionally, a few words of thanks. It creates a written record, which protects both sides: it confirms the date you gave notice, which may determine your notice period, final pay and benefits, and it helps your manager and HR plan the handover.

The letter is not the place to explain every reason for leaving, criticise colleagues or negotiate. It should be calm, brief and courteous. How you leave shapes what former colleagues say about you, and you may need references from them. That is why a professional resignation is worth getting right even if you are unhappy. Our guide to job references and reference checks explains how much a good exit can matter later.

Resigning is easy to do and hard to undo, so make sure your next step is secure before you act.

• Have the offer in writing. Wait until you hold a signed offer and any conditions, such as background checks or references, are complete. See how to accept or decline a job offer.
• Read your contract. Check the notice period, any garden leave clause, restrictive covenants, bonus conditions and rules on unused holiday.
• Plan your finances. Check when final pay arrives, what happens to benefits and whether any bonus or commission is at risk.
• Tidy your files. Do not take confidential data. Save only personal items and information you are allowed to keep.
• Choose the moment. A calm, private time is better than a busy deadline day.

If you are still weighing whether to leave, our salary negotiation guide may help you decide whether to ask for changes at your current job first.

The correct notice period is whatever your contract or employer policy says. Where it is silent, local norms apply. The table summarises typical practice, but you should confirm your own situation.

Offer to work your full notice and to help with handover. If your new employer wants you to start sooner, ask your current manager whether an earlier exit is possible, but do not assume it will be agreed. A refusal means you must serve the contractual period.

A good letter has five parts and rarely needs more than a few short paragraphs.

Leave out your reasons unless you want to give them. If you do, keep them positive and neutral, such as "to pursue a new opportunity". Avoid naming your new employer if you do not wish to, avoid criticism of individuals and do not make threats or demands. A concise tone reads as confident. If a colleague later asks about your reasons, our guide to why you are leaving your current job shows how to talk about it consistently.

1. Standard resignation with two weeks' notice

Dear [Manager name], I am writing to resign from my position as [job title] at [company]. My last working day will be [date], in line with my notice period. Thank you for the support and opportunities I have had during my time here. I will do everything I can to ensure a smooth handover. Kind regards, [Your name].

2. Resignation with a longer handover

Dear [Manager name], Please accept this letter as formal notice of my resignation from [job title], effective [date]. I have enjoyed working with the team and I am grateful for what I have learned. I would be happy to document my processes, brief my successor and help with recruitment during my notice period. Sincerely, [Your name].

3. Resignation for a new opportunity

Dear [Manager name], I am writing to let you know that I have accepted a new opportunity and will be leaving [company]. My final day will be [date]. Thank you for your guidance and trust. I would like to leave my work in good order and will gladly help with the transition. Best wishes, [Your name].

4. Resignation for personal or family reasons

Dear [Manager name], For personal reasons, I must resign from my role as [job title], effective [date]. I appreciate the flexibility and kindness the team has shown me. I will make sure my responsibilities are handed over carefully. With thanks, [Your name].

5. Short email resignation

Subject: Resignation – [Your name]. Dear [Manager name], Following our conversation today, I am confirming my resignation from [job title], with my last day being [date]. Thank you for everything. I will prepare a handover plan and share it by [date]. Regards, [Your name].

Book a private meeting with your manager and open with the decision rather than a long preamble: "I have decided to move on, and I wanted you to hear it from me first." Keep it brief, thank them and explain that you will confirm your last day in writing. Be ready for questions about why, and prepare a short, truthful, positive answer.

If you receive a counteroffer

A counteroffer is a better salary, title or conditions to persuade you to stay. Think carefully before accepting. Ask yourself why you wanted to leave in the first place, whether the underlying issue is solved by money and whether your relationship with the employer has changed now that they know you were looking. If you decline, do so graciously and stick to your plan.

Exit interviews

HR may invite you to an exit interview. It is optional in many places. Be constructive: mention what worked, give balanced feedback and avoid personal complaints. Anything you say may be recorded, and the industry is smaller than it appears.

Telling colleagues

Ask your manager how and when to share the news. Do not tell colleagues before your manager, and keep clients informed only as agreed. For the overlap period, our networking guide explains how to maintain relationships after you leave.

Your final weeks create the memory people keep. Finish projects, document processes, thank people individually and leave your files organised. Return company property on time, and collect any references, certificates or personal items you are entitled to.

• Keep working to the same standard. People remember effort at the end.
• Write a handover document. Include contacts, deadlines, passwords policy (through proper channels) and open issues.
• Ask for references and LinkedIn recommendations while memories are fresh.
• Confirm final pay and benefits in writing, including holiday pay and pensions or retirement accounts.
• Prepare for the new role. Read about the company and plan your first weeks. Our first 90 days guide gives a framework.

Connect with colleagues on LinkedIn and keep in touch. Strong ties from past roles often lead to future opportunities, as described in our job search strategy guide. If you are leaving after a long break, changing field or facing questions about your history, see career change interview questions and employment gap interview questions before your next round.