Resignation letter: how to write one, with templates

A resignation letter has one job. It puts on record that you are leaving and the day you will go. It goes into your personnel file, someone in HR acts on it, and a future manager may read it if you ever apply to come back. Short, clear and civil is all it has to be.

This guide covers what goes in the letter, what stays out, and 20 templates you can copy for the situations people face: two weeks, one month, almost no notice, a new job, a move, health, family, retirement, going back to school, a difficult workplace and more. If you also need the spoken conversation, two weeks' notice: letter, email and what to say covers it, with a timeline for the last two weeks.

Every name, company and date below is made up. Replace anything in square brackets, and read the part about contracts and notice before you send anything, because the rules differ by country, state and employer.

What a resignation letter is for

In most workplaces the letter follows a conversation. You tell your manager in person or on a call, and the letter confirms what you said so there is no doubt about the date. It is the written record of the decision, and the announcement happens out loud.

A letter does four jobs:

1. It says you are resigning, in words nobody can misread.
2. It gives your last working day, which starts the clock on handover, final pay and benefits.
3. It leaves a courteous record in your file.
4. It gives HR a document to act on.

Everything else is optional. In the UK and some other countries you will hear this called a letter of resignation or "handing in your notice", and the period you work after telling them is your notice period. The letter works the same way in all of them.

Before you write: check these first

Ten minutes with your paperwork now saves an awkward correction later.

Check before you resign

• Your contract or offer letter: the notice period, written in days, weeks or months, and who it must go to
• The employee handbook: how resignations are submitted, and whether it must be on paper, by email or through a system
• Your leave balance, bonus dates and benefits end date, so you know what you may lose or be paid
• Any repayment clause for training, relocation or a signing bonus
• Any agreement about working for a competitor or contacting clients after you leave
• Your new offer: in writing, with a start date and any checks finished, before you resign
• Your own files: personal documents, contacts and work samples you are allowed to keep, copied before you give notice

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The sixth item deserves a second look. Resigning before an offer is final leaves you with nothing if a reference check or paperwork falls through. If you are still negotiating, finish that first, and how to negotiate salary covers the offer stage.

If you know your notice period, this calculator turns it into a last day you can put in the letter.

Notice date calculator

Day you give notice

Notice length

daysweeksmonths

Count notice in

Working days (Monday to Friday)Calendar days (every day)

Day one is

The day after you give noticeThe day you give notice

Choose the day you give notice.

Public holidays and days off are not removed, and employers count notice in different ways. Your contract or employee handbook decides your last day, so confirm the date with HR in writing.

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What goes in a resignation letter

A complete letter has six parts and fits on a third of a page. Here is a made-up letter from a barista, split into those parts, with the reason each one is there.

1. 1

   March 1 Dear Dana,

   Date and recipient

   Use the date you send it. Address the person who manages you, by the name you normally use. Copy HR if your handbook says to.

2. 2

   I am resigning from my position as barista at Harbor Street Cafe. My last day will be Friday, March 12.

   Resignation and last day

   The sentence the whole letter exists for. Say resign, and write the full date with the weekday so it can be checked against a calendar.

3. 3

   I have accepted a position at another cafe closer to home.

   A reason (optional)

   One sentence at most, and you can leave it out. If you give a reason, make it true and calm.

4. 4

   Thank you for the training and for trusting me with the opening shift.

   Thanks

   Name one real thing. A specific thank-you reads as sincere, and a general one reads as filler.

5. 5

   Before I go I will write down the opening routine and train Sam on the espresso machine.

   Handover offer

   Say what you will do in the time you have. Avoid promising help after your last day beyond a quick question or two.

6. 6

   Sincerely, Priya Nair priya.nair@example.com

   Closing and contact

   A personal email address is useful for final pay and tax documents. Leave it out if you would rather not be contacted.

What to leave out

The letter may be forwarded, kept for years and read by people you have not met. Write it as if a stranger will read it.

• Complaints about your manager, colleagues, pay or the company.
• A long explanation of why you are leaving, which buries the date.
• The pay or title of your next job, unless the company asks.
• Threats, ultimatums or legal claims. If something needs to be reported, use a separate and proper channel.
• Anything you would not want read aloud in a meeting.

Length, tone and how much reason to give

Length and format

Aim for three to six sentences. A page is the ceiling, and most letters should stay well under it. For a printed or PDF letter, use a plain business layout: date, recipient, greeting, body, sign-off, name. For an email, the email supplies the date, so write the greeting and the body only.

Tone

The right tone depends on the workplace more than on you. A letter to the owner of a six-person cafe can use first names. A letter to a hospital or a school district is filed by HR and should read like a record.

Tone slips in the same few places. These rewrites show the fix.

How much reason to give

You do not owe anyone a reason. If you give one, there are three honest levels to choose from.

Whichever level you pick, it should be true. Do not invent a family emergency or a move to dodge an awkward question. Stories like that are easy to contradict later, and you would have to keep them straight with everyone you work with.

The 20 templates

This table finds the right one. Templates 1 to 6 differ by how much notice you give, 7 to 13 by the reason, and 14 to 20 fit particular kinds of job or moments.

Template 1: simple resignation letter

The default for any workplace and any reason. It states the decision, the date, a thank-you and a handover offer, and it stops. If you are unsure which template you need, use this one.

Template 1: simple resignation letter

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[Date]

Dear [Manager's name],

I am resigning from my position as [job title] at [company]. My last working day will be [date].

Thank you for the opportunity to work here. I will finish my open tasks and write handover notes before I go, and I am glad to help train whoever takes over.

Sincerely,

[Your name]

Template 2: formal resignation letter

Use this for large organizations, regulated sectors, government and anywhere the letter will be filed formally. It adds an address block and asks HR what is needed to complete the exit. Use the sign-off your region prefers: Sincerely is common in the US, and Yours sincerely when you have named the person is common in the UK.

Template 2: formal resignation letter

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

[Date]

[Manager's full name]
[Job title]
[Company name]
[Company address]

Dear [Mr./Ms./Mx. Surname],

Please accept this letter as formal notice of my resignation from the position of [job title] at [company], effective [last working day].

I have valued my [number] years with [company] and the chance to work on [project, department or area]. Before I leave I will complete [outstanding work] and prepare written documentation so that the handover is orderly.

Please let me know what is needed from me to complete the exit process, including paperwork and the return of company property.

Yours sincerely,

[Your name]

Template 3: two weeks' notice

The common standard in many US workplaces. Count the date the way your handbook or contract does, either as ten working days or as fourteen calendar days. The two weeks' notice guide shows how to count it.

Template 3: two weeks' notice

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[Date]

Dear [Manager's name],

As we discussed, I am resigning from my position as [job title], effective [date, two weeks from today]. That will be my last working day.

Over the next two weeks I will [finish open work], update my handover notes and make myself available to train whoever covers my responsibilities. If you would like me to prioritize anything, please tell me.

Thank you for [one specific thing: the training, the flexibility, the team]. I have appreciated working here.

Sincerely,

[Your name]

Template 4: one month's notice

Some contracts, especially for senior, professional and public sector roles, set notice in months. Use the length your contract states, and offer a handover plan early.

Template 4: one month's notice

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[Date]

Dear [Manager's name],

I am writing to give formal notice of my resignation from my position as [job title]. In line with the one-month notice period in my contract, my last working day will be [date].

I would like the handover to be as smooth as possible. By [date, end of the first week] I will share a written handover plan for your review, covering [current projects, clients or caseload], key contacts and where files are kept. I am glad to agree a different arrangement if you prefer.

Thank you for the opportunities I have had here.

Sincerely,

[Your name]

Template 5: short notice

Use it when you can give a few days or a week, and not the full period. Apologize once, give the date, and offer only what you can do in the time. Short notice can carry consequences under some contracts, so read yours first.

Template 5: short notice

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[Date]

Dear [Manager's name],

I am writing to resign from my position as [job title]. I am sorry to give less notice than I would like. My last working day will be [date].

[One sentence of reason, for example: A position I have accepted starts on [date]. / A family matter needs my attention.]

In the time I have, I will [finish open work] and leave handover notes for [person or team]. I can be reached at [email or phone] for quick questions in the week after I leave.

Thank you for your understanding and for [one specific thing].

Sincerely,

[Your name]

Template 6: immediate resignation

Reserve this for when you cannot continue: a health crisis, a family emergency or a situation that will not wait. Leaving at once can affect your reference, your final pay or bonus and your rehire status, depending on your contract, so read it first. If the reason is a safety problem or mistreatment, think about reporting it through the proper channel and getting advice before you resign.

Template 6: immediate resignation

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[Date]

Dear [Manager's name],

I am resigning from my position as [job title] at [company], effective immediately.

[One sentence if you choose to give one: I am unable to continue in the role for personal reasons.]

I will return my [keys, badge, laptop and other company property] on [date or method]. Please send my final pay and any paperwork to [address or email].

Thank you for the opportunities I have had.

Sincerely,

[Your name]

Template 7: leaving for a new job

The most common reason, and the easiest letter. Naming the new employer or the pay is optional and usually unnecessary. A sentence about what you learned does more for the relationship than either.

Template 7: leaving for a new job

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[Date]

Dear [Manager's name],

I am writing to resign from my position as [job title], effective [last day]. I have accepted a position at another organization and will start there on [date].

I have enjoyed working with the team and learned a great deal here, particularly [one specific thing]. I will [finish open work] and write handover notes before I leave, and I am glad to help train whoever takes over.

Thank you for your support.

Sincerely,

[Your name]

Template 8: relocation

People move for a partner's job, for family, for housing or for a fresh start. State that you are moving and when, and leave it there. The bracketed sentence is only worth keeping if you would take a remote or transfer option.

Template 8: relocation

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[Date]

Dear [Manager's name],

I am writing to let you know that I am resigning from my position as [job title], effective [last day]. My family and I are relocating to [city or region] at the end of [month].

I have valued [one specific thing about the job or the team]. I will use the time before I leave to [finish open work] and prepare handover notes. [If a remote or transfer arrangement could ever suit the company, I would be glad to talk about it.]

Thank you for your support during my time here.

Sincerely,

[Your name]

Template 9: health reasons

You do not have to name a condition or give details. "For health reasons" is enough. Before you send this, ask HR or a local advice service whether medical leave, adjustments or reduced hours are available, because resigning can end options and benefits that staying would keep.

Template 9: health reasons

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[Date]

Dear [Manager's name],

I am writing to resign from my position as [job title], effective [last day]. For health reasons I am unable to continue in the role.

I am grateful for the support I have had from you and the team. Between now and my last day I will [finish open work] and document [what the next person needs to know]. If HR needs any forms or documentation from me, please let me know and I will provide them in the usual way.

Thank you for your understanding.

Sincerely,

[Your name]

Template 10: family reasons

Caring for a child, a parent or a partner is a common reason, and one you can state in a sentence. Keep names and details out. If the company has a family-leave policy, ask about it before choosing to leave, since a period of leave may suit your situation better, and then decide.

Template 10: family reasons

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[Date]

Dear [Manager's name],

I am resigning from my position as [job title], effective [last day]. Family circumstances mean I need to be available [at home / to care for a family member] and I cannot continue in the role.

I have appreciated [one specific thing], and I want to leave things in good order. I will [finish open work] and write handover notes for [the person or team covering]. [If it would be useful, I can be reached for quick questions in the first week after I leave.]

Thank you for your understanding.

Sincerely,

[Your name]

Template 11: retirement

Retirements usually come with longer notice and their own paperwork: pension or retirement plan forms, benefits, and sometimes a phased arrangement. Give as much notice as you can, and check the plan's own deadlines, which can sit apart from the employer's notice rules.

Template 11: retirement

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[Date]

Dear [Manager's name],

I am writing to let you know that I will retire from my position as [job title], effective [date].

After [number] years at [company], I am grateful for [one specific thing: the colleagues, the work, the trust]. In the months before I go I would like to help plan the transition, including [training my successor / documenting procedures / introducing key contacts].

Please let me know what paperwork I need to complete for my pension and benefits, and by when.

Warm regards,

[Your name]

Template 12: returning to school

Studying alongside a job is not always possible, and an honest sentence about it is all the letter needs. Give notice early enough that your shifts can be covered before term starts.

Template 12: returning to school

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[Date]

Dear [Manager's name],

I am resigning from my position as [job title], effective [last day]. I will begin [a full-time course / a program] at [school or college] on [date], and I will not be able to continue working here alongside it.

Thank you for [one specific thing], and for the flexibility with my schedule. I will [finish open work] and train a colleague on [task] before I leave. [If you ever need extra hands during school breaks, I would be glad to hear from you.]

Sincerely,

[Your name]

Template 13: a difficult workplace, kept neutral

When the job has been hard, the best letter is the shortest one. It states the date, offers the handover and says nothing else. A thank-you is optional here, and you should only write one if it is true, such as thanks to a particular colleague or for the experience. Do not invent warmth.

Template 13: difficult workplace, kept neutral

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[Date]

Dear [Manager's name],

I am resigning from my position as [job title], effective [last day].

I will complete [open work] and leave a handover document for [person or team] before I go. Please let me know if you need anything else from me to complete the process.

Sincerely,

[Your name]

Template 14: part-time or shift work

Shift workers are often asked to hold their availability until a replacement is found. Name your last shift and the date you want off the schedule, so there are no surprise rosters after you stop. Tell your manager as early as you can, because coverage is their main problem.

Template 14: part-time or shift work

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[Date]

Hi [Manager's name],

I am resigning from my part-time position as [role] at [location]. My last scheduled shift will be [date], and I would like to be taken off the schedule from [the following day].

I will cover the shifts I am already rostered for until then, and I am happy to swap with teammates if that helps with coverage. [I can also train the new hire on [task] if that is useful.]

Thank you for the flexibility with my hours.

Thanks,

[Your name]

Template 15: remote worker

Working from home changes three practical things: how you return equipment, when your access ends and how the team reaches you. Cover them in the email so nothing gets stuck in the post. A video call is often the right way to give the news, and this email goes straight after it.

Template 15: remote worker

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To

[Manager's name]

Subject

Resignation: [Your name], last day [date]

Hi [Manager's name],

Thank you for talking with me today. As discussed, this email is my formal notice that I am resigning from my position as [job title], with my last working day on [date].

For the handover:

• I will share a document by [date] that lists my current projects, their status and who to contact.
• I will return the laptop and equipment using a prepaid courier label and send you the tracking number.
• My accounts and access can be closed after work on [last day], or earlier if the team prefers.

I am online during my usual hours until then and happy to join a call with anyone picking up my work.

Thank you for the opportunity to work with the team.

[Your name]

Template 16: you have only just started

If you are a few weeks in, say it quickly and plainly. Many contracts set shorter notice during an initial or probationary period, so check what yours says. One sentence about the fit is enough. Resist the urge to explain at length.

Template 16: you have only just started

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[Date]

Dear [Manager's name],

I am writing to resign from my position as [job title], effective [last day]. I have realized that the role is not the right fit for me, and I would rather tell you now so that you can find the right person.

I am sorry for the effort that went into hiring and training me. I will return [equipment, uniform, access cards] by [date], and I am glad to help with any handover in the time I am here.

Thank you for the opportunity.

Sincerely,

[Your name]

Template 17: the end of a school year or fixed term

Some school districts, universities and fixed-term employers set dates or approval steps for resignations during the year, and leaving a contract mid-term can have consequences. Check your contract and any union or district policy before you choose a date. The same wording works for any role tied to a season or a funded term.

Template 17: end of a school year or fixed term

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[Date]

Dear [Principal's or supervisor's name],

I am writing to resign from my position as [teacher of subject / program coordinator], effective at the end of the [school year or term], [date]. I am giving notice now so that the school has time to plan for next year.

I have valued working with [the students and families / the team] and the support of [department or colleagues]. Before the year ends I will prepare [curriculum materials, unit plans and student records] for whoever takes the position, and I am happy to take part in the hiring process or meet a successor.

Thank you for the opportunities I have had here.

Sincerely,

[Your name]

cc: [Human Resources]

Template 18: a warm letter after many years

A long tenure earns a warmer letter. The structure is unchanged, with the date near the top, and the warmth goes into specific things: a project, a person, a lesson. Keep it under a page and save the stories for your last day.

Template 18: warm letter after many years

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[Date]

Dear [Manager's name],

After [number] years at [company], I have decided to resign from my position as [job title], with my last day on [date].

I joined as [first role] and I have learned more here than I expected: [one or two specific things, such as the trade, the people, a project you are proud of]. I am grateful to you and to [colleague or team] for the trust you gave me.

I will make sure my work is in good order, and I am glad to spend the remaining time [training, documenting, introducing contacts]. I hope we stay in touch.

With thanks,

[Your name]

Template 19: short email after a conversation

This is the message you send right after you have spoken to your manager. Three short paragraphs, the date and a promised handover plan. Many people send it alongside a longer letter for HR.

Template 19: short email after a conversation

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To

[Manager's name]

Subject

Resignation: [Your name]

Hi [Manager's name],

Thanks for making time to talk this morning. As discussed, I am resigning from my position as [job title], with my last working day on [date].

I will send a handover plan by [date]. Please let me know if there is anything you need from me before then.

Thanks again,

[Your name]

Template 20: withdrawing a resignation

A resignation is yours to give, and taking it back needs the employer's agreement. Ask quickly and in writing. If the company says no, you have still given the notice you said you would, so keep your handover plan ready. If the change comes from a counteroffer, ask for its terms in writing before you withdraw.

Template 20: withdrawing a resignation

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[Date]

Dear [Manager's name],

Thank you for talking with me about my resignation. I am writing to ask whether I may withdraw the notice I gave on [date] and stay in my role as [job title].

[One sentence of context, for example: Since then, [what changed]. / We discussed [what was agreed], and I would like to accept it.] I understand that you have already begun planning and that this needs your agreement. I appreciate you considering it.

I will be glad to continue [your work] and to make this decision work for the team.

Sincerely,

[Your name]

Sending it: who gets it and how

The order matters more than the format. This is the sequence that works in most offices.

1. 1

   Read your contract

   Notice period, who it goes to, and any rules on how to submit.

2. 2

   Tell your manager

   In person or on a call, before anyone else hears.

3. 3

   Send the letter

   The same day, to your manager, copying HR if required.

4. 4

   Confirm the date

   Ask HR or your manager to confirm your last day in writing.

5. 5

   Keep a copy

   Save the sent email or a signed copy, with the date.

6. 6

   Plan the handover

   Share a short written plan within the first few days.

Send it to your direct manager first. Copy HR if your handbook says to. If your manager is the reason you are leaving, or you cannot reach them, send it to HR or the next level up and name your manager in the message so it can be routed.

Email is accepted in most office jobs. A short email body with the letter attached as a PDF is tidy, and pasting the letter into the body as well helps if an attachment gets blocked. For a printed letter, hand it over in person and ask for a dated acknowledgement, or keep a signed copy. If your employer uses an HR system or a form for resignations, complete that as well. The letter does not replace it.

The subject line should say what the email is, so it is never missed in a busy inbox.

What happens after you send it

1. The day you resign

   You speak to your manager, send the letter and copy HR. Keep the conversation short and keep your plans for your next job to yourself unless asked.

2. Within a day or two

   HR or your manager confirms your last day. Ask for it in writing, along with how unused leave, final pay and benefits will be handled.

3. During your notice

   You hand over work, answer questions and keep doing the job. Some employers shorten the notice period or ask you to leave earlier. The two weeks' notice guide covers that situation.

4. Exit interview

   Optional in many places. Stay factual and calm, and say nothing you would mind seeing repeated.

5. Your last day

   Return equipment, collect your personal items, and get the documents you need: pay information, benefits paperwork and a reference letter if the company gives one.

6. After you leave

   Final pay arrives on the schedule that your local rules and contract set. Benefits end on a date you should have in writing.

If your manager makes a counteroffer

Some managers will try to keep you. They may offer more pay, a new title or a change you asked for earlier. Decide before the conversation whether any counteroffer could change your mind. If the answer is no, one sentence ends it. If the answer is maybe, ask for time and ask for the terms in writing.

• Manager

  I'm disappointed. What would it take to keep you?

• You

  Thank you, that means a lot. My decision is made, and I wanted to give you plenty of time to plan.

• Manager

  Is it the money? We could look at your salary.

• You

  It was a lot of things, and I have accepted the other role. I would like to spend my notice making the handover as easy as I can.

References, exit interviews and staying in touch

Before your last day, ask your manager or a senior colleague whether they would be a reference, and note their current contact details. Ask HR what the company will confirm about your employment, which is often dates and title. If you are offered an exit interview, stay factual, give one or two constructive points about the work or the process, and say nothing you would mind seeing repeated. Swap personal contact details with the colleagues you want to keep, and send a short goodbye note on your last day. The two weeks' notice guide has one you can copy.

Mistakes that cost goodwill

A short checklist

Before you send it

• The contract notice period is checked, and the date matches it
• Your manager has heard it from you first
• The letter says resign, and gives the full last working day
• It is under a page, with no complaints
• It offers a handover plan you can deliver
• HR is copied if the handbook says so
• You have a copy of what you sent

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Where SnugCV fits

SnugCV does not write resignation letters. It helps with the step that usually comes before one, which is getting the next job. You upload your resume once, paste a posting, and a tailored version takes about a minute, with employers, titles, dates and education copied unchanged. Your first few tailored resumes are free with no card, and the free job tracker has Offer and Accepted statuses, so the offer you are about to act on sits next to the application it came from.

If you are still applying, how to tailor your resume to a job posting walks through the steps, and a free job application tracker shows how to keep applications, offers and dates in one place.

Keep going

Two weeks' notice: letter, email and what to say covers the spoken conversation, a day-by-day plan for your last two weeks and what to do if you are asked to leave early. If you have an offer and want to improve it before you resign, how to negotiate salary gives scripts for the offer stage. And why tailor a resume for each job explains the reasoning behind the resume work that comes next.