Have you accepted an offer and wondering how to write a resignation letter? You’ve come to the right place.
You want to end on good terms if at all possible when writing a resignation letter.
Leaving a job can be a delicate process, and your resignation letter plays a key role in ensuring you leave on good terms. As a technical recruiter, I’ve seen countless resignation letters, and I know what works and what doesn’t.
When writing your notice, the goal is to strike the right tone: professional, concise, and courteous, while maintaining a positive relationship with your employer. You want to strike the right tone and balance when you write a two weeks notice.
In this guide, I’ll walk you through a step-by-step resignation letter template, show you how to structure it, and provide real examples you can use to make the process easier.
Why Write a Resignation Letter?
When quitting a job you should write a resignation letter as a professional courtesy.
This professional resignation letter gives an official notice period to your current employer that you’re leaving the position.
It also informs the manager that a replacement will be needed to take over the job’s duties and responsibilities.
Don’t give short notice to your employer when quitting for a new job, be professional.
Formal Resignation Letter Check List
A good resignation letter should include the following at a minimum.
- Current date
- Company name, and address
- Statement of resignation
- State what your last day will be
- A two weeks notice period
- Your job title
- Your appreciation for the opportunity
- An offer of help during the transition period
- Your name and signature
3 Step Sample Resignation Letter Example Template
Professional resignation letters require no creativity or long thought out processes. Just make sure they are written in a professional manner.
You want to leave your current job on the best terms you can. Leaving on a positive note if possible is ideal.
When you resign from your position you will most likely have a conversation with your boss during an exit interview. This is a good time to go over your reasons for leaving if you so choose.
It is important to remember that you made need your boss as a reference someday so avoid writing anything controversial, vulgar, or offensive.
If drafting your resignation letter by hand, take care with wording. However, if writing online to email, utilize a reword generator. It will swap negative terms for positive alternatives, making your letter appear more professional.
If you’ve used AI to draft your letter, it’s also worth running it through a tool that can humanize AI content so the final version reads like something you actually wrote rather than a generic template.
Give the manager two weeks’ notice to find a suitable replacement for your position.
Never burn a bridge because you never know when you may need it down the employment road.
1. State the Position You’re Resigning From With An Effective Date.
[Today’s date]
[Company Name]
[Company address]
[City, State, Zip]
[Your Manager’s first name],
This letter is to inform you of my intention to resign from my position as [current position title] with [company name]. This will be effective two weeks from today [current date]
2. Thank Your Employer For The Opportunity
It’s never a bad idea to say thank you for the job opportunity. It shows class and professionalism.
You can mention, positive relationships, as well as things you have learned and enjoyed while working at the job. Even if you hate your job it’s still good to say thank you.
This warrants repeating you may need your manager as a reference down the road. Stay on good terms even if a potential reference is the only reason.
Great companies check references with former managers. A glowing recommendation from a previous boss could make a difference.
I appreciate the time I spent working here as a [position title]. I have learned a lot in the role such as [ list some skills learned or responsilbities]. I know the knowledge gained here will be an asset to me throughout my career and I’m thankful for the opportunity.
3. Offer To Help With The Transition Period
You don’t want your last two weeks on the job to be awkward if possible. Keep the lines of communication open and offer to assist during the transition period.
State you will wrap any work that you can and be ready for the hand-off of your work when the time comes.
I would be happy to help train new team members if needed. I plan to complete my duties during my last two weeks to the best of my abilities. If, there is anything I can do to help aid in the transition please let me know.
I hope to stay in touch in the future and wish the company continued success going forward.
Sincerely,
[Your Handwritten Signature]
[Your full name]
Example Resignation Letters With Two Weeks Notice
Below are a few sample resignation letters you can read that will aid you in writing your own personalized formal notice.
These resignation example letters should give you a few ideas to work off of.
Example Resignation Letter #1
10/29/2021
Gears and Widgets Inc
123 Engineering Lane
Atlanta, GA 30303
Kevin,
This letter is to inform you of my intention to resign from my position as Senior Mechanical Engineer with Gears and Widgets Inc. This will be effective two weeks from today 10/29/2021.
I appreciate the time I spent working here as a senior mechanical engineer. I learned a lot in the role such as new top-down assembly design methods in SolidWorks. I enjoyed finding new ways to be an effective engineer when working on projects.
I know the engineering knowledge gained here will be an asset to me throughout my career and I’m thankful for the opportunity.
I would be happy to help train new team members if needed. I also will complete my duties during my last two weeks to the best of my abilities. If there is anything I can do to help aid in the transition please let me know.
I hope to stay in touch in the future and wish the company continued success going forward.
Sincerely,
John Smith
Resignation Letter Example #2
6/17/2021
Developer Central Inc
123 Software Lane
Dallas, TX 75201
Dear Jennifer,
I’m writing to inform you of my resignation from the position as a .NET Software Developer with Developer Central Inc. This will be effective two weeks from today 6/17/2021
I appreciate the time I spent working here as a .NET Software Developer I have learned a lot in the role while developing a better understanding of C#. I know the experience and knowledge gained here will be an asset to me throughout my career and I’m thankful for the opportunity.
I would be happy with the transition period and will wrap up my work during my last two weeks.
I appreciate your advice over the years and hope to stay in touch in the future. I wish you and the company the very best going forward.
Sincerely,
Sarah Richards
Is It Ok To Resign By Email?
You should not resign by email. The professional way to resign from a job is to hand-deliver a signed resignation letter in person to the appropriate individual.
However, if you’re working remotely an email using the template above may work depending on the situation.
Can You Handwrite A Resignation Letter?
You should type out a resignation letter and sign it with your handwritten signature. This is because it will be easier to read. However, if you are unable to print and sign in person, you can sign documents online using electronic signature tools, ensuring a professional and legally recognized submission.
You can however handwrite the letter if you wish to do so.
“Written communication” means you have to leave a paper trail of documentation.
Rather than use an email or fax you should deliver a real piece of paper to be on the safe side.
Certain jurisdictions may have different laws depending on where you live.
Should you have concerns you can always consult an expert such as an attorney.
Step-by-Step: How to Write a Resignation Letter Explored Further
A resignation letter does not need to be complicated. Follow these seven steps and you will have a professional letter ready in under 15 minutes.
| 1 | Add the date and your contact information Start with today’s date followed by your personal phone number and email address — not your work email. Your resignation letter goes on record with HR, and you want them to be able to reach you after your last day. |
| 2 | Address it to the right person Write to your direct manager or HR department by name. Do not use ‘To whom it may concern.’ That immediately signals you did not put in the effort. |
| 3 | State your intention to resign clearly in the first sentence Do not bury the lead. Your opening sentence should leave zero ambiguity about what this letter is. State your position title, company name, and effective date in that first statement. |
| 4 | Include your last day of employment This is the most legally important line in the letter. Your last day — not your resignation date — determines your final paycheck, benefits end date, and accrued vacation payout in most states. Be specific with the date. |
| 5 | Express gratitude for the opportunity One or two sentences is enough. You do not need to gush. A brief acknowledgment of something you learned or a positive experience you had goes a long way toward leaving on good terms. |
| 6 | Offer to help with the transition State that you will wrap up current projects and are available to help train a replacement or hand off your responsibilities. You do not need to commit to specific tasks — a general offer of assistance is plenty. |
| 7 | Close professionally and sign it Use a standard closing like ‘Sincerely’ or ‘Best regards,’ followed by your handwritten signature and printed full name. If submitting digitally, an electronic signature is acceptable. |
Additional Resignation Letter Templates
Not every resignation looks the same. Here are ready-to-use templates for the most common situations you might face.
Template: Leaving for a New Job (No Reason Required)
You are never obligated to explain why you are leaving in a resignation letter. This template keeps things clean and professional with no awkward explanations.
| TEMPLATE — STANDARD RESIGNATION, NO REASON GIVEN [Today’s Date] [Company Name] [Company Address] [City, State, Zip] Dear [Manager’s First Name], I am writing to formally notify you of my resignation from my position as [Job Title] at [Company Name], effective [last day — two weeks from today’s date]. I have genuinely valued my time here and am grateful for the opportunities I have had to grow professionally. Working with this team has been a rewarding experience that I will carry with me throughout my career. I am committed to making this transition as smooth as possible. I will do my best to wrap up outstanding projects and am happy to assist with training or any handover documentation before my last day. Thank you for everything. Sincerely, [Handwritten Signature] [Your Full Name] [Phone Number] [Personal Email Address] |
Template: Resigning With a Reason (New Opportunity)
If you want to briefly mention why you are leaving, this is the professional way to do it — without over-explaining or creating unnecessary tension.
| TEMPLATE — RESIGNATION WITH BRIEF REASON [Today’s Date] [Company Name] [Company Address] [City, State, Zip] Dear [Manager’s First Name], Please accept this letter as formal notice of my resignation from my role as [Job Title] at [Company Name]. My last day of employment will be [date — two weeks from today]. While I have greatly enjoyed my time here and am proud of the work I have contributed, I have accepted a new opportunity that aligns closely with my long-term career goals. This was not an easy decision. I want to thank you and the team for the support and mentorship you have provided. I plan to use my remaining time to ensure a smooth handover and am available to answer questions or assist in any way needed before my departure. I hope to stay in touch and wish [Company Name] continued success. Best regards, [Handwritten Signature] [Your Full Name] [Phone Number] [Personal Email Address] |
Template: Short Notice Resignation (Less Than Two Weeks)
Sometimes two weeks is not possible a new employer’s start date, personal circumstances, or a difficult workplace situation can require you to leave sooner. Here is how to handle it professionally.
| TEMPLATE — SHORT NOTICE RESIGNATION [Today’s Date] [Company Name] [Company Address] [City, State, Zip] Dear [Manager’s First Name], I am writing to inform you of my resignation from my position as [Job Title] at [Company Name]. Due to circumstances outside my control, my last day of work will be [date], which is [X] days from today. I sincerely apologize for the shorter-than-standard notice period and recognize the difficulty this may create for the team. I am committed to doing everything I can in the time I have remaining to document my responsibilities, hand off active projects, and support a smooth transition in whatever way is most helpful. Thank you for the opportunity to be part of [Company Name]. I am grateful for the experience and the relationships I have built here. Sincerely, [Handwritten Signature] [Your Full Name] [Phone Number] [Personal Email Address] |
Template: Resigning After a Long Tenure
Leaving a job you have held for many years requires a slightly warmer, more reflective tone. Here is how to close out a long chapter with class.
| TEMPLATE — LONG TENURE RESIGNATION [Today’s Date] [Company Name] [Company Address] [City, State, Zip] Dear [Manager’s First Name], After [X] years with [Company Name], I am writing to formally announce my resignation from my position as [Job Title], effective [last day — two weeks from today]. This has been a significant chapter of my career and my life. I am deeply grateful for the opportunities I have had here from [briefly mention a milestone, project, or role growth] to the relationships I have built with colleagues who have become friends. I am committed to doing everything in my power over the next two weeks to ensure a smooth transition. Whether that means detailed handover notes, training a replacement, or being available for questions after my departure, I want to leave things in a good place. Thank you for everything. I look forward to staying connected. Sincerely, [Handwritten Signature] [Your Full Name] [Phone Number] [Personal Email Address] |
Template: Email Resignation (Remote Workers)
If you work remotely and cannot deliver a physical letter, an email resignation is appropriate. Use this format and attach a signed copy of the letter as a PDF if possible.
| TEMPLATE — RESIGNATION BY EMAIL TO: [Manager’s Email] CC: [HR Department Email] SUBJECT: Resignation — [Your Full Name] — [Job Title] Dear [Manager’s First Name], I am writing to formally notify you of my resignation from my position as [Job Title] at [Company Name]. My last day of employment will be [date — two weeks from today]. I have genuinely appreciated the opportunities I have had here and want to make this transition as seamless as possible. I am happy to assist with handover documentation, help train a replacement, or support the team in any way that is helpful. Thank you for the experience and for your support during my time here. I look forward to staying in touch. Best regards, [Your Full Name] [Phone Number] [Personal Email Address] [Attach signed resignation letter as PDF] |
What NOT to Say in a Resignation Letter
Knowing what to leave out is just as important as knowing what to include. Here are the most common mistakes people make when writing a resignation letter and how each one can come back to haunt you.
| WHAT TO AVOID | EXAMPLE OF WHAT NOT TO WRITE | WHY IT HURTS YOU |
| Complaints about management | “My manager has been difficult to work with and I’ve felt unsupported throughout my time here.” | Your resignation letter goes on file permanently with HR. This kind of comment can follow you in reference checks and close doors you haven’t even knocked on yet. |
| Criticism of the company | “The culture here is toxic and the leadership makes poor decisions.” | Even if true, this serves no purpose in the letter. Save it for your exit interview — and even then, frame it constructively. |
| Overly detailed reasons for leaving | “I’m leaving because of the lack of promotion opportunities, the low salary, the commute, and feeling undervalued.” | This comes across as a list of grievances, not a professional notice. A single brief sentence is more than enough if you want to mention a reason at all. |
| Salary negotiation | “Before I leave, I wanted to note that my salary was below market rate for the past three years.” | This conversation is over. The resignation letter is not the place to reopen it. |
| Emotional or passive-aggressive language | “I’ve given everything to this company and it’s disappointing that it wasn’t recognized.” | Even if you feel this way, putting it in writing is unprofessional. It makes you look bitter rather than self-aware. |
| Vague last day | “I will be leaving in the coming weeks.” | This creates legal and logistical ambiguity around your final paycheck, benefits, and PTO. Always state a specific date. |
| Burning bridges with coworkers | “I won’t miss some of the people on this team.” | Your coworkers are your future professional network. Many people find jobs through former colleagues. Protect those relationships. |
How Long Should a Resignation Letter Be?
Short. A resignation letter should be three to four paragraphs and no more than 200 words. This is not a cover letter or a performance review it is a formal notification of departure.
Think of it this way: the hiring manager who extended your offer is waiting on your start date. Your current employer’s HR department needs to update their records. Neither of them needs a five-paragraph essay. Get in, say what you need to say, get out.
| RESIGNATION TYPE | IDEAL LENGTH | DO NOT EXCEED |
| Standard two weeks notice | 120–160 words | 200 words |
| Short notice (less than 2 weeks) | 100–140 words | 180 words |
| Long tenure (5+ years) | 150–200 words | 250 words |
| Email resignation (remote) | 100–150 words | 200 words |
| Immediate resignation | 80–120 words | 160 words |
Do You Have to Give a Reason for Resigning?
No. You are not legally required to explain why you are leaving in your resignation letter. In fact, in most cases, less is more.
If you want to include a reason, keep it brief and positive — one sentence is enough. Here are some examples of how to do it without creating friction:
| ✅ ACCEPTABLE WAYS TO MENTION YOUR REASON “I have accepted a new opportunity that aligns with my long-term career goals.” “I am leaving to pursue a different direction in my career.” “After much reflection, I have decided to make a change that supports my personal and professional development.” |
| ❌ WHAT TO AVOID “I’m leaving because I was passed over for a promotion.” “The salary here doesn’t reflect my value.” “I’ve been unhappy here for a long time and this job doesn’t challenge me.” |
If you work with a recruiter or staffing agency, they will often advise you on how to phrase your reason for leaving before you submit the letter. Take their guidance they have likely seen this situation before.
What Is a Standard Notice Period and Can You Give Less?
Two weeks is the professional standard for most roles in the United States. This gives your employer enough time to begin searching for a replacement and allows you to wrap up your work responsibly.
That said, notice periods are not one-size-fits-all:
- Senior or specialized roles may warrant three to four weeks of notice, especially if your replacement will need time to be trained.
- Entry-level roles often work fine with two weeks or even less, depending on your contract.
- Always check your employment contract first. Some roles have a contractually required notice period, and failing to honor it could have legal or financial consequences.
- At-will employees in the US have no legal obligation to give two weeks notice, but it is strongly recommended for your professional reputation.
| ⚠️ IMPORTANT NOTE ON NOTICE PERIODS If your contract includes a non-compete or non-solicitation clause, review it carefully before your last day. Your HR department or an employment attorney can clarify what restrictions apply to you after you leave. This is especially important if you are joining a competitor. |
How to Deliver Your Resignation Letter
Writing the letter is only half of it. How you deliver your resignation matters just as much as what the letter says.
| METHOD | WHEN TO USE | TIPS |
| In person (printed and signed) | The gold standard for office-based workers | Have the conversation with your manager verbally first. Then hand-deliver the signed letter. This shows the highest level of professionalism. |
| Email with PDF attachment | Remote workers or employees whose manager is in another office | CC your HR department on the email. Attach a signed PDF version of the letter. Keep the email body brief — the letter itself is the official record. |
| Email body only | When printing and signing is not possible | A last resort. If you must do this, format the email like a formal letter and CC HR. Make sure your subject line says ‘Resignation — [Your Name].’ |
| Registered mail | When you have had difficulty reaching your manager or HR | Rare, but it creates a documented delivery record. Useful in unusual circumstances such as a dispute about your employment end date. |
Resignation Letters for Specific Situations
Most resignation letter guides assume you are leaving for a new job with two weeks to spare. Here is what to do when your situation is more complicated.
Resigning From a Toxic Workplace
Even if the experience was bad, the letter is not the place to say so. Keep it short, professional, and free of emotion. You are protecting your future self here reference checks are real, and HR files are permanent.
| 💡 TIP If you want your concerns on the record, the exit interview is the right venue. Even then, focus on systemic or process-oriented feedback rather than personal attacks. |
Resigning When You Do Not Have Another Job Lined Up
You still follow the same format. You simply do not mention where you are going. There is no obligation to explain your next move in a resignation letter. ‘I have made the decision to pursue a different direction’ is a complete and sufficient reason.
Resigning During Probation
Check your contract. Many probationary periods have a shorter required notice period sometimes as little as one week. If you are still within your probation period, this will be clearly stated in your employment agreement.
Resigning When You Are Being Pressured or Forced Out
This is a legally sensitive situation. Before you submit any resignation letter, consult an employment attorney. If you are being constructively dismissedmeaning conditions have been made deliberately intolerable to force you to quit submitting a voluntary resignation letter could waive your legal rights. Do not sign anything you are uncertain about.
Conclusion
When debating on how to write a resignation letter you should consider doing the following. The best way to resign would be to type a letter, print it, then sign it and deliver it to the appropriate person.
If your human resources department has certain guidelines when resigning then follow those.
Good luck in your new position.
Frequently Asked Questions About Resignation Letters
Q: Do you legally have to give two weeks notice?
A: In most US states, no. Most employment in the US is at-will, meaning either party can end the relationship at any time. However, your employment contract may specify a required notice period check it before assuming you can leave immediately. Even where it is not legally required, two weeks notice is strongly recommended for your professional reputation.
Q: Should you give a reason for resigning?
A: No. You are not required to explain why you are leaving. If you do want to mention it, one brief professional sentence is all you need. Never go into detail about salary dissatisfaction, management problems, or frustrations in the letter itself.
Q: What if your manager asks you to stay do you have to negotiate?
A: No. If you have already accepted another offer and signed a contract, a counteroffer conversation is entirely at your discretion. Be polite but firm. If you have made your decision, stick to it. Accepting a counteroffer and then still leaving is a bridge-burning move in most workplaces.
Q: Is it unprofessional to resign by email?
A: For remote employees, email is perfectly acceptable and is often the only realistic option. For in-office employees, the professional approach is to have the conversation in person first and then follow up with a printed, signed letter. Resigning only by email without a conversation can come across as avoidant, especially in long-standing roles.
Q: Can you resign effective immediately?
A: Yes, but it carries consequences. You may forfeit accrued vacation pay in some states, damage professional relationships, and make it harder to get a reference. Immediate resignation is typically reserved for situations involving harassment, health concerns, or serious ethical violations. If this is your situation, document everything and speak with an employment attorney before submitting the letter.
Q: What should you do with your work email and documents before your last day?
A: Do not delete, forward, or take any company files even ones you created. Company data belongs to your employer. Your IT department will handle deactivating your accounts. Forward any personal emails you need to your personal account if your company policy allows it, and check what the policy says about your phone and laptop before your last day.
Q: Can your employer reject your resignation?
A: No. An employer cannot legally refuse your resignation in an at-will employment state. They can attempt to persuade you to stay, offer a counteroffer, or request a longer notice period, but they cannot force you to remain in the role.
Q: Should you tell your coworkers before you resign?
A: No. Tell your manager first, always. Allowing word to spread through the office before your manager knows is disrespectful and creates unnecessary awkwardness. After you have had the conversation with your manager, they will typically advise you on when and how to communicate the news to the rest of the team.
Thinking about quitting but you haven’t found the right opportunity? Reach out to our engineering staffing agency or give our software developer recruiters a call today.
