How to Write a Resignation Letter (With Examples) [20+ Free Templates]

A resignation letter is a formal notice to resign from job duties and job responsibilities to an employer on behalf of an employee. The document is a formal letter authored by the employee to describe the intent to leave a current position. The position could be full-time employment, part-time employment, or contract employment.

A resignation letter acts as a written notice to the employer describing the intent and reason for resigning (the act of “quitting” a job). An employee should meet with their supervisor, manager, or boss to discuss their resignation and provide a “verbal formal notification” of the resignation. Then write a formal notification letter (resignation letter) for their Human Resources department, manager, and current employer.

resignation letter sample

An employee may resign from their employment duties when:

  • Deciding to pursue a new career.
  • Deciding to pursue a new job.
  • Deciding to pursue a new job with better benefits and compensation.
  • During or after maternity leave.
  • Deciding to pursue higher education.
  • During organizational or company structure changes.
  • Deciding to resign due to personal reasons, personal health issues, family health issues, or another issue.

It’s important that resigning employees be clear and honest with their employer about their reason for resignation. The reason is that future employers may ask why the candidate resigned from their previous position. And if they call a previous employer, the reasons should align. It’s important that any prospective employer and the previous employer have the same reason for resignation.

Tip: Including references to the reason for resigning on a cover letter is a common activity amongst job seekers. It is important to resign from an employer for honest and professional reasons. If future employers read a cover letter with one reason and contact an employer, and hear another reason—that could make the employee seem distrustful.

How to Write a Resignation Letter

Here is how to write a resignation letter for a job.

Before Writing a Resignation Letter

Before writing a resignation letter, speak with a supervisor, education board, director, volunteer coordinator, or the person the position reports up to. Inform the manager of the desire to resign. Verbally informing the manager acts as a "verbal formal notice" of resignation.

The best day and time to meet with a supervisor to provide a verbal notice is Monday, between the hours of 9 AM and 12 PM. Depending on the job and industry type, the manager may ask the employee to follow specific steps to resign. Normally, these steps follow the company or organizational policies.

Tip: Before submitting a resignation letter, review the company handbook and policies. If the employee is considered an "at-will employee," an employer may ask the employee to resign immediately—especially if they are going to work for a competitor.

For example, a professor teaching in Illinois at a four-year university should follow the academic guidelines for separating employees. The University of Illinois at Champaign-Urbana describes their process as including meeting with the "State Universities Retirement System (SURS). SURS will meet with the employee and discuss all of the employee’s options. Once the employee has talked with SURS and signed retirement papers, he/she will need to contact their department. The department will need a signed statement indicating the employee’s last day of work."

Writing a Resignation Letter

  • Step 1: Use a resignation letter template and replace contact information in the letter heading.
  • Step 2: Use a resignation letter template and replace the direct supervisor and employer's contact information in the letter heading.
  • Step 3: Use a resignation letter template and replace the current date.
  • Step 4: Start the resignation letter by using a formal salutation or greeting. The intro paragraph should mention the intent to leave the current position and current job (duties and responsibilities).
  • Step 5: Include the official staff position and the date of the desired last day of employment.
  • Step 6: Include the agreed-upon notice period between supervisor and resigning employee.
  • Step 7: Include a note showing gratitude to the current employer for the job opportunity.
  • Step 8: Highlight a positive and heartfelt shared experience with the employer.
  • Step 9: Offer to train a new hire, replacement, or colleague.
  • Step 10: End the letter by wishing good grace to the company and team.

While optional, a "good resignation letter" shares at least one significant and positive experience with the company and team. Once the resignation letter is submitted, the employee can ask their supervisor for a recommendation letter. Toward the end of the notice period (usually two weeks notice period), the employer may perform an “exit interview,” which provides the resigning employee with an opportunity to provide feedback to the employer, manager, and team.

After Writing a Resignation Letter

After writing the resignation letter, it's essential to submit the letter to the supervisor that the position reports to and the human resources department. In a teaching position, this may be the faculty or education board. In a medical job, this may be to the medical director or hospital administrator.

The best day and time of the week to send a formal resignation letter is Monday, between the hours of 9 AM and 12 PM. This time is best because the supervisor, manager, boss, and employer can better coordinate the transition period for the following two weeks.

Tip: Holding an employment contract with a company may make resigning more difficult. It may mean a longer notice period to the employer and other contractual obligations. Refer to the employment agreement for further details. According to the U.S. National Library of Medicine, an employment contract contains information on termination, dispute resolution, compensation and benefits, and restrictive covenant. An employment contract may be more common for job titles like Chief Operating Officer or medical positions like oncologist or surgeon.

Emailing a Resignation Letter

When writing a resignation email, here’s what to include.

  • The date of the verbal formal notice of resignation.
  • The job title being resigned from.
  • A formal resignation notice note (a positive note to the employer).
  • The agreed upon notice period (most commonly two weeks' notice).
  • The date of the desired last day of employment.
  • An offer to train a colleague or new hire to make the job transition (transition period) easier.

Resignation Email Sample

Below is a sample resignation email.

Dear John —

As discussed on May 1st, 2020, I intend to resign from my position as Product Designer effective May 14th, 2020. As agreed upon in this meeting, we have determined the notice period’s goals, two weeks from today’s date.

I have attached a copy of my formal resignation letter. I aim to exit the company on good terms with the team. I am here to provide as much assistance as possible to ensure a smooth transition.

Sincerely,
Ryan

When sending a resignation email, include a professional email subject line. Like the following:

Ryan Smith - Product Designer - Resignation

Resignation Letter Format

The following resignation format should be followed when writing a professional resignation letter.

Contact Information
First Name / Last Name
Address
Phone Number
Email Address

Current Date
January 1, 2020

Employer Contact Information
Manager’s Name
Job Title
Manager’s Email Address
Company Name

Salutation / Greeting
Dear Mr./Ms./Mrs. Last Name

First Paragraph
State the notice of resignation and the date of which the resignation is effective (sometimes referred to as the end of employment date or effective date).

Middle Paragraph
Thank the employer for the opportunities they have provided to you, the resigning employee. Highlight positive experiences with the employer.

Final Paragraph
End the resignation with a sincere thank you and offer to assist with the transition or train a new employee/colleague.

Closing Statement
Sincerely or Respectfully yours.

Signature
Typed or Handwritten Signature.

Tip: It can be important to check with the state's unemployment benefits office to find out more information regarding unemployment benefits in the event of a company layoff, resignation, or termination. New York State's Department of Labor website provides helpful frequently asked questions for unemployed persons that are applicable to many states.

Resignation Letter Document Format

A resignation letter should follow these document guidelines:

  • Use a business letter format.
  • Use the default page margins.
  • Use line spacing of 1.15 or 1.5 at the most, avoid using double line spacing.
  • Use a font size of 9pt to 11pt at the most.
  • Use a professional font like Helvetica, Garamond, or Times New Roman.

Use the default business letter settings built into Google Docs to expedite this process.

Resignation Letters

Below are resignation letters and free templates.

By Job Title

By Format

By Reason

By Time

Additional Resources

Resignation Letter Example

Below is a letter of resignation sample to use as a writing guide.

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

June 1st, 2019

Company Inc.
Sarah Doe
[email protected]
Senior Management
123 Business Road, New York NY 11121

Dear Sarah —

As discussed on May 1st, 2020, I am submitting my formal notice, resigning from my position as Product Designer effective May 14th, 2020. As agreed upon in the meeting on May 1st, 2020, we have agreed upon the transition period’s next two weeks’ goals.

My experience at this company has been nothing but positive. I am so thankful I had the chance to work closely with you and the rest of the team. The lessons and skills I have learned will be invaluable to me in my career. I will dearly miss working with you and the group regularly. My reason for leaving is due to an advancement opportunity that I cannot deny. And I recognize I wouldn’t have that opportunity without the experience I was able to gain by working with you.

I genuinely hope to stay in close contact and continue to have a working relationship in the future. I will be happy to help with my transition. That would mean finding or training my replacement and ensuring all of my work is lined up for the new hire to take on.

Please let me know how I can assist in this transition and ensure the company’s continued success.

Thank you so much for being able to work with you.

Sincerely,
John Smith

General Resignation Letter Template

Below is a letter of resignation template to use as an employee who would like to write their own letter of resignation. When writing, follow the sample letter provided in this guide.

[First and Late Name]
[Email Address]
[Phone Number]
[Mailing Address]

[Current Date]

[Company Name]
[Manager's Name]
[Manager's Email Address]
[Manager's Job Title]
[Optional: Business Mailing Address]

Dear [Manager's First Name] —

As discussed on [Date of Verbal Notice], I am submitting my formal notice, resigning from my position as [Job Title] effective [Desired End Date of Employment]. As agreed upon in the meeting on [Date of Verbal Notice], we have agreed upon the transition period’s next two weeks’ goals.

My experience at this company has been nothing but positive. I am so thankful I had the chance to work closely with you and the rest of the team. The lessons and skills I have learned will be invaluable to me in my career. I will dearly miss working with you and the group regularly. My reason for leaving is [Reason for Resignation].

I genuinely hope to stay in close contact and continue to have a working relationship in the future. I will be happy to help with my transition. That would mean finding or training my replacement and ensuring all of my work is lined up for the new hire to take on. [Insert Additional Notice Period Goals as Discussed in the Verbal Notice Meeting].

Please let me know how I can assist in this transition and ensure the company’s continued success.

Thank you so much for being able to work with you.

Sincerely,
[Your First and Last Name]
[Your Email Address]
[Your Phone Number]
best resignation letter template

Resignation Letter Template

Download this resignation letter template in Word format. Can be imported as a Google Doc. Instant download. No email required.

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Formal Resignation Letter Example

Below is a sample resignation letter.

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

June 1st, 2019

Company Inc.
Sarah Doe
[email protected]
Senior Management
123 Business Road, New York NY 11121

Dear Mr. Smith —

This formal resignation letter and formal notice is to inform you that I am resigning from my position as Product Designer for the ZYX Company effective October 1st, 2020.

I want to thank you for all the mentorship and support you have shown me throughout this experience. I have learned more about design ethics and design principles in this experience than I have in my many years of higher education. There are a number of experiences that I can refer to that will be valuable to me throughout my career.

I am resigning from my position due to the fact that I need to relocate for my spouse.

If I can assist in the process of transitioning my duties to another colleague or new employee, please let me know. I would love to be a resource for the next two weeks and ensure the success of this company.

Sincerely,
John

Nursing Resignation Letter Example

January 1, 2019

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

New Sam Hospital
Ryan Doe
[email protected]
Hospital Coordinator
123 Business Road, New York NY 11121

Dear Ryan —

This letter is to inform you that I would like to relieve myself of duties starting September 1st, 2019. This will alleviate me of my nursing responsibilities for those in our cancer ward. I have sincerely enjoyed my tenure here at New Sam Hospital. The experience I have been able to receive here will be invaluable for me going forward in my career.

Please let me know how I can assist in this transition and ensure the continued success of the company.

Thank you so much for the opportunity to be able to work with you.

Sincerely,
John Smith

Police Resignation Letter Example

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

June 1st, 2019

Millopis State Police Department
Sarah Doe
[email protected]
Chief of Police
123 Business Road, New York NY 11121

Dear Chief Doe —

It is with a heavy heart that I must resign from my position as a police officer and law enforcement officer two weeks from today's date. Unfortunately, the recent increase in crime has led me to have to make a difficult decision for my family. I’ve been a physical victim of a few criminal acts and I’ve decided it’s time to pursue a new career.

I’m here to help assist in training a new trainee. Or to assist in transitioning all of my hours to another officer who is willing to take over my shifts. It has been an honor to work alongside officers like yourself. And I will be missing the 1st Precinct every day of my life.

I wish everyone at the Millopis State Police Department a safe and happy journey moving forward.

Sincerely,
John

Teacher Resignation Letter to Principal Example

Below is a sample resignation letter for a general teaching position. A resignation letter should be written to the parents and student body, as well.

January 1, 2019

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

Sam Elementary School
Ian Doe
[email protected]
School Coordinator/Principal
123 Business Road, New York NY 11121

Dear Ian —

This letter is to inform you that I would like to resign from my position as a 3rd Grade Teacher from Rock Sam Elementary School. I'd like to sincerely thank you for the chance to be part of this team and community. Being able to interact with these great children on a daily basis is something I will truly cherish. I cannot thank you enough for taking a risk on me and teaching me invaluable skills that will help me propel my career going forward.

Please let me know how I can assist in this transition and ensure the continued success of the company.

Thank you so much for the chance to be able to work with you.

Sincerely,
John Smith

Resignation Letter Due to Hostile Work Environment Example

Sample resignation letter due to a hostile workplace or toxic work environment.

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

June 1st, 2019

Company Inc.
Sarah Doe
[email protected]
Senior Management
123 Business Road, New York NY 11121

Dear Mr. Smith —

This is my notice to resign from my position as Product Designer from Company Inc effective October 1st, 2020. I am providing no notice to my resignation and no transition period to my resignation as I have experienced frequent harassment from a coworker in the workplace. While I have not yet spoken with an attorney that practices state employment law, I plan on doing so.

The harassment has come in the form of constant sexual comments and uncomfortable mentions of my physical appearance. The initial claims were made to Human Resources, and attempts were made to handle the situation but have failed. I’m unable to produce results with this working condition. And I would constitute this a hostile environment that I must depart from.

Please consider this my formal resignation letter and notice, effective immediately.

Sincerely,
John

Resignation Letter Due to Relocation Example

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

June 1st, 2019

Company Inc.
Sarah Doe
[email protected]
Senior Management
123 Business Road, New York NY 11121

Dear Sarah —

It with a heavy heart that I have to submit my resignation due to the relocation of my spouse. We are seeking new employment in California and will be moving in three weeks from now. We have discussed the transition plan for the next two weeks and I truly look forward to helping the company transition the job duties and responsibilities here.

My final day of employment will be on June 14th, 2019.

Thank you so much for this opportunity,
John Smith

Health, Illness, and Stress Resignation Letter Example

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

June 1st, 2019

Company Inc.
Sarah Doe
[email protected]
Senior Management
123 Business Road, New York NY 11121

Dear John —

This is my formal resignation letter. I’d like to inform you that I’ve spoken with a doctor and physician about my health condition, which is classified as glaucoma, and how my job is currently affecting this issue. Unfortunately, this has nothing to do with the management of this company, my colleagues, or the company as a whole. The “job stress” that I’m experiencing is simply the use of a computer. And I must seek a new job that doesn’t use computers as heavily with my eye condition.

I’m very sorry about this and hope that we can continue to stay in touch. I’m here to help with the transition. In our meeting, we decided that two weeks from today will be the last day of employment.

Once again, I’m very sorry to be resigning for these reasons. If it wasn’t for my health condition, I would be staying with the company and pursuing my passion for this type of work in this wonderful company.

Sincerely,
Sarah

Immediate Resignation Letter Example

Kyle Smith
112 Smith Lane, Chicago IL 60174
Product Designer
[email protected]
June 1st, 2019

John Harp
VP of Product
Apple Inc.
[email protected]

Dear John —

Please accept this letter as my formal and immediate resignation effective the following business day of the receipt of this letter. I sincerely appreciate this opportunity and apologize for the issues associated with this immediate alleviation of my job duties. This is simply due to personal reasons and I sincerely hope that we can get connected once more in the future and continue to work together.

I appreciate your understanding and patience with this matter.

Sincerely,
Kyle

Short Notice Resignation Letter Example

Richard Smith
[email protected]
Product Designer

May 25th, 2019

John Hendricks
VP of Product
Apple, Inc.
[email protected]

Dear John —

Please accept this letter as my formal resignation. I sincerely apologize for the short notice resignation and realize this is going to cause some distress to my team and the company. If this was not absolutely necessary, I would not be resigning in this fashion as a sign of respect for the job and company.

As discussed, my final day of employment will be on June 1st, 2019.

Thank you so much for this opportunity.
Richard

Board Resignation Letter Example

January 1, 2019

Ann Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

Company Inc.
Bryan Doe
[email protected]
Board Member
123 Business Road, New York NY 11121

Dear Board Members —

I am writing this letter to inform you that I am relieving my seat and position as Board Member of Company Inc. It was an absolute pleasure to provide my fiduciary duty over the span of the past 4 years. I have prepared my replacement and ensure that there will be a smooth transition that considers the business.

I want to thank you again for this opportunity to be part of this team. My last day as part of the board of directors and board members will be March 30th, 2020.

Sincerely,
Ann Smith

Retirement Resignation Letter Example

January 1, 2019

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

Company Inc.
Bryan Doe
[email protected]
Senior Management
123 Business Road, New York NY 11121

Dear Bryan —

This letter is with a heavy heart. I've decided it is best for me to retire starting on September 1st, 2019. I have had a very long and fruitful career and I am very thankful to end my career at such a great company and with such a great team.

While it will be very difficult for me to wake up every morning and not come into this wonderful atmosphere where I am embraced with creativity and excitement on a daily basis, I must focus on my family and health moving forward. This will be a very big change for me but one that I am excited about.

Please let me know how I can assist in this transition and ensure the continued success of the company.

Thank you so much for the opportunity to be able to work with you.

Sincerely,
John Smith

Heartfelt Resignation Letter Example

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

June 1st, 2019

Company Inc.
Sarah Doe
[email protected]
Senior Management
123 Business Road, New York NY 11121

Dear John —

There are countless reasons why I feel like I could stay with this company for the rest of my life. The incredible leadership, the opportunity for advancement, the sincerity, and care that goes into every single employee. And overall the way that each colleague treats each other. This is one of the best companies I’ve ever had the chance to work with. And there’s not a single complaint that I have. For me, this was one of the most difficult decisions I’ve had to make.

It was a big decision, but I’ve decided to relocate. And due to that, I won’t be able to provide the amount of support to the company that I’m providing today. This isn’t about getting a “better job” or about finding a better team, there simply isn’t one. This is about following my spouse and supporting my partner.

I’d like to thank you for everything, sincerely. This opportunity has grown me in so many ways. And if it were not for this life situation and transition, I would be staying.

I’ll be here to transition my job duties and responsibilities to another colleague or new hire.

Sincerely,
Patrick

Department Change or Promotion Resignation Letter Example

John Smith
[email protected]
888-888-8888
123 Road, St., New York NY 11121

June 1st, 2019

Company Inc.
Sarah Doe
[email protected]
Senior Management
123 Business Road, New York NY 11121

Dear Sarah —

This resignation letter is to inform you that I have accepted the position of Senior Engineering Manager on the Sales team, alleviating the duties of Engineer on the Product Development team. I am very excited about this opportunity to advance within the company and I look forward to working with you through another team. We’ve discussed providing a two week transition period to alleviate the duties I currently have. The last day of my work as an Engineer on the Product Development team will be August 2nd, 2019.

I am very grateful for this opportunity and I look forward to starting my new position as Senior Engineering Manager on August 3rd, 2019.

Thank you so much,
John

Better Salary and Benefits Resignation Letter Example

Richard Smith
[email protected]
Product Designer

May 25th, 2019

John Hendricks
VP of Product
Apple, Inc.
[email protected]

Dear Mr. Smith —

This formal resignation letter is to inform you of the resignation request we discussed. Per the discussion we had on May 24th, 2019, I am going to stay with the company for two weeks to help ensure a smooth transition to a new colleague or new employee. The reason for resigning is due to better benefits and salary that was offered to me at another company. It would be a disservice if I did not pursue this opportunity for my family, children, and spouse.

Thank you so much for this opportunity.

Sincerely,
Kevin

Executive Resignation Letter Example

Executive positions require writing more details regarding the resignation than "at-will" employees.

John Smith
[email protected]
CFO
888-888-8888
123 Road, St., New York NY 11121

June 1st, 2019

Company Inc.
Sarah Doe
[email protected]
Senior HR Manager
123 Business Road, New York NY 11121

Dear Sarah —

I am officially resigning as CFO of Apple, Inc. Effective immediately.

Terms of Resignation
Working at Apple Inc has been a great pleasure of mine. And a wonderful opportunity. My decision to resign was not made in haste. It was a difficult decision. I have the greatest respect for the teams here at Apple, as well as my immediate colleagues in the finance department.

Starting on August 19th, I will be starting my position as CFO of Google. My experiences at apple will carry with me on this new journey.

Terms of Transition
I personally have selected and trained Mrs. Johnson, previous VP of Finance, to replace my seat as CFO. She will lead the efforts of the finance team and lead the department to success. I trust in her abilities and believe she will continue to drive the high-quality financial performance this business requires and deliver quality results.

This person has not yet been notified of this election. And I leave it to your discretion if you choose to elect this person for this promotion.

In the meantime, I have ensured that all projects regarding our mobile devices, quarterly planning, and investor relations have been completed for the executive team.

I’m happy to discuss this resignation in further detail if required.

Sincerely,
John Smith

Resignation Letter Tips

Below are the best practices for writing an effective resignation letter.

Offer to assist with the transition

Always offer the employer or manager assistance with transitioning the job duties and responsibilities to another colleague or a new hire. Place this question within the resignation letter's second or third paragraph. And include an offer to help with the transition inside the resignation email.

Ask a friend to read the letter

To prevent potential miscommunication, ask a friend or mentor to read the resignation letter before sending it. Having a friend read the letter can assist with word use, grammar, punctuation, or other potential mishaps.

Provide two weeks' notice

In most jobs, aside from executive positions and academic positions, two weeks' notice is customary. It provides the employer with ample time to replace the team's job function and ensures that projects are being completed on time. Be sure to include the two weeks' notice request in the resignation email.

Refer to the company handbook

Vital information is contained in the human resource manual provided to employees during training. One portion each employee should examine is whether or not they are considered an "at-will" employee. An "at-will" employee can be terminated, without cause, for any reason. Meaning, if the employee submits their resignation letter, with two weeks' notice attached, the employer has the potential to terminate the employee that day, especially if they are going to work for a competitor.

Avoid a two-page letter

A common mistake from entry-level workers writing their first resignation letter is to write a two-page letter. While it may seem heartfelt to share such an in-depth story, this isn't a best practice. Keep the letter to one page and use the "goodbye email" sent to colleagues on the final day of employment as the place to be heartfelt.

Deliver the letter in person

After writing the resignation letter, ask to meet with the manager and deliver the letter in person. During this meeting, the details of the resignation should be discussed. The details should include the desired last day of employment, transition period, reason for resigning, and transition period goals.

FAQ's

Common resignation letter questions from employees and job seekers.

What's the best reason for resigning?

No upward mobility or "looking for career growth."

How do I know when I should resign from my job?

Priscilla Claman of Havard Business Review says, "There are two times when you should consider resigning even if you don't have another job line up: When you believe something illegal or unethical is going on at work and you are concerned it will reflect badly on you. When your current job is negatively affecting your health and your life outside of work."

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author: patrick algrim
About the author

Patrick Algrim is an experienced executive who has spent a number of years in Silicon Valley hiring and coaching some of the world’s most valuable technology teams. Patrick has been a source for Human Resources and career related insights for Forbes, Glassdoor, Entrepreneur, Recruiter.com, SparkHire, and many more.

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