How to Write a Resignation Letter (With Examples) [10+ Free Templates]

resignation letter

A resignation letter is a formal notice to resign from job duties and job responsibilities to an employer on behalf of an employee. This is a formal letter authored by the employee to describe the intent to leave a position currently held. 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 verbal formal notification of their resignation. Then write a formal notification letter (resignation letter) to their Human Resources department, manager, and current employer.

resignation letter sample

An employee may resign from their employment duties when:

It’s important that resigning employees be clear and honest with their employer about their reason for resignation. This reason may be included in a cover letter for future job applications. It’s important that any prospective employer and the previous employer have the same reason for resignation.

How to Write a Resignation Letter

Here is how to write a resignation letter.

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.

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.

Emailing a Resignation Letter

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

Resignation Email Sample

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 goals for the notice period, which is 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.


When sending a resignation email, include a simple email subject line format. 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
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.

Typed or Handwritten Signature.

Document Format

A resignation letter should follow these document guidelines.

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
123 Road, St., New York NY 11121

June 1st, 2019

Company Inc.
Sarah Doe
Senior Management
123 Business Road, New York NY 11121

Dear Sarah —

As discussed on May 1st, 2020, this is 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 goals for the next two weeks.

My experience at this company has been nothing but positive. I am so thankful I had the chance to be able to work closely with you and the rest of the team. The lessons and skills I have learned will be invaluable to me going forward in my career. I will dearly miss working with you and the team on a regular basis. 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 truly hope that we can 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 continued success of the company.

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

John Smith
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.

Download Template

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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,, SparkHire, and many more.


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