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- A resignation letter is a short, formal note that confirms you are leaving and states your last day. It is a written record, not an exit interview.
- Use six parts: details and date, a resignation statement, your last day, thanks, a transition offer, and a sign-off.
- Two weeks’ notice is the usual courtesy in the U.S. Check your contract first, and tell your manager in person before you send the letter.
- Line up your next move before you resign, and get your resume ready with our free ATS resume checker.
A resignation letter is a short, formal note that tells your employer you are leaving and confirms your last day. Written well, it protects your reputation, keeps your references strong, and gives your manager what they need to plan the handover.
This guide shows how to write a resignation letter step by step, what to include, how much notice to give, and what to leave out, plus three resignation letter templates to copy and answers to common questions.
Quitting is common, so resigning well is a skill worth learning. How you leave is what your manager and colleagues remember, and they may become your references or future bosses.
What is a resignation letter?
A resignation letter is a formal written notice that you are ending your employment, with your last working day clearly stated. It gives your employer an official record of your decision and the date, which helps your manager and HR plan.
It is not an exit interview, a performance review, or a place to settle scores. Keep it to a few short paragraphs, and save any feedback for a conversation. In most U.S. jobs it is a professional courtesy, not a legal requirement.
What should a resignation letter include?
A resignation letter should include six parts: your details and the date, a clear statement of resignation, your last day, a thank-you, an offer to help with the transition, and a professional sign-off.
| Part | What to write | Example |
|---|---|---|
| 1. Header and date | Your name, the date, and your manager’s name, or a clear email subject line | Subject: Resignation: [Your Name] |
| 2. Resignation statement | One direct sentence naming your role and saying you are resigning | “I am resigning from my position as [Job Title].” |
| 3. Last day | An exact date, usually two weeks from today | “My last day will be [date].” |
| 4. Gratitude | A short, specific, sincere thank-you | “Thank you for the chance to lead [project].” |
| 5. Transition offer | A concrete promise to help with the handover | “I will document my projects and train my replacement.” |
| 6. Sign-off | A polite closing and your name | “Sincerely, [Your Name]” |
Keep the whole letter to one page, ideally under 200 words. It is a record, not an essay.
How to write a resignation letter (5 steps)
To write a resignation letter, state your decision plainly, name your last day, thank your employer, offer to help with the handover, and sign off professionally. Follow these five steps.
Open with a clear statement of resignation
Start with one direct sentence that names your role and says you are resigning. Do not hint, hedge, or bury the news in the second paragraph.
Do: “I am resigning from my position as Account Manager.” · Not: “I have been thinking it might be time to move on.”
State your last day
Give an exact date, usually two weeks from the day you submit the letter. A clear date helps payroll and handover planning.
Do: “My last day will be [date].” · Not: “I will probably leave in a couple of weeks.”
Thank your employer, specifically
One or two sentences of genuine thanks are enough. Name something real, such as a project, a mentor, or a skill you gained.
Do: “Thank you for trusting me to lead the spring product launch.” · Not: “After everything I have put up with here.”
Offer to help with the transition
Offer something concrete, such as documenting your processes, finishing key projects, or training a replacement. Only promise what you will actually do.
Do: “I will finish the quarterly report and document my client files before I leave.” · Not: “You will have to figure out my projects without me.”
Close professionally and keep it short
Sign off with a polite closing and your name. Proofread the letter, send it to your manager, and keep a copy for your records.
Do: “Sincerely, [Your Name]” · Not: three paragraphs of feedback about the company
How much notice should you give when you resign?
Give two weeks’ notice unless your contract, your role, or your circumstances call for something different. Two weeks is the most common U.S. standard, and it gives your employer time to plan. For a letter built around that convention, see our two weeks’ notice letter guide.
| Situation | Common notice | What to do |
|---|---|---|
| Most hourly and salaried roles | Two weeks | Give written notice and offer a handover |
| Contract or handbook sets a period | As written, often longer | Follow it, and ask HR if anything is unclear |
| Senior, specialized, or client-facing role | Two to four weeks | Agree a handover plan with your manager |
| Unsafe, hostile, or harassing workplace | Shorter, or immediate | Keep the letter factual, and consider legal advice |
Some employers accept your notice and ask you to leave sooner. That is usually their right, so plan your finances before you resign.
What does the resignation timeline look like?
The resignation process runs in five stages: tell your manager, submit your letter, work your notice, hand over your work, and leave on good terms.
How should you spend your notice period?
Spend most of your notice period on the handover, because that is the part your manager and team will remember. Finish what you can, document the rest, and make your replacement’s first week easier.
How to split your effort during notice (illustrative)
A directional guide to priorities, not a measured statistic. Adjust it to your role.
Illustrative editorial guidance from the ResumeCroc resume team, not a measured statistic.
What does a good resignation letter look like?
A good resignation letter is short, polite, and specific: it names your role, your last day, and one genuine thank-you. Below are three resignation letter templates to copy and adapt.
Replace the bracketed text with your own details. Prefer to fill in a form instead? Try our free resignation letter generator.
Example 1: Standard resignation letter (two weeks’ notice)
Subject: Resignation: [Your Name]
Dear [Manager’s Name],
Please accept this letter as formal notice that I am resigning from my position as [Job Title] at [Company Name]. My last day will be [date, two weeks from today].
Thank you for the opportunities and support you have given me during my time here. I have valued working with you and the team, especially on [specific project or experience].
Over the next two weeks, I will complete my current projects and prepare clear handover notes. I am happy to help train my replacement so the transition is smooth.
I wish you and the company continued success.
Sincerely,
[Your Name]
Example 2: Brief and grateful resignation letter
Subject: Resignation: [Your Name]
Dear [Manager’s Name],
I am writing to resign from my role as [Job Title], effective [last day]. Thank you for your guidance and trust over the past [number] years. I have learned a great deal and am grateful for the opportunity.
I will do everything I can to make the handover smooth. Best wishes to you and the team.
Warm regards,
[Your Name]
Example 3: Resignation letter with shorter notice
Subject: Resignation: [Your Name]
Dear [Manager’s Name],
I am resigning from my position as [Job Title], with my final day being [date, one week from today]. I recognize this is shorter than the usual two weeks, and I apologize for the inconvenience.
Because of [brief, honest reason, such as a fixed start date or a personal circumstance], I am unable to give longer notice. I will prioritize my most urgent work and leave detailed handover notes for everything else.
Thank you for the opportunities I have had here. I am happy to answer questions by email after I leave.
Sincerely,
[Your Name]
“Your resignation letter will sit in a personnel file long after you leave. Write it for that future reader: short, warm, factual, and free of anything you would not want a reference-checker to see.”
ResumeCroc resume team
What should you say, and what should you leave out?
Keep the letter positive and factual, and leave out complaints, blame, and anything you would not want a future reference-checker to read. The table below summarizes the tone to aim for.
| Do | Don’t |
|---|---|
| Keep it short and positive | Write long explanations or a list of grievances |
| Thank your employer for something specific | Criticize your manager, team, or company |
| State your last day clearly | Leave the date vague or open-ended |
| Offer a realistic handover plan | Promise help you cannot deliver |
| Proofread, then send it professionally | Send it in anger, or share your new salary |
What should you do after you resign?
After you resign, finish strong and prepare your next move: record your accomplishments with real numbers, collect contact details for references, and update your resume while the details are fresh. Never copy confidential company files.
If your next role is not secured yet, your resume is now your most important document. Our resume writing service builds achievement-led resumes, and our guide to how recruiters read your resume shows what gets noticed in those first seconds.
Juggling more than one offer? Accept the one you want in writing before you resign, then politely turn down the others (see how to decline a job offer).
Is your resume ready for the next role?
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Frequently asked questions
How much notice should I give when I resign?
Two weeks is the standard in the U.S., and it is a courtesy rather than a legal requirement in most cases. Check your contract or handbook first, because some require longer notice. In senior roles, offering a longer handover can help.
Do I have to give a reason for resigning?
No. A reason is not required, and a short, positive line such as “to pursue another opportunity” is plenty if you want to give one. Save honest feedback for an exit interview, and share it only if it is constructive.
Should I email my resignation letter or hand it in?
Either works, but tell your manager in person or by video first, then email the letter so there is a dated record, copying HR if your policy requires it. Need a draft? Try our resignation letter generator.
Can I resign effective immediately?
Usually yes in at-will employment, but it can cost you goodwill, references, and possibly pay or benefits tied to your contract or policy. Reserve it for serious cases, such as safety or harassment concerns, keep the letter factual, and consider legal advice.
What should I not put in a resignation letter?
Leave out complaints, blame, gossip about colleagues, ultimatums, and details about your new salary or employer. Do not include anything you would not want a future reference-checker to read. Keep it short, positive, and factual.
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