How to Write a Resignation Letter (Templates + Examples)

Most resignation letters take 15 minutes to write and 15 seconds to overthink. The actual document is short. Three paragraphs, a date, a signature. What keeps people staring at a blank screen isn't the format. It's the fear of saying the wrong thing on the way out.

Here's the truth about resignation letters: yours probably won't be read more than once. HR files it. Your manager skims it. Nobody frames it. But a badly written one can follow you for years through reference checks, burned bridges, and awkward LinkedIn encounters.

This guide covers what to write, what to skip, and how to handle the tricky scenarios (toxic boss, short notice, counteroffers) that generic templates ignore. You'll get resignation letter examples for every common situation, plus the logic behind each choice so you can adapt them to yours.

What Actually Goes in a Resignation Letter

A resignation letter has exactly four jobs. State that you're leaving. Give your last day. Offer a transition plan. Say something genuine but brief. That's it. Everything else is optional or actively harmful.

Here's what belongs and what doesn't:

The right column isn't just bad form. It's a liability. Resignation letters get filed in your personnel record. Some companies share them during reference checks. Anything negative you write down becomes permanent.

Keep the tone professional and warm. You can be honest about your reasons in the verbal conversation with your manager. The letter is the paper trail, not the real talk.

The Standard Two Weeks Notice Letter (With Template)

Two weeks is the default notice period in the US, and roughly 70% of professionals stick to it. It's not legally required in most at-will employment states, but it's the expected professional courtesy. Breaking this convention can cost you a reference.

Here's the structure that works:

Paragraph 1: The fact. State clearly that you're resigning and when your last day will be. No buildup, no throat-clearing. First sentence, first paragraph.

Paragraph 2: The transition. Offer to help. Be specific about what you can do in the remaining two weeks: train someone, document processes, finish a project. This is what managers actually care about.

Paragraph 3: The thanks. One or two sentences of genuine appreciation. Pick something specific you learned or valued. Generic gratitude reads as hollow.

Paragraph 4: The close. Your signature, printed name, and date.

That's a two weeks notice letter in four paragraphs. Most people try to write six or seven. Resist it. Every extra sentence is a place where tone can go wrong.

The Two Weeks Notice prompt generates this structure with your details filled in, which saves you from the blank-page paralysis that makes people overcomplicate things.

Template: Standard Two Weeks Notice

[Your Name]
[Date]

Dear [Manager's Name],

I'm writing to formally notify you that I am resigning from my
position as [Job Title] at [Company Name]. My last day of work
will be [Date, two weeks from today].

I want to make this transition as smooth as possible. I'm happy
to help train my replacement, document my current projects, and
wrap up any outstanding work during my remaining time.

Thank you for the opportunity to work with [specific team or on
specific project]. I've genuinely valued [specific thing you
learned or appreciated].

Sincerely,
[Your Name]

Notice what's missing: no reason for leaving, no mention of a new job, no emotional paragraphs about "difficult decisions." Those details belong in your conversation, not your letter.

What to Say When You're Leaving on Good Terms

Leaving a job you liked is harder to write about than leaving one you hated. The pressure to match the warmth in writing usually produces something too long, too sentimental, or reads like an awards speech.

Fix: specificity. Instead of "I've loved working here," try "Leading the Q3 product launch taught me more about cross-functional collaboration than any other role I've had." One concrete detail outweighs five generic compliments. You can also be more open about your reasons when the relationship is healthy. "I'm moving to a role that focuses on [specific area]" is fine. Still don't name the company or the salary.

What changes when you're leaving on good terms:

• Your thanks paragraph can be longer. Two or three sentences instead of one.
• You can mention staying in touch. "I'd love to stay connected" is genuine when you mean it.
• Your transition offer can be more detailed. Specific projects, specific handoff plans.
• You can hand-deliver it. A letter handed to your manager after a face-to-face conversation lands better than an email.

What doesn't change: keep it under one page. Even the warmest resignation letter shouldn't read like a memoir.

How to Resign From a Toxic Workplace Without Burning Bridges

The letter you want to write and the letter you should write are two different documents. The temptation is to finally say what you've been holding back. Don't. Not in writing.

Your resignation letter from a toxic job should be the shortest letter you ever write. Three sentences:

Dear [Manager's Name],

I am resigning from my position as [Job Title], effective
[Date]. I appreciate the opportunities I've had at [Company].
Please let me know how I can help during the transition.

Sincerely,
[Your Name]

That's it. No passive-aggressive "as we discussed" references. No "due to the work environment" explanations. No coded language that HR will decode and flag.

Why this matters: your resignation letter can be used against you. Unemployment claims, wrongful termination suits, reference checks. Anything you wrote becomes evidence. A clean letter gives nobody ammunition.

Save the honest feedback for your exit interview or a lawyer. The Resignation Letter Template generates the neutral version. When you're emotional about leaving, structure keeps you from going off-script.

Resignation Letter Examples for Every Common Scenario

Most resignations fall into about six patterns. Here are resignation letter examples for each, with notes on what makes them different.

Leaving for a New Job

The most common scenario. Keep it clean, don't name the new employer.

I'm writing to inform you of my resignation from [Company],
effective [Date]. I've accepted a position that aligns with
my long-term career goals.

Thank you for the growth opportunities during my time here.
I'm committed to a smooth transition over the next two weeks.

Key move: "Aligns with my long-term career goals" is vague enough to be true for any new job. It also subtly signals that your departure is about growth, not dissatisfaction.

Leaving for Personal Reasons

You don't owe anyone details about health, family, or personal matters.

I'm resigning from my role as [Job Title], with my last day
being [Date]. This decision is based on personal reasons that
require my full attention.

I'm grateful for my time at [Company] and will do everything
I can to ensure a smooth handoff.

Key move: "Personal reasons that require my full attention" closes the door on follow-up questions without sounding evasive.

Leaving With Immediate Effect (No Notice Period)

Sometimes you can't give two weeks. Medical emergencies, hostile work environments, or relocation demands can force an immediate departure.

I'm writing to notify you that I am resigning from [Company],
effective immediately. I understand this is shorter notice than
is customary, and I apologize for any inconvenience.

I've documented my current projects in [location] to help with
the transition. Please let me know if there's anything I can
address remotely this week.

Key move: Acknowledging the short notice shows awareness. Offering remote help shows good faith. Together, they soften what could otherwise damage the relationship.

Leaving a Part-Time or Contract Role

Shorter tenure means shorter letter. Match the formality to the role.

Hi [Manager's Name],

I wanted to let you know that my last day in the [Role] position
will be [Date]. Thank you for the flexibility and the experience.
Happy to help wrap up anything outstanding before then.

Best,
[Your Name]

Key move: Casual tone matches a casual role. Forcing corporate language into a part-time resignation feels awkward for everyone.

Retiring

Retirement letters can be warmer and longer because the relationship is ending permanently.

After [X] years at [Company], I'm writing to announce my
retirement, effective [Date].

This company has been my professional home for [timeframe]. I'm
particularly proud of [specific accomplishment]. The team I've
worked with, especially [names or departments], made this career
something I'll look back on with real gratitude.

I'd like to spend my final [weeks/months] helping ensure my
responsibilities are fully transferred. I've begun documenting
my processes and am available to train whoever steps into this
role.

With sincere thanks,
[Your Name]

Key move: Naming specific accomplishments and people is appropriate here. Retirement is the one resignation where sentiment adds value rather than risk.

How to Handle the Conversation Before the Letter

The letter comes second. The conversation comes first. Sending a resignation letter without talking to your manager face-to-face (or via video call for remote roles) is a fast way to damage a relationship that didn't need damaging.

Here's the order that works:

1. Request a private meeting. Don't ambush your manager during a standup. "Can we grab 15 minutes today? I have something I'd like to discuss privately."
2. Open directly. "I've made the decision to resign. My last day will be [date]." Don't build up to it.
3. Give a brief reason. One sentence. "I've accepted a role that's a better fit for where I want to go." That's enough.
4. Discuss transition. This is what your manager cares about most. Come with a plan.
5. Hand over the letter. After the conversation, email or hand them the formal letter.

The conversation is where you can be human. The letter is where you're professional. Mixing those up in either direction causes problems.

If you're writing the follow-up email after that conversation, the Work Email prompt can help you strike the right tone for the written version.

What to Do When They Make a Counteroffer

Between 50-80% of people who accept counteroffers leave within 12 months anyway. The underlying reasons for wanting to leave rarely get solved by more money. If the problem was your manager, your growth ceiling, or your interest in the work, a raise doesn't fix those.

That said, counteroffers aren't always wrong. Here's a quick filter:

If you decline: be gracious, reaffirm your decision, and don't let the conversation reopen. "I really appreciate the offer, and it tells me you value my work. But I've committed to this move, and I want to honor that."

Your resignation letter doesn't need to address counteroffers. If one comes, handle it verbally. The letter stays the same either way.

Email vs. Printed Letter: Which Format to Use

For 90% of jobs in 2026, email is fine. The printed-on-nice-paper resignation letter is a relic of an era when HR departments had physical filing cabinets. Today, even if you hand someone a printed letter, they're going to scan it or forward the email version anyway.

When to use each format:

If you go with email, put your resignation in the body of the email, not as an attachment. Subject line: "Resignation - [Your Name] - Last Day [Date]." Clear, searchable, no ambiguity.

One more thing: BCC your personal email. You'll want a copy that doesn't disappear when IT deactivates your work account.

Planning Your Next Move While Writing the Letter

Update your resume before you lose access to internal metrics and project data. You'll forget specifics within a month of leaving. Write down accomplishments while they're fresh.

If you're exploring new directions, the Letter of Interest prompt helps draft outreach to target companies. Easier to write while you're still employed.

Also before your last day: update your LinkedIn headline, gather recommendation quotes from colleagues (ask before you leave, not after), save any work samples you're allowed to keep.

Common Mistakes That Make Resignation Letters Worse

Most resignation letter mistakes come from overthinking, not underthinking. The impulse to explain, justify, or preemptively manage your manager's reaction leads to letters that say too much.

Writing more than one page. A resignation letter is a notification, not a narrative. If it scrolls, cut it.

Apologizing for leaving. "I'm sorry to do this" frames your career decision as something you've done wrong. You haven't. Replace apologies with thanks.

Mentioning your new salary or company. This creates comparison and resentment where none needs to exist. If asked directly, you can share, but volunteering it in writing is a misstep.

Being vague about your last day. "I plan to leave sometime in early March" is not helpful. Give an exact date. Your manager needs to plan.

Sending it on a Friday afternoon. Your manager will stew over the weekend with no chance to process or plan. Tuesday or Wednesday morning gives everyone time to have a real conversation.

CC'ing people who shouldn't be on the first email. Send it to your direct manager first. HR gets looped in after the conversation, not before.

FAQ: Resignation Letter Questions People Actually Ask

Do I legally have to give two weeks notice?

In the US, no. At-will employment means you can leave anytime. Two weeks is professional courtesy, not a legal requirement. Check your contract though. Some executive or specialized roles have 30-90 day notice periods.

Can my employer refuse my resignation?

No. You can't be forced to work. They can ask you to leave immediately ("garden leave") or hold you to a contractual notice period. Non-competes are a separate issue that affects what you do next, not whether you can leave.

Should I resign in person or by email?

In person (or video) first, then follow up with a written letter or email. The conversation is the respectful part. The letter is documentation. Avoid resigning solely by email if you can help it.

What if I'm asked to leave immediately after resigning?

Common, especially in roles with access to sensitive data. Don't take it personally. It's usually policy. Make sure you'll be paid through your notice period (most companies do) and get that in writing.

How do I resign if I've only been at the job a few months?

Same way, less to say. You don't need to justify a short tenure in the letter. "I've determined this isn't the right fit for my career direction" is honest and professional. Short stays happen.

Should I mention my resignation on LinkedIn?

Not until you've started the new role. "Excited to announce I'm leaving [Company]" with no destination looks uncertain. Wait until you can frame it as a forward move.

What if my manager tries to guilt me into staying?

That's their problem, not yours. A manager who guilt-trips you is confirming your decision. Stay polite, stay firm, redirect to logistics: "I understand the timing is hard. Let's focus on making the handoff work."

Can I use AI to write my resignation letter?

Yes, for the first draft. AI handles structure and tone, which frees you to focus on the personal details that make it genuine. The Resignation Letter Template generates a draft from your situation. You add the human touches.

The best resignation letters share one quality: they're forgettable. Your manager reads it, nods, files it, and remembers the conversation you had instead. Write something clean, professional, and brief. Then go build what's next.