Resignation Letter Examples: Nine Copy-Paste Letters, Sorted by Situation

The best resignation letter examples share one trait: they are short. A resignation letter states that you are resigning, names your last working day, offers to help with the handover and thanks your employer, usually in under 150 words. It is a dated record of notice, not an explanation. Below are nine templates, sorted by situation.

What a resignation letter is actually for

Most people overthink the letter because they confuse it with the conversation. The conversation with your manager is where tone, reasons and relationships live. The letter has a narrower job: it creates a written, dated record that you gave notice, and it fixes the date your employment ends. Everything else is optional.

That narrow job matters more than it looks. Your letter usually ends up in your personnel file, and it can be read later by HR, payroll, a future reference-checker, or anyone reviewing why you left. The date on it can matter for things like your final paycheck, unused paid time off, benefits end dates, bonus or commission eligibility, and any notice period written into your contract. You want that record to be clean, unambiguous and boring.

So the letter is not where you justify leaving. If your manager asks why, you answer in person — and if you are job hunting, the same question will come up in interviews, which is a different skill covered in our guide to what to say about your reason for leaving a job. The two pieces are meant to work together: that article is the spoken answer, this one is the paper trail.

A note on notice periods and final pay

Two weeks is a common convention in the US, but it is a convention, not a universal rule. How much notice you owe, and what happens to your final pay and accrued time off, depends on your employment contract, your employer's written policies, your state and, outside the US, your country. Federal law does not require employers to hand over a final paycheck immediately, but some states set their own deadlines; some contracts specify a longer notice period; some countries have statutory minimums. Before you date your letter, reread your offer letter, contract and employee handbook. If anything is unclear or high-stakes, ask HR directly or talk to an employment lawyer. Nothing in this article is legal advice.

The six-part structure every resignation letter follows

Every example below is built from the same six parts, in the same order. Once you see the skeleton, you can write a letter for any situation in about five minutes, and you will be able to spot what to cut when a draft starts drifting into explanation. Here is the structure, with what each part does.

1. 1Date. The day you hand in or send the letter. This is the start of your notice period, so it must be accurate.
2. 2Statement of resignation. One sentence, in the first line: "Please accept this letter as formal notice of my resignation from my position as [title]." No preamble.
3. 3Last working day. A specific calendar date, not "two weeks from today." A date removes any argument about how the notice period is counted.
4. 4Offer to help with the transition. One or two sentences offering to document your work, train a colleague or finish specific projects. Keep it concrete but bounded.
5. 5Thanks. A sentence of genuine appreciation. It can be brief and still be sincere.
6. 6Signature. Your name, and on a printed letter your handwritten signature above it. Add a personal email or phone number if you want colleagues to be able to reach you later.

If you are sending a printed letter, the standard business-letter header (your address, the date, then your manager's name and title) goes above the greeting. For an email, the subject line and your email signature do that work instead — more on that in the email section below.

What not to include in a resignation letter

The most common resignation letter mistake is not a missing element — it is an extra one. Because the letter is permanent and can be forwarded, anything you add beyond the six parts is a liability with no upside. These are the items that most often slip in, and why each one should stay out.

• Grievances. Complaints about workload, pay, a colleague or a manager do not belong here. If you have a formal complaint, raise it through the proper channel (HR, a written grievance process), separately and deliberately.
• Detailed criticism of the company. Even constructive feedback reads as a parting shot on paper. Save it for an exit interview if you choose to give one.
• Your new salary or offer details. It invites a counter-offer negotiation you may not want, and it is nobody's business in a personnel file. If you do want to negotiate a counter-offer, do it in conversation — our salary negotiation email templates cover how to put numbers in writing when that is actually the goal.
• Your new employer's name — unless you have a reason to share it, such as a conflict-of-interest disclosure your employer requires.
• Long explanations of why you are leaving. One neutral phrase ("to pursue another opportunity", "for personal reasons") is plenty, and none at all is fine.
• Promises you can't keep. "I'll be available any time after I leave" becomes an obligation. Offer help during the notice period instead.
• Emotional language in either direction. Not angry, but not effusive to the point of sounding like a eulogy either.

Resignation letter examples by situation

Each template below is complete and ready to edit. Replace the bracketed fields, delete anything that doesn't apply, and read it once out loud before sending. Under each one is a short note on why the wording works, so you can adapt it without breaking what makes it effective.

1. Standard two weeks' notice

[Date]

Dear [Manager's name],

Please accept this letter as formal notice of my resignation from my position as [job title] at [Company]. My last working day will be [date, two weeks from today].

Over the next two weeks I will do everything I can to make the transition smooth, including documenting my current projects and helping hand over my responsibilities to whoever you designate.

Thank you for the opportunity to work with you and the team over the past [length of time]. I have learned a great deal here and I'm grateful for the support.

Sincerely,
[Your name]

Why it works: the resignation and the date are both in the first two sentences, so nobody has to read between the lines, and the transition offer is specific enough to be useful without committing you to anything open-ended.

2. Short notice or immediate resignation

[Date]

Dear [Manager's name],

Please accept this letter as notice of my resignation from my position as [job title], effective [date / immediately]. I recognize this is shorter notice than is customary, and I apologize for the inconvenience it causes the team.

Due to [personal circumstances / circumstances outside my control], I'm unable to offer a longer notice period. Before I leave, I will [send a written summary of my open work / share access and file locations for my projects] so that nothing is left undocumented.

Thank you for your understanding and for the opportunity to be part of [Company].

Sincerely,
[Your name]

Why it works: it acknowledges the short notice once, gives a reason at the level of "personal circumstances" without oversharing, and replaces the time you can't give with something tangible you can — a written handover. Check your contract before using this one: if it specifies a notice period, leaving early may have consequences you should understand first.

3. Retirement

[Date]

Dear [Manager's name],

I'm writing to formally notify you that I will be retiring from my position as [job title], with my last working day on [date].

It has been a privilege to spend [number] years at [Company]. I'm proud of what we have built together, particularly [one specific project or achievement], and I'm grateful to have worked alongside such a capable team.

I would like to make this transition as smooth as possible. I'm happy to help recruit or train my successor and to put together detailed documentation of my responsibilities before I go. Please let me know how I can best help between now and [date].

With appreciation,
[Your name]

Why it works: retirement letters can carry a little more warmth, and one specific achievement makes the gratitude feel real rather than formulaic. Retirement often comes with a longer notice runway, so the offer to help with a successor is realistic here. Confirm pension, retirement-plan and benefits details with HR separately; the letter is not the place to negotiate them.

4. Leaving for a competitor

[Date]

Dear [Manager's name],

Please accept this letter as formal notice of my resignation from my position as [job title]. My last working day will be [date].

During my notice period I will complete or hand over my current work, and I will return all company equipment, files and materials before my final day. I remain committed to respecting my confidentiality obligations to [Company].

Thank you for the opportunities I've had here. I've valued working with the team and wish you all continued success.

Best regards,
[Your name]

Why it works: it deliberately does not name the new employer, and the line about returning materials and respecting confidentiality signals professionalism before anyone has to ask. Be aware that some employers ask people joining a direct competitor to leave on the day they resign; don't be offended if that happens. If you signed a non-compete, non-solicitation or confidentiality agreement, reread it — and get advice if you're unsure what it covers.

5. Changing roles internally

[Date]

Dear [Current manager's name],

As we discussed, I have accepted the position of [new job title] in [new department/team], and this letter confirms that I will be stepping down from my current role as [current job title]. My last day in this role will be [date], and I'll start in the new position on [date].

Before I move over, I'll document my open projects and work with you to hand them over to [colleague / whoever you designate]. I'm also happy to answer questions after the transition, since I'll only be [a floor away / a message away].

Thank you for your support in my development here — it played a real part in making this move possible.

Best,
[Your name]

cc: [HR contact / new manager, if your company's process asks for it]

Why it works: you are not leaving the company, so this is closer to a transfer confirmation than a resignation. It references a conversation that should already have happened (never let your current manager learn about an internal move from a letter), gives two dates, and — unusually — can safely offer ongoing help because you'll still be a colleague.

6. Leaving on bad terms, while staying professional

[Date]

Dear [Manager's name],

Please accept this letter as formal notice of my resignation from my position as [job title]. My last working day will be [date].

I will complete my handover responsibilities before that date, including [documenting my open work / returning company equipment].

Thank you for the opportunity to work at [Company].

Sincerely,
[Your name]

Why it works: it is the standard letter with everything warm or discretionary removed — and that restraint is the point. A short, neutral letter is the most powerful thing you can put on file when a relationship has gone badly, because there is nothing in it anyone can use against you. If there is a genuine issue — harassment, unpaid wages, a safety concern — document it separately through HR or the appropriate external agency, and consider getting legal advice before you resign. Don't bury it in the resignation letter, where it is easy to overlook and hard to act on.

7. Part-time, hourly or shift work

[Date]

Dear [Manager/supervisor's name],

Please accept this letter as notice that I am resigning from my [part-time/hourly] position as [job title] at [Company/location]. My last shift will be [day, date].

I'm happy to work my scheduled shifts until then, and I can help train a new team member or swap shifts if that makes coverage easier.

Thank you for the flexibility and for the chance to work here. I've enjoyed being part of the team.

Thanks again,
[Your name]
[Phone number]

Why it works: in shift-based work the real concern is coverage, so "last shift" is more useful than "last working day," and the offer to swap shifts speaks directly to the problem your manager now has. The phone number helps if the schedule changes and they need to reach you.

8. Resignation email

Subject: Resignation — [Your full name], [Job title]

Hi [Manager's name],

Following our conversation today, I'm writing to formally confirm my resignation from my role as [job title]. My last working day will be [date].

I'll put together a handover document for my current projects this week, and I'm glad to help train whoever takes over.

Thank you for everything over the past [length of time] — I've really valued working with you.

Best,
[Your name]
[Personal email or phone, optional]

Why it works: the subject line makes the email instantly findable in anyone's inbox months from now, and "following our conversation today" confirms the order of events — you told your manager in person or on a call first, then put it in writing. That order is worth protecting; learning about a resignation from an inbox notification stings.

9. Formal printed letter

[Your name]
[Your address]

[Date]

[Manager's name]
[Manager's title]
[Company name and address]

Dear [Mr./Ms./Dr. Last name, or first name if that's your normal usage],

Please accept this letter as formal notice of my resignation from my position as [job title], effective at the close of business on [date].

I will ensure my responsibilities are fully handed over before my departure and will assist with the transition in whatever way is most helpful.

Thank you for the opportunities for professional development you have given me during my time at [Company].

Yours sincerely,
[Handwritten signature]
[Your typed name]

Why it works: the full business-letter format suits organizations that still keep paper files, as well as workplaces where a signed document is expected. "Effective at the close of business on" removes any ambiguity about the exact end time. Keep a signed copy, or a scan, for your own records.

Email or printed letter: which one should you send?

For most US office jobs today, an email is an entirely normal way to resign, and it has one real advantage: an automatic timestamp. A printed letter still makes sense in some settings. The right choice mostly depends on how your workplace handles other formal paperwork, and on what your contract or handbook says.

• Send an email if you work remotely, if your manager is in a different location, or if your company handles most HR matters digitally. Attach a PDF version of the letter if HR prefers a standalone document.
• Hand over a printed, signed letter if your contract or handbook asks for written notice in a specific form, if your workplace is paper-based, or if you're in a role (some government, legal or healthcare settings) where signed documents are the norm.
• Do both when in doubt: hand the printed letter over at the end of the conversation, then send the same text by email so you have a timestamped copy.
• Whatever you choose, tell your manager first. The letter confirms a conversation; it should not replace one unless the conversation is genuinely impossible.

One practical point on email: send it from your work account to your manager (and HR, if that's your company's process), but forward a copy to a personal address or save it as a PDF. Your access to your work inbox typically ends on your last day, and you may want that record later.

How to hand in the letter without making it awkward

The letter is easy; the moment of handing it over is where most people get nervous. A little sequencing takes most of the awkwardness out, and it protects the relationship you'll want intact for references later. Here is the order that tends to go smoothly for both sides.

1. 1Get your new offer in writing first, if you're leaving for another job. Don't resign on a verbal promise.
2. 2Check your contract, handbook and benefits dates so you know your notice obligations and what your last day affects.
3. 3Book a short private meeting (or video call) with your manager. Tell them directly: "I've decided to resign, and my last day will be [date]."
4. 4Keep your reason brief. One sentence is enough. If they press, you can say you'd rather focus on making the handover smooth.
5. 5Hand over or send the letter right after the conversation, the same day.
6. 6Agree on how the news will be shared with the team and clients, and follow your manager's lead on timing.
7. 7Deliver the handover you promised. The last two weeks are what people remember.

If your manager makes a counter-offer, you don't have to answer on the spot. Asking for a day to think is normal. If money becomes part of the conversation, our guide to answering salary expectation questions covers how to talk about numbers without boxing yourself in.

After you resign: updating how you show up publicly

Once the letter is in and your team knows, there's a second, quieter transition: your public professional profile. Wait until your employer has announced your departure, or until your last day, before changing anything visible, so colleagues and clients don't learn the news from LinkedIn. Then work through a short checklist.

• Update your headline. If you're between roles, a headline that states what you do and what you're looking for works better than "Former [title] at [Company]." Our LinkedIn headline examples include versions for career changes and job searches.
• Rewrite your one-line pitch. A job change is a natural moment to tighten how you describe yourself. The personal brand statement examples guide walks through the method.
• Check your profile photo. If it was taken for the old company — branded background, company-issued shirt, a team-day crop — it may now point people in the wrong direction. Our note on how often to update your LinkedIn photo explains when a change is actually worth making.
• Save what you're allowed to keep — your own contact list, performance feedback addressed to you, and samples of work you have permission to share — before your access ends.

A final pre-send checklist

Before you send any of the resignation letter examples above, run through this list once. It takes two minutes, and it catches the small errors that make a letter ambiguous — which is the one thing a document whose whole job is to be an unambiguous record cannot afford to be.

• Today's date is correct, and your last working day is a specific calendar date.
• Your last day is consistent with the notice period in your contract or handbook — or you've acknowledged, briefly, why it isn't.
• The resignation is stated in the first sentence.
• There are no grievances, no criticism and no salary figures.
• Your manager's name, your job title and the company name are spelled correctly.
• You've kept a copy (a forwarded email, a PDF or a scan of the signed letter).
• You've told your manager in person or on a call before the letter lands.

That's it. A resignation letter is one of the few pieces of professional writing where shorter is almost always better. Say you're leaving, say when, offer to help, say thank you — and let the conversation and the handover carry everything else.