Resignation Letter: Templates and Examples for Every Situation

You've made the decision to leave. Now you need a resignation letter that's clear, professional, and short enough to write in one sitting. The letter does one job: it puts your decision and your last day on the record, without creating problems for your references or your final paycheck.

This guide gives you the exact parts to include, a format you can copy, and templates for the situations people actually face: a new job, a move, personal or health reasons, retirement, short notice, and longer notice for senior roles.

You'll also see what to leave out, how to deliver the letter, and which contract, final pay, and benefits points to check before you hand it in.

What a resignation letter is and when you need one#

A resignation letter is a brief, dated document that tells your employer you're leaving and when. It becomes part of your personnel file and serves as the official record of the date you gave notice.

Why the letter still matters#

Many employers don't strictly require a written letter, but it protects you. It confirms your last day, prevents disputes about when you gave notice, and starts HR's offboarding process, including final pay and benefits paperwork. It's also the document a future HR team might see if they verify your employment.

Letter, email, or conversation#

You'll usually use all three, in this order. Our guide on how to tell your boss you're quitting covers the conversation in detail.

If your company runs mostly on email, the email itself can be your letter. Our resignation email guide has subject lines and templates for that version.

Resignation letter vs. two weeks' notice letter#

These are usually the same document. A "two weeks' notice letter" is simply a resignation letter that gives two weeks between the date you hand it in and your last day. If your contract or role calls for a different notice period, the letter is the same; only the dates change. What matters is that the letter names a specific last day, so nobody has to calculate it.

How common resigning is#

Resigning is one of the most routine events in working life. In August 2026, the quits rate across all U.S. nonfarm jobs was 1.9%, according to the BLS Job Openings and Labor Turnover Survey. Rates were highest in hospitality and retail and lowest in government.

What to include in a resignation letter#

The best resignation letters are short. Most fit in under 200 words. Every one needs the same core parts.

The five required parts#

Optional parts#

Add these only if they help:

• A brief reason, such as a new role, a move, or returning to school. One sentence at most.
• Your personal contact details, so HR can reach you about final pay or tax forms after you leave.
• Questions for HR, such as how unused PTO is handled. Many people send these separately.
• A specific handover note, if you already know who'll take over key work.

What length to aim for#

Three to five short paragraphs is plenty. A long letter isn't more professional. It's more likely to include something you'll regret, such as a complaint that ends up in your file.

Resignation letter format#

A printed resignation letter follows standard business letter format. An emailed one keeps the same body with a simpler header.

Layout for a printed letter#

1. Your name and contact details at the top left.
2. The date you're delivering the letter.
3. Your manager's name, title, and company below the date.
4. A greeting such as "Dear Maria,".
5. The body: resignation statement and last day, thanks, transition offer.
6. A closing such as "Sincerely," or "Best regards,".
7. Your handwritten signature above your typed name.

Formatting specs that keep it professional#

Greetings and closings that fit#

Match the greeting to how you normally address your manager. If you use first names day to day, "Dear Maria," is right. For more formal workplaces, use a title and last name.

These closings work in almost any resignation letter:

• "Sincerely," for a formal or traditional workplace.
• "Best regards," or "Kind regards," for most modern offices.
• "With gratitude," for a long tenure or a retirement letter.
• "Thank you again," when you've already said a lot of thanks in the body.

Skip anything casual like "Cheers" or "Talk soon." The letter is a formal record even if your team is relaxed.

Format for an email resignation#

Use a clear subject line, such as "Resignation: Jordan Lee." Put the letter text in the email body, attach a signed PDF if your company prefers, and send it to your manager with HR copied or sent separately.

How to write a resignation letter step by step#

Follow these steps in order. The whole process takes about 20 minutes once your last day is set.

1. Check your contract and handbook. Look for required notice periods, rules about how to resign, and terms affecting bonuses, PTO payout, or equity.
2. Choose your last day. Count your notice from the day you'll hand in the letter, and confirm whether your notice period is in calendar days or working days.
3. Draft the resignation statement. Name your role and your last day in the first paragraph.
4. Add one or two lines of thanks. Be specific if you can, such as a skill you learned or a project you're proud of.
5. Offer to help with the transition. Mention documentation, training, or handover meetings.
6. Add your personal contact details. Use a personal email, not your work address.
7. Proofread and date it. Check the date, your manager's name, and your last day twice.
8. Talk to your manager, then send it. Deliver the letter right after the conversation, the same day.

If you want a draft in seconds, the free resignation letter generator builds one from your role, notice period, and last day.

Standard resignation letter templates#

Start with one of these if your situation is straightforward. Swap in your details and keep the structure.

Standard resignation letter with two weeks' notice#

Simple resignation letter#

Use this when you want the shortest version that still covers every required part.

For more on timing your notice and planning the handover, see our guide to two weeks' notice.

Resignation letter templates by reason#

You never have to give a reason. If you'd like to, one short sentence is enough. These templates show how to mention common reasons without oversharing.

Leaving for a new job#

You don't need to name the new employer. If you're joining a competitor, it's usually wiser not to.

Relocating#

Personal or family reasons#

Keep personal details private. "Personal reasons" is a complete answer.

Health reasons#

You can mention health without details. If you're considering medical leave instead of resigning, talk to HR before you submit a letter, since leave options may be available.

Returning to school or changing careers#

Retirement#

Retirement letters are often warmer and slightly longer. They may also need to go to HR earlier, since pension and benefits paperwork can take time.

Leaving a difficult job or manager#

When the job has been hard, the letter should be the most neutral one you write. Its job is to close the chapter cleanly, not to explain what went wrong.

Leaving soon after you started#

Leaving within the first few months is more common than people think, and a short, honest letter is the right approach. Acknowledge the timing, thank them for the investment, and avoid a long justification.

Resignation letter templates by notice period#

Your notice period changes the wording. These templates cover short, standard, and extended notice.

Short notice or immediate resignation#

Leaving without full notice is sometimes unavoidable, for example because of a health issue or an unsafe workplace. Acknowledge the short timeline and offer what help you can.

Extended notice for senior roles#

Managers and executives often give three to four weeks or more. Offer a specific transition plan.

Notice set by your contract#

If your contract specifies a notice period, reference it so the date is clear.

Resignation letters for specific roles#

Some roles carry extra expectations about timing and handover. Adjust your letter accordingly.

Teachers#

Teachers often resign at the end of a school year or term, and some contracts set resignation deadlines. Check your contract and district policy before setting your date. Thank students and colleagues, and offer to help prepare materials for your replacement.

Nurses and healthcare workers#

Shift coverage matters. Give as much notice as you can, offer to complete your scheduled shifts, and confirm patient handoffs and credentialing records with your unit manager.

Executives and board-appointed roles#

Senior leaders often resign to a CEO or board chair, and their letters may need to follow procedures in an employment agreement or company bylaws. Keep the letter brief and factual, offer a defined transition period, and coordinate the internal and external announcement with the company before anything is shared.

Remote employees#

If you work remotely, tell your manager on a video call, then email the letter. Ask how to return equipment, and confirm when your system access will end.

Part-time and second jobs#

A short letter is fine. Name the role and last day, thank them, and offer to cover any scheduled shifts until then.

What to leave out of a resignation letter#

Your letter will sit in your file long after you've gone. A good rule: if you wouldn't want a future employer to read it, leave it out.

Things that don't belong in the letter#

Rewrites for common mistakes#

How to deliver your resignation letter#

The order matters as much as the words. Your manager should hear the news from you before they read it.

The best sequence#

• Talk first. Ask for a short meeting or call and tell your manager directly.
• Send the letter right after. Email it or hand over a printed copy the same day.
• Copy HR. They handle final pay, benefits, and offboarding.
• Keep a copy. Save the sent email or a photo of the signed letter for your records.

Timing your delivery#

Early in the week and early in the day tends to work best. It gives your manager time to plan, and it avoids the feeling of dropping news on a Friday afternoon. If your company pays on a set schedule, consider how your last day lines up with the pay period and any bonus or vesting dates.

What if your manager is unavailable?#

If your manager is on leave or unreachable, send the letter to them and to their manager or HR, and note that you tried to reach them first. Don't delay your notice indefinitely, since your notice period usually starts when you give it.

Legal and HR points to check before you resign#

Rules on notice, final pay, and benefits differ by state, country, and contract. The points below are general information, not legal advice. Check your contract, employee handbook, and your state labor department or national employment agency for the rules that apply to you.

Notice requirements#

In most of the U.S., employment is at will. The Legal Information Institute's summary of the employment-at-will doctrine notes that either the employer or employee can generally end employment at any time, with exceptions that vary by state. That usually means no legal minimum notice, but contracts can set one.

Other countries differ. In the UK, for example, GOV.UK guidance on giving notice says you must give at least a week's notice if you've been in the job for more than a month, and your contract may require longer or require notice in writing.

Final pay and unused PTO#

According to the U.S. Department of Labor's last paycheck guidance, federal law doesn't require employers to give former employees their final paycheck immediately, but some states do. California is one example: its Labor Commissioner's FAQ says an employee who gives at least 72 hours' notice must be paid all wages, including accrued vacation, at the time of quitting. Rules on PTO payout vary widely by state and employer policy.

Health insurance#

If you're covered by an employer health plan, ask HR when coverage ends. The Department of Labor's COBRA page explains that group health plans sponsored by employers with 20 or more employees generally must offer continuation coverage after job loss, including voluntary resignation, though you may pay up to 102% of the plan's cost.

Your pre-resignation checklist#

• Read your contract and handbook for notice rules and resignation procedures
• Check bonus, commission, and equity vesting dates
• Confirm how unused PTO is handled under your state's rules and company policy
• Ask when health coverage ends and how continuation coverage works
• Save personal files and contacts you're allowed to keep
• Have your new offer signed and contingencies cleared

What happens after you hand in your resignation letter#

Once the letter is in, a few things typically happen. Knowing them in advance keeps you calm.

Your manager may make a counteroffer#

If your manager offers more money or a new title to keep you, take a day to think. Ask whether the offer fixes the reasons you started looking. Our guide to the counter offer includes a scorecard for that decision.

You may be asked to leave early#

Some employers end employment the day you resign, especially in sales or security-sensitive roles. Prepare by saving personal files beforehand. Whether you're paid for the rest of your notice period depends on your contract, company policy, and local law.

HR may schedule an exit interview#

An exit interview is the right place for constructive feedback. Keep it factual and focused on improvements. Our guide to exit interview questions helps you prepare answers.

Your employer may ask you to stay longer#

Sometimes a manager asks you to extend your notice to finish a project or train a replacement. You're not obliged to agree unless your contract requires it. If you can help without affecting your new start date, offering a few extra days or part-time availability for questions can build goodwill. If you can't, say so kindly and offer a stronger handover instead.

Ask for references while goodwill is high#

The weeks after you resign are a good time to ask your manager or colleagues to serve as references or write a recommendation. Our guide on how to ask for a letter of recommendation shows how.

Why the goodbye deserves care#

Many people stay with an employer for years, so a resignation often closes a long chapter. In January 2026, median tenure with the current employer was 4.1 years for all wage and salary workers, and it rose steadily with age, according to BLS tenure data.

The longer you've been somewhere, the more relationships your letter touches. A warm, specific line of thanks costs nothing and is often what people remember.

Your next steps#

A resignation letter is short, dated, and neutral. It states your decision and last day, thanks your employer, and offers help with the handover. Everything else belongs in a conversation or an exit interview.

Here's what to do now:

• Confirm your last day using your contract, handbook, and any notice rules where you work.
• Pick a template above that matches your reason and notice period.
• Personalize one line of thanks with a specific project or lesson.
• Talk to your manager first, then send the letter the same day and copy HR.
• Plan your handover so your last two weeks go smoothly.

Not sure you're ready to resign? Our guide to the signs it's time to quit your job and the stay or quit quiz can help you decide. When you're ready, the resignation letter generator creates a draft in seconds, and our guide on how to quit a job walks through the full process.