A resignation letter is a short, formal document that confirms you’re leaving and when your last day will be. That’s it. It isn’t a place to explain why, settle scores, or write a memoir. This guide shows you exactly what to write, with templates you can copy and adapt in five minutes.
What a resignation letter is for
A resignation letter exists for one reason: to create a written record that you have resigned, and to state your last day. HR needs it for your file. Your manager needs it to start the backfill process. Legal needs it if anything ever goes sideways.
It is not the conversation. The conversation with your manager comes first — the letter follows, usually the same day or the day after. If you send the letter before talking to your manager, you’ve done it in the wrong order.
What to include
A good resignation letter has five elements and nothing else:
- A clear statement that you’re resigning
- Your last day of employment (the actual date)
- A brief thank-you
- An offer to help with the transition
- Your signature
That’s the whole thing. Four short paragraphs. Half a page. If your letter is longer than that, you’re writing something other than a resignation letter.
What to leave out
Leave out the reason you’re leaving. You don’t owe anyone an explanation in writing, and anything you put in the letter becomes part of your permanent file. Even if you’re leaving for a great reason, keep it out.
Leave out complaints. If your manager was difficult, the workload was unsustainable, or the culture was toxic, none of that belongs here. Use the exit interview if you want to give feedback — or skip the feedback entirely. The letter is not the place.
Leave out details about your new role. Where you’re going, what you’ll be doing, how much you’ll be paid — none of that belongs in this document.
Format and delivery
Keep the format simple. A business letter layout works fine: your name and date at the top, the recipient’s name and title below that, then the body. If you’re sending it as an email or PDF attachment (most people do now), you can drop the address blocks.
Address it to your direct manager, not HR. Copy HR on the email. Send it from your work email so there’s a record in the company system, and keep a copy in your personal email or saved as a PDF for your own files.
Email or printed?
Email is the norm in most workplaces. Some companies, particularly in finance, law, or government, still expect a printed and signed letter. If you’re unsure, send the email and offer to provide a printed copy if needed. A signed PDF attached to the email covers most situations.
Standard template
This works for almost every situation. Adjust the dates and names, and you’re done.
Subject: Resignation — [Your Name]
Dear [Manager’s Name],
Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company]. My last day of employment will be [Date], in line with my [X-week] notice period.
Thank you for the opportunity to be part of the team. I’ve appreciated the experience and what I’ve learned here.
Over the coming weeks, I’ll do everything I can to ensure a smooth handover — documenting active projects, briefing the team, and supporting the transition in any way that’s helpful.
Please let me know how you’d like to proceed.
Best regards,
[Your Name]
Short template (when you want minimum)
If your relationship with the company is strained, or you simply want to keep things minimal, this is enough. It’s polite, professional, and gives nothing away.
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company]. My last day will be [Date].
Thank you for the opportunity. I’ll work to make the transition as smooth as possible.
Best regards,
[Your Name]
Warmer template (when you genuinely want to)
If you’ve had a good run and want the letter to reflect that, you can add one or two sentences of genuine appreciation. Keep it specific but brief. “Thank you for trusting me with the launch of X” lands better than “Thank you for the wonderful journey.”
Dear [Manager’s Name],
Please accept this letter as formal notice of my resignation from my role as [Job Title] at [Company], effective [Date].
The past [X years] have been genuinely formative. I’m especially grateful for [one specific thing — a project, a stretch opportunity, the team]. I’ve learned a lot from you and the team, and I’ll carry that forward.
I’m committed to making the handover as smooth as possible. I’ll prepare full documentation of my projects and ongoing responsibilities, and I’m happy to support the transition however is most useful.
Thank you again for everything.
Best regards,
[Your Name]
Common mistakes
The most common mistake is over-writing. People treat the resignation letter like a farewell speech and pour in months of feeling. Don’t. The letter is admin. Save the warmth for your goodbye email and the in-person conversations.
The second most common mistake is being vague about the date. “In a few weeks” or “at the end of the month” isn’t good enough. Pick the exact day and write it down. Count the working days from your conversation, check it against your contract, and commit.
The third is sending it before you’ve told your manager. A resignation letter that arrives in your manager’s inbox before you’ve had the conversation is a small but real betrayal of trust. Talk first. Send the letter same-day or next-day to confirm.
After you send it
Expect a reply confirming receipt and outlining next steps — usually a meeting with HR, a transition plan request, and questions about your last day logistics. Save a copy of the letter and the reply for your own records.
Then turn your attention to the handover. The letter closes one chapter; the handover document is what gives the people you’re leaving behind a fighting chance. If you work in Google Workspace, OneLast.Day reads your Gmail, Drive, and Calendar and builds the handover document from your actual work data — so the hardest part of leaving doesn’t fall on the last week of your notice period.
Now write the handover
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