Resigning from a job is one of those career moments that feels more complicated than it should be. You know you’re leaving, they know you’re leaving, but somehow you still need to write a formal letter stating the obvious. The question is: what exactly should you say, and what should you avoid?
A resignation letter is a strange document. It needs to be professional enough for your HR file, friendly enough to maintain relationships, and carefully worded to avoid burning bridges you might need later. Get it wrong, and you risk damaging your professional reputation. Get it right, and you leave the door open for future opportunities, references, and recommendations.
This guide shows you exactly how to write a resignation letter that accomplishes everything it needs to without creating problems for you down the road.
Why Resignation Letters Actually Matter
You might think resignation letters are just formalities, but they serve several practical purposes:
Legal Documentation Your resignation letter creates an official record of your departure date and intentions. This matters for unemployment claims, severance negotiations, and any future disputes about when you left or under what circumstances.
Professional References Your resignation letter often goes into your HR file and can be reviewed when future employers call for references. A professional, gracious letter supports positive references. A hostile or careless one raises questions.
Bridge Building Industries are smaller than you think. The colleague you work with today might be a hiring manager you need tomorrow. Your resignation letter is part of how people remember your departure.
Transition Planning A clear resignation letter with proper notice allows your employer to plan your replacement, reassign your work, and minimize disruption. This consideration matters more than you might think – especially if you want to keep relationships intact.
What Every Resignation Letter Must Include
Skip the flowery language and focus on these essential elements:
1. Clear Statement of Resignation State explicitly that you’re resigning and provide your last day of work. No ambiguity, no room for misinterpretation.
2. Official Last Day Include the specific date of your final day. Calculate this based on your required notice period. If your company requires two weeks and today is Monday, January 6th, your last day should be Friday, January 17th (10 business days from now).
3. Brief Expression of Gratitude A sentence or two thanking the company for the opportunity. Keep it genuine but simple – you’re not writing a thank-you speech.
4. Offer to Help with Transition State that you’re willing to help during the transition period. This doesn’t commit you to anything specific, but it shows professionalism.
5. Professional Closing End with a standard professional closing: “Sincerely,” “Best regards,” or “Respectfully.”
That’s it. Anything beyond these five elements is optional.
What to Leave Out of Your Resignation Letter
Don’t Explain Why You’re Leaving Unless specifically asked, you don’t need to provide reasons for your resignation. Your letter isn’t a confessional or an exit interview. Keep it simple: “I am writing to inform you of my resignation.”
Don’t Air Grievances This isn’t the place to list everything wrong with the company, your manager, or your role. Even if you’re leaving because of serious problems, your resignation letter should remain neutral.
Your resignation letter lives in your permanent file. Future employers might see it. Save your honest feedback for an in-person exit interview, and even then, be diplomatic.
Don’t Apologize for Leaving You don’t need to apologize for pursuing your career. Phrases like “I’m sorry to leave” or “I apologize for any inconvenience” suggest you’re doing something wrong. You’re not. You’re making a career decision.
Don’t Over-Explain Your New Opportunity Don’t include details about your next job, salary, or why it’s better than your current role. Simply state that you’re moving on to pursue other opportunities.
Don’t Make Promises You Can’t Keep Phrases like “I’ll always be available if you need me” or “I’ll help out whenever necessary” create vague future obligations. If you’re willing to be a resource after you leave, state specific terms.
Standard Resignation Letter Template
Here’s a template that works for most situations:
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone Number]
[Date]
[Manager's Name]
[Manager's Title]
[Company Name]
[Company Address]
[City, State ZIP]
Dear [Manager's Name],
I am writing to formally notify you of my resignation from my position as [Your Job Title] at [Company Name]. My last day of work will be [Specific Date].
I appreciate the opportunities I've had during my time here, particularly [mention one or two specific things if you want - otherwise skip this]. The experience has been valuable for my professional development.
I am committed to ensuring a smooth transition and will do everything possible to wrap up my current projects and assist in training my replacement during my remaining time.
Thank you for the opportunity to be part of the team. I wish you and [Company Name] continued success.
Sincerely,
[Your Signature]
[Your Typed Name]
Example 1: Simple and Professional
January 6, 2025
Sarah Johnson
Director of Marketing
TechCorp Solutions
123 Business Ave
New York, NY 10001
Dear Sarah,
I am writing to inform you of my resignation from my position as Senior Marketing Manager at TechCorp Solutions. My last day of work will be January 20, 2025.
I appreciate the opportunities for growth and development that this role has provided over the past three years. I am grateful for your mentorship and the collaborative environment you've fostered.
During my remaining two weeks, I will complete the Q1 campaign materials and document all ongoing projects to ensure a smooth transition.
Thank you again for everything. I wish you and the team continued success.
Sincerely,
Michael Rodriguez
Example 2: Shorter Version (Still Professional)
January 6, 2025
David Chen
VP of Operations
Global Industries Inc.
456 Commerce Street
Chicago, IL 60601
Dear David,
I am writing to formally resign from my position as Operations Analyst at Global Industries Inc. My last day will be January 20, 2025.
Thank you for the experience and support during my time here. I will ensure all my current responsibilities are properly documented and transitioned.
Best regards,
Jennifer Martinez
Example 3: When You Have a Great Relationship
January 6, 2025
Lisa Thompson
Senior Product Manager
InnovateTech
789 Startup Lane
San Francisco, CA 94102
Dear Lisa,
I'm writing to let you know that I'm resigning from my position as Product Designer at InnovateTech. My last day will be January 20, 2025.
Working with you over the past two years has been one of the highlights of my career. Your approach to product development and your willingness to mentor junior team members made this role incredibly rewarding. I'm grateful for everything I've learned here.
I'll make sure the design system documentation is complete and work closely with Emma to bring her up to speed on the mobile app redesign before I leave.
Thank you for being such an excellent manager. I hope we stay in touch.
Warmly,
Alex Kim
Example 4: When Leaving Isn’t Voluntary
Sometimes you’re resigning because you’ve been asked to or because it’s better than being fired. Your letter should still be professional:
January 6, 2025
Robert Williams
Human Resources Director
Corporate Systems Ltd
321 Office Park Drive
Boston, MA 02101
Dear Robert,
I am writing to confirm my resignation from Corporate Systems Ltd, effective January 20, 2025, as we discussed.
I appreciate the opportunity to have worked with the team and wish the company well.
Sincerely,
Thomas Anderson
Keep it brief. Don’t reference the circumstances. Just confirm the basic facts.
Special Situations
Short Notice Period
If you can’t give the standard two weeks (or whatever your contract requires):
Dear [Manager],
I am writing to inform you of my resignation from [position]. Due to [brief reason - family emergency, immediate start date at new job, etc.], I must make my last day [date], which I understand is shorter notice than typically required.
I apologize for the abbreviated timeline and will do everything possible to ensure continuity during this transition.
Sincerely,
[Your Name]
Retirement
Dear [Manager],
After [number] years with [Company], I am writing to inform you that I will be retiring from my position as [Title]. My last day will be [Date].
Working at [Company] has been a rewarding experience, and I'm grateful for the relationships and opportunities I've had throughout my career here. I look forward to helping ensure a smooth transition over the coming weeks.
Thank you for your support over the years.
Best regards,
[Your Name]
Returning to School
Dear [Manager],
I am writing to inform you of my resignation from my position as [Title] at [Company]. I have decided to return to school full-time to pursue [degree/program], and my last day will be [Date].
I've valued my time here and appreciate the experience and skills I've gained. I will ensure all my responsibilities are documented and transitioned appropriately.
Thank you for understanding.
Sincerely,
[Your Name]
How to Actually Deliver Your Resignation
Step 1: Tell Your Manager First (In Person or Video Call)
Before you send any written resignation, tell your manager directly. Don’t let them find out through email or, worse, from someone else. Schedule a brief meeting and deliver the news clearly:
“I wanted to let you know that I’ve decided to move on. I’m resigning from my position, and my last day will be [date].”
Step 2: Follow Up with the Written Letter
After you’ve spoken with your manager, send your formal resignation letter via email to both your manager and HR. Include it as a PDF attachment and paste the text in the email body.
Step 3: Keep a Copy
Save a copy of your resignation letter for your records. You may need it for future reference.
Common Mistakes to Avoid
Submitting Too Late Don’t wait until the last minute to submit your resignation. Check your contract for required notice (usually two weeks) and plan accordingly.
Over-Explaining in the Letter Your resignation letter isn’t the place for a detailed explanation of your decision. Keep it brief and professional.
Making It About Money Even if you’re leaving for a higher salary, don’t mention compensation in your resignation letter. It comes across as tactless.
Burning Bridges No matter how frustrated you are, keep your resignation letter professional. You may need references from these people, or you might even work with them again.
Forgetting to Proofread A resignation letter with typos or grammatical errors looks careless. Read it carefully before sending.
Resigning via Text or Social Media Always resign formally, either in person or through a video call, followed by a written letter. Don’t announce your resignation on LinkedIn before telling your employer.
What Happens After You Submit Your Resignation
Your Employer May Make a Counter-Offer Be prepared for this possibility. If you’re certain about leaving, politely decline. If you’re open to staying under different conditions, be clear about what would need to change.
You May Be Asked to Leave Immediately Some companies have policies about immediate departures when employees resign, especially in sales, finance, or if you’re going to a competitor. Be prepared for this possibility and have your personal items ready to take with you.
Exit Interviews Are Optional If HR requests an exit interview, you can decline. If you choose to participate, be honest but diplomatic. This isn’t the time to settle scores, but you can provide constructive feedback about processes or policies.
Your Work Access May Be Restricted Don’t be surprised if your email or system access is limited after you resign. This is standard security practice at many companies.
After You’ve Resigned
Complete Your Transition Work Follow through on your commitment to help with the transition. Document your processes, train your replacement if possible, and tie up loose ends.
Maintain Professionalism Until the End Your last two weeks matter. Show up on time, maintain your work quality, and stay positive. How you leave is how people will remember you.
Collect Important Documents Before you leave, gather:
- Performance reviews
- Awards or recognition
- Work samples (if permitted)
- Contact information for colleagues you want to stay in touch with
Say Proper Goodbyes Take time to personally thank the people who helped you during your time there. These relationships can be valuable throughout your career.
The Bottom Line
A good resignation letter is short, professional, and drama-free. It states the facts, expresses basic gratitude, and offers to help with the transition. That’s all it needs to do.
You don’t need to justify your decision, explain where you’re going, or apologize for leaving. You’re making a career move, which is a normal part of professional life.
The goal is simple: leave professionally, maintain your relationships, and keep all doors open for the future. A well-written resignation letter helps you accomplish all three.
Remember: no matter how you feel about your current job, your resignation letter should be something you’d be comfortable showing to any future employer. When in doubt, keep it simple, keep it professional, and keep it brief.