How to Write a Resignation Letter

A resignation letter is a professional formality — it documents that you're leaving and creates a clean paper trail. It doesn't need to be long or emotional. Here's exactly what to write.

What to Include

The essentials (all you strictly need):

1. A clear statement that you're resigning
2. Your last day of work (notice period)
3. A brief thank you

That's it. Everything else is optional.

What to Leave Out

• The real reason you're leaving (especially if it's negative)
• Complaints about management, colleagues, or the company
• Excessive detail about where you're going
• Anything you wouldn't want read in a legal dispute

Your resignation letter goes on file. Keep it professional and brief.

Standard Notice Periods

• Most jobs: 2 weeks
• Senior or specialised roles: 4 weeks
• Contract or employment agreement: check your contract — it may specify a notice period

When in doubt, give 2 weeks. It maintains goodwill and is standard practice.

Template: Simple and Professional

[Your Name]
[Date]

[Manager's Name]
[Company Name]

Dear [Manager's Name],

I am writing to formally notify you of my resignation from [Job Title] at [Company Name], effective [last day — typically two weeks from the date above].

I am grateful for the opportunities I've had here and for your support during my time with the team.

I will do everything I can to ensure a smooth transition before my last day.

Sincerely,
[Your Name]

Template: With a Little More Warmth

Dear [Manager's Name],

Please accept this letter as formal notice of my resignation from my position as [Job Title], effective [date].

This was not an easy decision. I've genuinely valued working here and am proud of what we accomplished together, particularly [one specific thing].

I'm committed to making the handover as smooth as possible and am happy to help train my replacement or document ongoing projects.

Thank you for everything.

Best,
[Your Name]

How to Deliver It

1. Tell your manager in person (or by video call) first — before sending anything in writing. No one should read their employee's resignation for the first time in an email.
2. Send the letter by email the same day, copying HR if required by your company
3. Keep a copy for your own records

After You Send It

• Stay professional for the rest of your notice period — how you leave matters for references
• Offer to document your responsibilities and hand over ongoing work
• Don't bad-mouth the company on your way out, including on social media
• Request a reference from your manager if appropriate

The professional world is smaller than it seems. Leave well.