Leaving a job is a big step, and the way you resign is often the last impression you leave. A short, polite resignation letter protects your reputation, keeps your references strong and makes the handover easier for everyone. Here is exactly how to write one — with a free example you can copy.
What a resignation letter needs to include
- Your intent to resign — say it clearly in the first sentence.
- Your job title and the company name.
- Your last working day — usually two weeks from the date of the letter, or whatever your contract requires.
- A short thank-you for the opportunity.
- An offer to help with the transition.
- Your signature and the date.
What to leave out
A resignation letter is a formal record, not a place for complaints. Skip negative comments about managers, colleagues or pay. You don't have to explain where you are going next, and you don't need to give a long reason — "I have accepted a new opportunity" or "for personal reasons" is enough.
How to write it, step by step
- Use a business letter format. Date, your manager's name, company name, then a simple greeting such as "Dear Ms. Carter,".
- State your resignation and last day. "Please accept this letter as formal notice of my resignation from my position as Marketing Coordinator. My last day will be Friday, 14 November."
- Say thank you. One or two sentences about what you learned or enjoyed.
- Offer help. "I'm happy to help train my replacement and document my current projects."
- Close professionally. "Sincerely," followed by your name and signature.
Resignation letter example
Dear Mr. Lopez,
Please accept this letter as formal notice of my resignation from my role as Customer Support Specialist at Brightline Ltd. My last working day will be 14 November 2026.
Thank you for the support and opportunities over the past three years. I have learned a great deal from you and the team.
During my remaining time I will do everything I can to ensure a smooth handover, including documenting open tickets and training a colleague on my daily tasks.
Sincerely,
Anna Reyes
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Common questions
Should I resign in person or by letter?
Both. Tell your manager in person or on a call first, then send the letter the same day so there is a written record.
How much notice should I give?
Two weeks is standard in many countries, but always check your employment contract — some roles require one month or more. If you need a dedicated notice letter, see our guide on how to write a two weeks notice letter.
Can I email my resignation letter?
Yes. Paste the letter into the email body or attach it as a PDF, and use a clear subject line such as "Resignation – Anna Reyes".
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