How to Write a Resignation Letter (with Examples + Templates)

You’ve made the difficult decision to leave your job, but you want to wrap up with a professional and positive tone.

That’s where your resignation letter comes in. This is a formal document (written like a letter) that states your intent to leave your position at the company, as well as a few important details about your departure and the transition.

The content of your letter of resignation is simple and straightforward, but the process of writing it can still be nerve-racking. This guide walks you through how to write a clear and simple resignation letter, including answers to common questions and plenty of templates and examples to help you.

Use Teal’s job application email templates to write work emails faster.

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What is a resignation letter?

A resignation letter is a formal document that officially notifies your employer of your intention to leave your current position. It's essentially your written declaration of ending your employment, typically including your intended last day of work.

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Are resignation letters required?

In most cases, companies don’t require a formal letter of resignation. However, it’s a good idea to check your employee handbook or employment contract in case there are any policies in place that could present conflict. If you find that a letter of resignation isn’t required at your company, there are still several benefits to submitting a formal resignation that could help you in the long run.

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Reasons to write a resignation letter

• Provides clear and formal notice of your resignation
• Documents your decision for record-keeping with your HR department
• Clarifies important details, such as your exact final day of employment
• Expresses your gratitude for the job opportunity and experience
• Maintains a positive relationship with that employer

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How to write a resignation letter

Writing a letter of resignation is likely something you’ll only do a few times in your life—so it’s natural to feel uncertain about the process. Here’s a step-by-step guide to help you get started.

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1. Write your subject line

If you landed on email as your resignation letter format, you need to include a subject line. There’s a strong temptation to go with something vague (like “Professional update”) but clarity matters. Here are a few examples of subject lines you can customize and use:

• Notice of Resignation: [Your Name]
• Formal Resignation: [Your Name]
• Notice of My Resignation
• Intent to Resign: [Your Name]

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2. Include background details

Remember that a good resignation letter is one that’s formatted like a real letter (much like your cover letter is when you’re job searching).

Your resignation letter needs to include these basic details at the top of the document:

• Date of resignation: The date you’re submitting the letter
• Your contact details:
  • Full name
  • Position title
  • Address (optional)
  • Contact information
• Company contact details:
  • Your supervisor’s or HR rep’s name
  • Company name
  • Company address

To give your document extra polish and a more professional tone, you can format your resignation letter using the same header you used for your resume and cover letter. 

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3. Write your formal salutation

A salutation is a fancy word for your greeting line—it’s how you kick off your letter. Resist the urge to go general here (“To whom it may concern” isn’t adequate) and address your letter directly to your supervisor.

Example salutations:

• Dear Mr. [Last Name]
• To [Supervisor’s Name]

Wondering if you should use your supervisor’s full name, last name, or first name? Ultimately, it’s a judgment call. If you call your manager by their first name at work, you can do so in the letter. But if you’re in doubt, using your manager’s full or last name is the safer and more professional option—even if it feels a little stuffy and formal. 

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4. Clearly state your resignation

There’s no point in sugarcoating it: You’re writing the letter to resign, so get to the point directly in your opening paragraph by clearly stating the fact that you’re resigning from your position.

Statement of resignation template:

I am writing to formally notify you of my decision to resign from my position as [Job Title] at [Company Name]

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5. Note your final day of employment

Following your statement of resignation, you should also list the exact date you plan to be done working for the company. This ensures you and your employer are on the same page about when you’ll wrap up. 

Make sure to check your employee handbook or contract to see if there’s a required notice period you need to abide by. Two weeks is the most common practice, but it’s worth double-checking your company’s specific requirements.

Statement of last day template:

I am writing to formally notify you of my decision to resign from my position as [Job Title] at [Company Name], effective [last working day, typically two weeks from the date of the letter].

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6. Express your gratitude

Even if you hated your job or thought the company culture was toxic, your resignation letter is not the place to air your grievances or offer negative comments (that’s what the exit interview is for).

Instead, use your cover letter to express gratitude for any of the positive experiences you’ve had while you were employed there.

Expression of gratitude template:

I am incredibly grateful for the opportunities I have had while working at [Company Name]. I have learned so much and have enjoyed collaborating with such a talented and dedicated team.

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7. Set the scene for a future professional relationship

As the old saying goes, you never want to burn a bridge. Use your last paragraph as a space where you can express your desire to keep in touch and mention you’ll be cheering the company on as you both move forward.

Closing remarks for resignation letter:

I hope to stay in touch and wish the company continued success with all future endeavors.

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8. Include a professional sign off

This is the easiest part—using a professional closing to wrap up your letter.

Resignation sign offs:

• Sincerely
• All the best
• Best wishes
• With gratitude
• Kind regards
• Respectfully

Underneath, include your full name along with a signature to ensure your employer can use your letter as formal notification of your resignation.

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9. Provide a reason for your resignation (Optional)

This section isn’t required. But if you want to give your employer more context about why you’re leaving, you can do so in your resignation letter. You don’t need to be long-winded or detailed here—a high-level and brief explanation is more than enough.

Reason for resignation example

This was not an easy decision, but after careful consideration, I have chosen to pursue [brief reason for your resignation, such as other professional development opportunities or career growth opportunities, career change, unforeseen circumstances, family commitments, or other personal reasons].

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10. Offer to help with the transition process (Optional)

You can also offer your assistance during the transition process to ensure a smooth handover to your replacement. If you decide to do this, be clear about what helping with the transition period means to you, like whether or not you’re willing to train someone new.

Resignation letter template to offer assistance

To ensure a smooth transition, I am willing to assist with [training a new replacement, documenting processes, or other tasks you’re willing to help with] prior to my departure.

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Resignation letter template

Put all of the above pieces together and you end up with the following complete resignation letter template:

[Your Name]
[Your Job Title]
[Contact Information]
[Date of Letter]

[Supervisor’s Name]
[Supervisor’s Title]
[Company Name]
[Company Address]

Dear [Supervisor’s Name]

I am writing to formally notify you of my decision to resign from my position as [Job Title] at [Company Name], effective [last working day, typically two weeks from the date of the letter].

[OPTIONAL:] This was not an easy decision, but after careful consideration, I have chosen to pursue [brief reason for your resignation].

I am incredibly grateful for the opportunities I have had while working at [Company Name]. I have learned so much and have enjoyed collaborating with such a talented and dedicated team.

[OPTIONAL:] To ensure a smooth transition, I am willing to assist with [training a new replacement, documenting processes, or other tasks you’re willing to help with] prior to my departure.

Thank you for your understanding and support. I hope to stay in touch and wish the company continued success with all future endeavors.

Sincerely,
[Your Name]

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Resignation letter example

Want to see the template all filled in? Here’s a example resignation letter to help you leave your current employer with a positive impression. 

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How to deliver a resignation letter

What about your resignation letter format? Does it need to be a real printed document? Or can you write a professional resignation email?

Both are acceptable, especially when remote and hybrid work arrangements are so common. However, if you can reasonably deliver your resignation letter in person, that’s the best way to go. While email is undoubtedly more convenient, in-person delivery feels more personal and allows for more direct conversation.

If you do need to go the email route, your resignation letter should be formatted as a formal document that’s attached to your email as a PDF. Don’t include your letter in the body of the email itself. That way your supervisor and HR team have a complete, polished document to print, reference, and keep on file—rather than needing to print your entire email. 

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When should you submit a resignation letter?

Do not submit your resignation letter until after you’ve informed your organization about your decision directly, usually through a meeting with your boss. This letter shouldn’t be the first your employer hears about your departure.

Once you notify your manager that you’re leaving, you can follow up afterward to deliver the resignation letter via email or hand them your resignation letter directly after your conversation. As you do, you can say something like:

“I’ve drafted this resignation letter to formally resign from my position.”

“Please accept this letter as a formal notification of my resignation from my current position.”

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Who should you address a resignation letter to?

You’ll address your formal resignation letter to your direct supervisor or manager. That’s also the person you’ll discuss your termination with. 

If you’re sending your resignation letter via email, you should also CC your HR department or representative so they’re notified of your decision and can keep that information on record. 

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What is the difference between a letter of resignation and a two weeks’ notice letter?

As you write your resignation, you’ll likely hear about a very similar letter: a two weeks’ notice letter. The two have a lot of overlap as they both accomplish the same thing: they indicate you’re leaving your job.

What’s the difference? In general, a resignation letter is more detailed and comprehensive while a two weeks’ notice letter is short and simply states that you’re leaving and the timeframe for your departure.

Here’s a closer look at the differences between the two:

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How to write your resignation letter in seconds with Teal

The resignation letter templates included in this guide should take a lot of the stress out of writing your resignation letter. But if you’re looking to save time and make this even easier on yourself, Teal can help.

In Teal, you’ll find a resignation letter template built directly into the Job Application Tracker. Here’s how to find it:

1. Log in to your Teal account and navigate to your Job Application Tracker
2. Select your current job (or a similar role if your current position isn’t listed)
3. Click on the envelope icon in the top menu to open the email templates
4. Select “give my resignation” from the drop-down menu
5. Copy the content generated by Teal and then customize it in Teal or your favorite word processor

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Teal’s job application email templates can help you with more than your resignation. From following up on a job application to sending a “thank you” note after a job interview, you’ll find ready-to-use email templates for every milestone in your job search.

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Common mistakes to avoid when writing your resignation letter

Put the above resignation letter samples, templates, and tools to work and you’re well on your way to writing a top-notch and professional resignation letter. However, there are a few more common mistakes to avoid when writing.

• Sending your resignation letter at the wrong time: You don’t want to blindside your manager with your resignation letter. For that reason, don’t send it or submit it until after you’ve had a personal conversation with your supervisor about your intent to resign.
• Apologizing: Delete any phrases like, “I’m so sorry” or “I sincerely apologize” in your resignation letter. People leave jobs—it’s not something you need to ask forgiveness for.
• Providing too much detail: A short and simple resignation letter is best. So, avoid digging into all of the reasons you loved working for the company or all of the different factors you considered when making your decision. You can touch on those things in a conversation with your boss if you’d like, but they don’t need to take up space in your letter.
• Skimping on clarity: A short resignation letter reigns supreme, but that doesn’t mean you should skip important details. Follow the template above to ensure you keep your letter concise and to the point while still including the must-know information.
• Being too informal: Even if you share a close professional relationship with your manager, your resignation letter still serves as formal notification. Professionalism matters so treat your letter accordingly with clear formatting, polished language, and an appreciative tone.
• Failing to proofread: You might be leaving, but this job still plays an important role in your professional journey. Proofread your document carefully to catch any errors and ensure your last impression is just as good as your first.

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Write a professional resignation letter with Teal

You’ll use your resignation letter as formal notification of your departure—but it’s also one of the last impressions you’ll make on your current employer. Understandably, you want it to be a good one.

Use this guide to craft a resignation letter that allows you to check off the important details, but also express gratitude and maintain the professional relationships you built during your employment. It’s a short letter but, when it’s done right, it can accomplish a lot.

Need help crafting your formal resignation letter? Sign up for Teal today to access a resignation letter template.