How to Write a Resignation Letter (Simple Template + Examples)
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Resigning well is mostly about restraint. The letter that protects your references is short, clear, and warm: it confirms your departure, gives proper notice, and thanks the company without over-explaining. Hiring managers talk to each other, and a graceful exit is worth more than getting the last word.
Below is a simple resignation letter template, a breakdown of what each part does, a shorter version, and the do-and-do-not list that keeps your exit clean.
Resignation Letter template
Standard two-week notice. Replace the names, role, and dates with your own.
Dear Ms. Carter,
Please accept this letter as formal notice of my resignation from my position as Marketing Coordinator at Brightwave Media. My last day of employment will be Friday, June 27, 2026, two weeks from today.
Thank you for the opportunity to grow here over the past three years. I am grateful for the mentorship and the projects I was trusted with, and I have learned a great deal that I will carry forward.
Over the next two weeks I will do everything I can to wrap up my work and support a smooth handover, including documenting my active projects and helping train whoever steps into the role. Please let me know how I can make the transition easier.
I wish you and the team continued success, and I hope we stay in touch.
Sincerely,
Jordan Ellis
What each part is doing
- The statement: One clear sentence that you are resigning and your last day. This is the only part that is strictly required.
- The thank-you: A brief, genuine line of gratitude. It sets the tone and protects the relationship.
- The handover offer: A sentence offering to help with the transition. It signals professionalism and is often remembered.
- The close: A warm sign-off. No grievances, no over-explanation.
What to include in a resignation letter
Keep it to four short parts: a clear statement that you are resigning, your last working day, a brief thank-you, and an offer to help with the transition. That is genuinely all a resignation letter needs. Address it to your direct manager, and send a copy to HR.
Give the notice your contract or your industry expects, which is usually two weeks. State the exact last day rather than just "in two weeks" so there is no ambiguity, and keep a dated copy for your own records.
What to leave out
Do not explain why you are leaving, criticize the company, or list what went wrong, even if you were asked. The letter becomes part of your file and can reach future references. Save any honest feedback for an exit conversation, delivered calmly, if you choose to give it at all.
Avoid emotional language, ultimatums, and anything you would not want read aloud. A resignation letter that is short and kind is doing its job; one that tries to make a point usually backfires.
How to send it and what comes next
When possible, tell your manager in person or on a call first, then follow up with the written letter the same day so there is a clear record. Email is standard now; a signed PDF attachment plus a short note in the body is professional and easy to file.
Be ready for a counteroffer and for the possibility that they ask you to leave sooner. Stay gracious either way, finish your handover notes, and return company property on your last day.
Resignation Letter do's and don'ts
Do
- Give at least two weeks of notice when you can.
- State your exact last working day.
- Thank the company briefly and genuinely.
- Offer to help with the transition.
- Tell your manager directly before sending the letter.
Don't
- Do not explain why you are leaving or air grievances.
- Do not criticize people, pay, or the company.
- Do not burn bridges — references matter for years.
- Do not make it long; four short paragraphs is plenty.
- Do not forget to keep a dated copy for yourself.
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Frequently asked questions
How much notice should I give when resigning?
Two weeks is the standard in most roles and countries, unless your contract specifies more. Senior or specialized positions sometimes expect more. Giving proper notice protects your references and is the single biggest factor in leaving on good terms.
Do I have to say why I am leaving in a resignation letter?
No, and it is usually better not to. A resignation letter only needs to state that you are resigning and your last day. Reasons can come up in an exit conversation if you want, but the written letter should stay short and neutral.
Can I resign by email?
Yes — email is standard and gives you a clear record. When you can, tell your manager in person or on a call first, then send the written letter the same day. A signed PDF attached to a short, polite email is professional.
What if I need to leave immediately?
If circumstances require an immediate resignation, keep the letter even shorter and still gracious: state that you are resigning effective immediately and the reason only in the broadest terms (for example, personal or health reasons). Understand that leaving without notice can affect references, so use it only when necessary.
