What a resignation letter must include
- A clear statement that you are resigning from your position (name the job title).
- Your last working day, calculated from the notice period in your contract.
- A brief thank-you — even one sentence keeps the relationship positive.
- An offer to help with the handover.
- Your signature, name and the date.
How much notice to give
Your employment contract usually sets the notice period. Two weeks is common in the United States, while one month or more is typical in many other countries and for senior roles. Check when notice starts under your contract and local rules, and state the proposed last day rather than "two weeks from today" so there is no ambiguity.
Step by step
- Tell your manager in person or on a call first; the letter confirms the conversation.
- Address the letter to your direct manager, and copy HR if your company requires it.
- Open with your decision: "Please accept this letter as formal notice of my resignation from my position as…"
- State your last working day.
- Thank them briefly for the opportunity and anything specific you valued.
- Offer to support the transition — documenting work, training a replacement or finishing key tasks.
- Close politely, sign, and keep a copy for yourself.
What to leave out
- Complaints about colleagues, pay or management. The letter stays in your file; raise concerns in an exit interview if you want to.
- Detailed reasons for leaving. "I have accepted a new opportunity" is enough, and you don't have to say that much.
- Negotiation. If you are open to a counter-offer, discuss it in person before resigning in writing.
Resignation letter example
Dear Mr Silva,
Please accept this letter as formal notice of my resignation from my position as Senior Solutions Architect. In line with my one-month notice period, my last working day will be 9 October 2026.
Thank you for the support and opportunities over the past three years. I have learned a great deal, particularly while leading the platform migration.
I am committed to a smooth handover and will document my current projects and help train my replacement before I leave.
Yours sincerely,
Jonathan Miller
Separate notice from a request to leave early
A resignation date and a request for a shorter notice period are different decisions. If you want to leave early, make the request explicit and ask for written confirmation rather than presenting the shorter date as already agreed.
Routine notice: I am resigning from my role as project coordinator. My proposed last working day is 14 October 2026. Please confirm the notice and handover arrangements.
Early-release request: My contractual notice would end on [date]. I would like to request an earlier final day of [date], subject to your agreement.
These are fictional writing examples. Check your contract and the relevant local guidance when calculating dates. Keep any agreement about early release, remaining leave or handover with your copy of the notice.
Before sending your notice
- Replace all bracketed fields and make the employee name match the signature.
- Use the recipient specified in the employer's process, rather than guessing from the template.
- Ask for acknowledgement and keep a copy. Avoid putting unnecessary grievances or confidential information in a routine departure letter.
Sources and scope
These references support the topics described below. Our worked examples are fictional and are not official forms. Requirements can differ by recipient and jurisdiction.
- Acas — How to resign
UK employment guidance on process, written records and notice. Notice obligations differ by jurisdiction and contract.
For a correction or a template issue, contact the Letter Studio team. We do not claim legal review or certification of these guides.
