Free resignation letter template, built with AI

What is a resignation letter?

A resignation letter is a short, formal document that tells your employer you’re leaving your job and confirms your last working day. It creates an official record for HR, starts your notice period, and sets the tone for how you leave. Even if you’ve already told your manager in person, you should still put your resignation in writing.

A good resignation letter is brief, polite and positive. This resignation letter template gives you exactly that, so you can resign professionally without overthinking every sentence.

How much notice should you give?

In the US, two weeks’ notice is the standard, which is why many people search for a two weeks notice letter. Check your employment contract or employee handbook first, though: some roles, especially senior or specialist positions, require longer. In the UK and much of Europe, notice periods of one to three months are common and usually set in your contract.

Your notice period normally starts the day you hand in your letter, so date it the day you send it and count forward from there.

What to include in a resignation letter

• A clear statement that you’re resigning, and the position you’re leaving.
• Your last working day, written as an exact date.
• A short thank-you for the opportunity and what you’ve learned.
• An offer to help with the transition, such as handing over projects or training a replacement.
• Your signature and contact details, so HR can reach you about final pay and paperwork.

How to write a resignation letter, step by step

1. Tell your manager first

Your manager should hear the news from you in a private conversation, not from an email or from HR. Bring the letter with you or send it right after the meeting.

2. Open with the facts

The first paragraph should say you’re resigning and give your last day. Nothing more:

“Please accept this letter as formal notice of my resignation from my position as Marketing Manager. My last day of work will be Thursday, October 22, 2026.”

3. Say thank you

Add one or two sentences of genuine thanks. You don’t need to list everything; mention one thing you’re grateful for.

4. Offer a smooth handover

Explain how you’ll wrap up your work: finishing key projects, documenting processes or helping train your replacement. This is what managers remember most.

5. Close on a positive note

Wish the team well, say you’d like to stay in touch, and sign off with “Sincerely” or “Best regards”.

What to leave out of your resignation letter

Your resignation letter goes into your permanent HR file and may be read by people you’ll want references from later. Keep it neutral. Don’t criticize your manager, colleagues or the company, don’t go into detail about salary or your new employer, and don’t use it to air complaints. If you have feedback, save it for the exit interview, and keep it constructive there too.

Tips for leaving on good terms

• Resign in person or on a video call before sending the letter.
• Keep working at full effort until your last day.
• Write clear handover notes for whoever takes over your work.
• Thank your colleagues and connect with them on LinkedIn.
• Ask HR about your final paycheck, unused vacation and benefits.

Who this simple resignation letter template is for

This template works for almost any job, from part-time and entry-level roles to senior positions. If you need a shorter version, keep only the first and last paragraphs. If you’re leaving on very short notice for personal or health reasons, replace the handover paragraph with a brief, polite explanation.

Resignation letter questions