Slamming the door behind you with an angry “I quit” is not a great way to resign from a job – unless you’re in a Netflix show or in a Reddit thread. On the flip side, letting your boss know you’re resigning can be unnerving as well.

How to write a resignation letter that is professional, polite, firm, and gracious? Read our guide to learn more.

What is a resignation letter?

A resignation letter is an official document employees write to their employers to inform them that they are leaving the company. It typically includes the date of resignation, a brief explanation for leaving, and an expression of gratitude towards the employer for the opportunity given.

While it is not always necessary to provide a detailed reason for resigning, it is considered professional and courteous to do so. This can help maintain a good relationship with previous employers, stakeholders, and co-workers. It can also serve as a reference for future job opportunities.

At its core, a resignation letter provides the employer with an official notice of your departure. So in theory, the only piece of information your resignation letter must include is your intention to leave the company. 

However, there are a few key elements that can make your resignation letter more effective and meaningful.

resignation letter guide

How to write a resignation letter – Step by Step

Writing a resignation letter is more complex than just…sitting down and writing it. 

Not that it’s complicated either, once you have a resignation letter template to edit for your own situation.

Here’s a quick step-by-step tutorial on how to write a resignation letter without the headache of starting from scratch.

Step 1: Start with a professional and polite salutation

Begin your letter with a formal salutation, addressing your employer by name. Traditionally, this could be “Dear [Employer’s Name],” or “Dear [Mr./Mrs./Ms. Last Name].” These days, it has also become acceptable to use first names, too, especially if you have a close relationship with your employer (or if that’s how you referred to them throughout your work relationship).

Step 2: State your intention to resign

In the opening paragraph, state your intention to resign and provide a clear date of departure. This will help your employer plan accordingly and adjust any tasks or responsibilities that may need to be reassigned.

Step 3: Provide a brief explanation for leaving

It is not mandatory to explain why you are leaving in detail, but it can be helpful and courteous to do so. Keep it short, sweet, and polite, even if the situation in which you’re leaving is not exactly ideal. You never know when or if you’ll need a reference from this employer in the future.

At this point, you have multiple ways to approach this stage, depending on your specific context:

  • If you’re leaving for career advancement, begin your reason for leaving by thanking your employer for the opportunity and explain that you have found a new challenge or growth opportunity elsewhere.
  • If you’re leaving due to personal reasons, keep it vague and only mention that you need to focus on personal matters.
  • If you’re leaving due to issues within the company, avoid being too specific or negative, as this will only burn bridges and potentially harm your professional reputation.
  • If you’re leaving for a better salary or benefits, avoid mentioning this. It can come off as unprofessional and may damage your relationship with the employer. Instead, you can say that you’re seeking new challenges or personal development.
  • If you’re leaving due to an unpleasant work environment or conflicts with colleagues, focus on the positive aspects of your time at the company and avoid mentioning any negative experiences.
  • If you’re leaving because you’re relocating, be sure to mention this and express your gratitude for the experience at the company.

Step 4: Express gratitude for the opportunity

No matter how long or short your time at the company was, it is always important to express gratitude for the opportunity and experience gained during your employment. This also helps maintain a positive relationship with your employer, which can serve as a reference down the line.

Step 5: Offer to assist with the transition

In your resignation letter, it is a thoughtful gesture to offer your assistance with the transition process. You can mention specific tasks or responsibilities that you are willing to assist with before your departure.

Step 6: End on a positive note

End your letter by reiterating your appreciation for the company and colleagues, and expressing your best wishes for its continued success. This will help leave a good final impression and show your professionalism.

Resignation letter format

Here is a resignation letter format you could follow (just fill in the blank spaces with your own information):

“`

[Your Name]

[Address]

[City, State ZIP Code]

[Email Address]

[Current Date]

[Employer’s Name]

[Company Name]

[Company Address]

[City, State ZIP Code]

Dear [Employer’s Name],

I am writing to inform you that I have decided to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I am grateful for the opportunities and experiences I have gained while working at [Company Name] and appreciate all the support and guidance you have provided during my time here.

[Optional: Brief explanation for leaving]

Please let me know if there is anything I can do to assist with the transition process before my departure.

I am committed to ensuring a smooth handover of my responsibilities.

I will miss working with such an amazing team and wish everyone at [Company Name] all the best for the future.

Thank you again for everything.

Sincerely,

[Your Name]

Resignation letter templates and examples

Still not sure what to include in your resignation letter? Here are five templates and examples to get you going.

Simple resignation letter sample

Dear [Employer’s Name],

I am writing to inform you that I have decided to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I want to thank you for the opportunities and experiences I have gained while working at [Company Name]. It has been a pleasure working with such a talented and supportive team and working here for the past [Duration of Employment] years has been a truly enriching experience.

Please let me know if there is anything I can do to assist with the transition process before my departure. I am committed to ensuring a smooth handover of my responsibilities.

I wish [Company Name] continued success and growth in the future.

Sincerely,

[Your Name]

Career advancement resignation letter

Dear [Employer’s Name],

I am writing this as a formal letter to inform you that I have accepted a new job opportunity and will be resigning from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I want to take this opportunity to express my sincere gratitude for the opportunities and experiences I have gained while working at [Company Name]. The last [Duration of Employment] have been a great learning experience and I wish the company all the best for the future.

Please know that this decision has not been easy for me. It’s been influenced largely by my desire to further explore opportunities that align more closely with my long-term career goals and personal development paths.

I am committed to ensuring a smooth transition process and I am more than willing to assist in any way I can before my departure. Please let me know if there is anything I can do to help.

Thank you once again for everything.

Sincerely,

[Your Name]

Personal reasons resignation letter

Dear [Employer’s Name],

I am writing to inform you that I will be resigning from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

This decision has not been easy, but, due to personal reasons, I need to take some time to focus on my personal life. I am grateful for all the opportunities and experiences I have gained while working at [Company Name] and appreciate your support during my time here.

I will do everything I can to assist with the transition process before my departure. Please let me know if there are any specific tasks or responsibilities you would like me to address before my departure.

I wish [Company Name] continued success and growth in the future.

Sincerely,

[Your Name]

Shorter commute resignation letter

Dear [Employer’s Name],

I hope this letter finds you well. After much consideration, I have decided to resign from my position as [Job Title] at [Company Name], effective [Date]. This decision comes after recognizing the need to find a role closer to home to reduce my commute time and improve my work-life balance.

I cannot express enough gratitude for the invaluable experiences and the professional growth I have achieved at [Company Name]. Working under your leadership and alongside such a committed team has been a highlight of my career. The skills and knowledge I’ve gained here will undoubtedly serve me well in the future.

I know ensuring a seamless transition is extremely important and am fully prepared to assist in whatever capacity is necessary during my remaining time. Whether it’s training my replacement or finalizing ongoing projects, I am here to help make the process as smooth as possible.

Thank you again for the opportunity to contribute to [Company Name]. I look forward to staying in touch, and I am excited to see how the company continues to grow and evolve in the future.

Warmest regards,

[Your Name]

Advance notice resignation letter

Dear [Employer’s Name],

I am writing to formally announce my resignation from my position as [Job Title] at [Company Name]. After much consideration, I have accepted a new job opportunity and my last day of work will be [Date], as per our contractual advance notice period.

My time at [CompanyName] has been a rewarding experience, and I am grateful for the opportunities that have been presented to me. However, my soon-to-be new role aligns more closely with my long-term career goals and offers me a chance to take on new challenges and responsibilities.

I understand the importance of ensuring a smooth transition and am happy to do everything I can to assist you and my co-workers in this regard. Please let me know what I can do in the coming weeks to make this process as seamless as possible.

Sincerely,

[Your Name]

Job not a good fit resignation letter

Dear [Employer’s Name],

I hope this message finds you well. I am reaching out to you today with a heavy heart to communicate my resignation from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I must express my gratitude for the opportunities and experiences I have gained while working here. However, after careful consideration, it has become clear that I am looking for something  different and following a different career path. It’s not been an easy decision, but I believe it to be the best one for me.

Thank you for your understanding and support throughout my [Time of Employment] years at [Company Name].

Please do not hesitate to reach out if there is anything I can do during this transition period. I am committed to ensuring a smooth handover of my responsibilities and completing any outstanding tasks before my departure.

Wishing the company continued success and growth in the future.

Sincerely,

[Your Name]

Email resignations vs formal letter

With the advent of digital technologies, email resignations have become more widespread. Although a formal letter (yes, printed out on actual paper) is more traditional, both email and formal letters can be effective means of resignation depending on the situation. Consider the pros and cons of each method before deciding which one to use.

Email resignations are largely seen as more informal than formal letters, in most cases. However, some considerable advantages are that they are

  • Faster: An email resignation can be sent instantly, allowing for a quick communication of your decision to resign
  • Convenient: With just a few  clicks, you can send your resignation to multiple recipients (e.g. supervisor, HR department)
  • Paperless: An email resignation is environmentally friendly and eliminates the need for printing and mailing a formal letter.
  • Digitized: Emails can be stored and easily retrieved as a record of your resignation.

Some of the drawbacks of email resignations are that they:

  • Look less professional: Without a physical signature, letterhead or official formatting, an email resignation may come across as less formal and could potentially damage relationships with your employer.
  • Easy to overlook: Inboxes can become cluttered, and your manager might miss your resignation email due to a heavy workload or other pressing matters.

So when should you resign via email, and when should you do it using a formal letter?

Your specific situation will dictate which route to take. When deciding, consider the following:

  • Company policies: Confirm company resignation procedures.
  • NDA compliance: Review employment agreement and NDAs for legality.
  • Maintain relationships: Preferably resign in person or via video to preserve professional connections.
  • Feedback delivery: Provide substantial feedback face-to-face or through a formal letter.
  • Your relationships: If you’ve had a great relationship with your current employer or manager, dropping the resignation bomb on them via email may be ungracious and disrespectful.
  • Duration of employment: If you’ve been working for the company for a long time, it’s advisable to go with a formal letter as opposed to a formal email.

Even if you decide to resign via email, follow up with your manager and schedule a face-to-face or video call to chat about your official resignation. Also, keep in mind that you might have to hand in an official resignation letter and send an email (where the email serves as the digitized version of the letter).

An effective resignation email is concise, to the point, and thoughtful and respectful. When submitting a resignation email, it’s important to include:

  • A clear and direct subject line (e.g. Resignation – [Your Name])
  • A brief introduction stating your intention to resign
  • Your last day of work
  • Thank you for the opportunity and gratitude towards the company/ team

Here are five samples of email resignation templates you could adjust to your specific situation:

Email resignation for career advancement

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

I hope this email finds you well.

I am writing to formally announce my resignation from my position as [Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the email].

Working at [Company Name] has been an enriching experience and it has offered me many growth opportunities, not to mention the chance to collaborate with a fantastic team. For these reasons, this decision did not come easily. However, I have been offered a role that aligns closely with my long-term career goals.

I want to help with a smooth transition and am available to assist in any way during my remaining time here. Thank you for the support, guidance, and encouragement during my time at [Company Name].

Warm regards,

[Your Name]

Email resignation when job is not a good fit

Subject: Resignation Notice – [Your Name]

Dear [Employer’s Name],

I hope you are doing well. After considerable thought, I have decided to resign from my position as [Job Title] at [Company Name], with my last day being [Date].

This was not an easy decision, as I hold my experiences and the team here in high regard. However, I have realized that my career aspirations lie in a different direction, and it is time for me to explore new opportunities.

I appreciate the opportunities for growth and development that [Company Name] has provided me during my time here. Please let me know how I can help to make this transition as smooth as possible.

Thank you again for everything.

Best,

[Your Name]

Email resignation for relocation

Subject: Moving Forward – Resignation from [Your Name]

Dear [Name],

It is with a heavy heart that I submit my resignation from my position as [Job Title] at [Company Name], with my final day being [Date].

This decision comes as I prepare to relocate for personal reasons. My time at [Company Name] has been nothing short of rewarding and fulfilling and I am very grateful for the opportunity to have been part of such an inspiring team.

I want to assist in the transition process to minimize any disruption. Your support during this time is greatly appreciated.

Thank you for everything.

Warmest regards,

[Your Name]

Email resignation to fulfill notice period

Subject: Resignation Notification – [Your Name]

Dear [Manager’s Name],

Please accept this email as my official resignation from my position as [Job Title] at [Company Name], in accordance with my official, contractual notice period.

I have enjoyed working with you and the team, but it is time for me to move on to new challenges. My last day of work will be [Last Day]. I am more than happy to assist you and the team into a smooth transition.

Thank you,

[Your Name]

Email resignation for shorter commute

Subject: Resignation Letter – [Your Name]

Dear [Manager’s Name],

I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective two weeks from today, on [Last Day].

I have deeply enjoyed working with such a dedicated and talented team, but due to personal reasons, I have decided it is time for me to seek opportunities closer to home.

I am grateful for the support and guidance I have received during my time at [Company Name]. Please let me know how I can be of assistance during this transition.

Thank you again for everything.

Best regards,

[Your Name]

Mistakes to avoid when resigning via letter or email

Resignations can be difficult, partly because they leave plenty of room for blunders and mistakes you wouldn’t otherwise make. Quitting a job is an important step in your professional life, and making a mistake during the process can leave you with regrets or even burn bridges.

Some of the more common mistakes to avoid (and how) are:

  • Not giving enough notice: In most cases, a two-week notice is the standard. However, it can vary depending on your company’s policies and your position.  Make sure to check your contract and plan accordingly to give yourself and the company ample time for a smooth transition.
  • Not being direct: While it’s natural to feel anxious or even guilty about quitting, it’s important to be straightforward and direct. Avoid beating around the bush or using ambiguous language that may confuse your employer.
  • Focusing on negative aspects: Whether you’re leaving a job you liked or one you didn’t (anymore), it’s best to focus on the positive aspects of your experience. Thank your employer and colleagues for their support and mention what you have gained during your time at the company.
  • Not following up in person: While it may be tempting to simply send an email or letter and walk away, it’s important to follow up with a face-to-face conversation. Better yet, you should probably have the face to face conversation before sending them the resignation letter or resignation email.

Special considerations for unique circumstances

Not all resignations fit neatly into a box. Sometimes, due to the nature of your contractual terms and/or position in the company, you might have to handle things a bit differently. Here are some examples of such unique circumstances:

Executive level resignation

If you’re an executive-level employee, you may need to have a conversation with your boss or HR manager before submitting a formal resignation.

Here’s a quick resignation template you could follow in this situation:

Dear [Manager’s Name],

Please accept this letter as my formal resignation from my position as [Your Position/Title] at [Company Name]. My last day of work will be on [Date].

After careful consideration, I have decided that it is time for me to pursue new opportunities and challenges. It has been a pleasure working with such an amazing team and being part of [Company Name]’s growth and success.

I am committed to helping with the transition process during my remaining time at the company. Please let me know how I can be of assistance to ensure all of my current projects are completed and that the company can continue to thrive.

Thank you for your understanding and support. I wish the company continued success in the future.

Sincerely,

[Your Name]

Remote work resignation

If you’re a remote worker and haven’t had the chance to meet face-to-face with your employer or team members, it’s best to set up a video call for your resignation.

Here’s a resignation letter sample you could use in this situation:

Dear [Manager’s Name],

Please accept this email as my official resignation from my position as [Job Title] at [Company Name], effective two weeks from today, on [Last Day].

Working remotely for the past [length of time] has been a great experience and I am thankful for the trust and support I have received from the company. However, I have decided it is time for me to pursue other opportunities.

I am committed to assisting in any way to ensure a smooth transition during my remaining time at the company. Please let me know how I can be of assistance.

Thank you again for everything.

Best regards,

[Your Name]

Personal conflict resignation

If you’re resigning due to a personal conflict or disagreement with your employer, it’s important to approach the situation calmly and professionally. Consider seeking the advice of a trusted mentor or HR representative to ensure a polite, streamlined resignation process.

Here’s a sample resignation letter you could use in this situation:

Dear [Manager’s Name],

I am writing to inform you that I have decided to resign from my position as [Job Title] at [Company Name], effective [Notice Period] from today, on [Last Day].

Unfortunately, I find myself in a position where I cannot continue in my current role due to personal reasons. I am grateful for the opportunities and support I have received during my time at [Company Name] and am grateful for the opportunity to work with such an amazing team.

I am committed to assisting in any way to ensure a smooth transition during my remaining time at the company. Please let me know how I can be of assistance.

Thank you again for everything.

Sincerely,

[Your Name]

Emergency resignation

If you’re leaving due to an emergency or unexpected circumstances (such as illness, for example,) communicate as soon as possible and be understanding if your employer needs more time for a smooth transition.

Here’s a template for an emergency resignation email you could use:

Dear [Manager’s Name],

I am writing to inform you that I will need to resign from my position as [Job Title] at [Company Name], effective immediately. Unfortunately, due to unforeseen circumstances, I am unable to continue in my role.

I apologize for the suddenness of this situation and am committed to assisting in the transition process any way I can. Please let me know how I can be of assistance.

Thank you for your understanding and support during this difficult time.

Sincerely,

[Your Name]

Freelance / contractual resignation

If you are a freelancer or a contractor, your resignation process may be different than that of a full-time employee. Make sure to review your contract and communicate your resignation professionally and promptly.

In this situation, a resignation letter sample could sound like this: 

Dear [Client/Manager’s Name],

I am writing to inform you of my decision to resign from my current position as [Your Job Title] at [Company Name], effective [Notice Period].

I would like to thank you for the opportunity to work with your company and for all the support and guidance that I have received during my time here. However, due to [Brief Reasoning], I have made the decision to move on and pursue new opportunities.

Please let me know how I can assist with the transition process during my remaining time at the company. I am committed to ensuring that all my current projects are completed in a timely and efficient manner.

Thank you again for everything.

Best regards,

[Your Name]

Resigning with integrity and grace

Resigning from the workplace you have dedicated your time and talents to can be tough. 

Even when you leave on very good terms, change is scary. As official and stiff as they may sound, resignation letter formats are meant to make things smoother and easier for you, because you have a clear path towards something new, and the company, because they now have time to find a suitable replacement and plan for the future.

When writing your resignation letter or email, remember to stay professional and positive. Use polite language and avoid placing blame or making negative comments about the company or colleagues. No matter how hard (or bad) your last few days/months at the company may have been, keep in mind that they can still be a valuable part of your career journey and it’s important to maintain positive relationships for future opportunities.