In this guide
A resignation letter says four things: that you're resigning from your job, the date of your last working day, how you'll hand over your work, and thank you. Address it to your manager, date it, and keep it under 200 words. Leave complaints out. Put the day you'll hand it in and your notice period into the calculator above to get the exact last day to write.
The short version
- Write it in this order: the date, your manager's name, that you're resigning, your last day, one handover offer, thanks, your name.
- Give your last working day as a full date with the weekday. Check your contract for the notice period before you pick it.
- Tell your manager in person or on a call first, then send the letter the same day so there's a dated record.
- Leave out complaints and long reasons. The letter stays on file long after the day you wrote it.
How do you write a resignation letter, step by step?
Most resignation letters are four short paragraphs and under 200 words. Write them in the order your manager and HR need the facts: what's happening, when, and what happens to your work.
- Date it with the day you'll hand it in. Your notice usually starts the day after, so this date matters.
- Address your manager by name: “Dear Priya,” if you use first names at work, “Dear Ms. Shah,” if you don't.
- In the first sentence, say you're resigning and name your job title.
- In the second, give your last working day as a full date, such as Friday, November 27, 2026.
- Offer one handover step you'll actually do, like writing up open work or training whoever covers for you.
- Thank them in a sentence. Name one real thing if you can.
- Sign off with “Kind regards,” and your full name. Sign above your typed name on a printed letter.
| Line | What it says |
|---|---|
| Date | The day you hand it in, like November 13, 2026 |
| Greeting | Your manager's name, as you'd say it to them |
| Resignation | That you're resigning, and your job title |
| Last day | Your last working day as a full date |
| Reason | Optional. One true sentence, or nothing |
| Handover | One thing you'll do before you go |
| Thanks | One sentence |
| Sign-off | Kind regards, then your full name |
How do you start a resignation letter?
With the resignation itself. Skip the warm-up about how hard this was to write: your manager reads the first sentence to find out what the letter is, so put the news there. Pick the opening that sounds like you at work.
Formal
Please accept this letter as my formal resignation from my position as [job title] at [company].
I am writing to give notice that I am resigning from my role as [job title], effective [last day].
This letter is my notice of resignation from the position of [job title].
Friendly
As we discussed this morning, I'm resigning from my role as [job title].
After you've told them in person.
I've decided to leave [company], and I'm writing to give my notice as [job title].
Following our call today, here is my resignation in writing.
Leaving sooner than your notice
As agreed with you today, I'm resigning from my role as [job title], with my last day on [last day].
Only once your manager has agreed a shorter notice.
I'm resigning from my position as [job title]. Because of [short reason], I'm asking to finish on [last day] instead of serving my full notice.
A request, not a statement. Your contract still sets the notice until they agree.
How do you work out your last day?
Start with your contract or offer letter, because that's where your notice period is set and it can be longer than any rule of thumb. In the US, two weeks is the usual courtesy when nothing is written down. In the UK, GOV.UK says you must give at least a week's notice once you've been in the job for more than a month, and Acas notes that a contract or staff policy can ask for more.
Count from the day after you hand it in. Two weeks handed in on Friday, November 13 ends on Friday, November 27. If you work Monday to Friday and a calendar count lands on a weekend, write the Friday before, since that's the last day you'll work.
If your contract counts working days, count Monday to Friday only. Ten working days from a Friday is also the Friday two weeks later. Neither count skips public holidays, so check any that fall in your notice. The calculator at the top of this page does all of this from the day you pick.
Ask HR when your last pay arrives and what happens to holiday you haven't taken. In the US, the Department of Labor says federal law doesn't require an immediate final paycheck, but some states do.
| Notice | Handed in Fri, Nov 13 | Handed in Mon, Nov 16 |
|---|---|---|
| 1 week | Fri, Nov 20 | Mon, Nov 23 |
| 2 weeks | Fri, Nov 27 | Mon, Nov 30 |
| 10 working days | Fri, Nov 27 | Mon, Nov 30 |
| 4 weeks | Fri, Dec 11 | Mon, Dec 14 |
| 30 calendar days | Fri, Dec 11, not Sun, Dec 13 | Wed, Dec 16 |
What else goes in a resignation letter?
You don't have to give a reason. If you give one, make it one true sentence nobody can argue with. The handover line matters more, because it's the one your manager will act on. Then thank them in a sentence that names something real.
A reason, if you want to give one
I've accepted a role that moves me into [field or kind of work].
We're moving to [city] at the end of [month], so I'm stepping down.
I'm going back to full-time study in [month].
I'm leaving to care for a family member.
I'm taking time out for my health.
I've decided it's time for a change of direction.
Handover
Before I go, I'll write up where each of my open [projects or accounts] stands and who to call about each one.
I'm glad to train [name or whoever covers my work] on [task] during my notice.
I'll finish [named piece of work] before my last day, and hand over the rest with notes.
I'll make sure every rota, login and supplier contact I manage is passed on by [date].
Thanks
Thank you for the chance to [one specific thing you did or learned].
I've learned a lot here, most of all [one thing], and I'm grateful for it.
Thank you for your support over the last [number] years.
Thank you for taking a chance on me when I joined.
How do you end a resignation letter?
With one closing line and a sign-off. “Kind regards,” fits any letter or email. Put your full name under it, and sign above your typed name if you print it.
Closing line
Please let me know how I can help make the handover easy.
I'd be glad to stay in touch, and I wish the team well.
If you need anything from me before [last day], just ask.
Sign-off
Kind regards,
Fits any letter or email.
Sincerely,
The most formal choice, for a printed letter.
Best wishes,
Warmer, for a manager you know well.
Thank you,
Fine in an email.
What should you leave out of a resignation letter?
Anything you'd mind seeing again in a year. The letter goes in your file, and it's often the last thing your employer has in writing from you.
- Complaints about your manager, your pay or a colleague. Raise those with HR or in an exit interview, not in the letter.
- Your new employer's name or your new salary.
- Promises you can't keep, like answering calls after you've left.
- Apologies for leaving. One thank-you does more than three sorrys.
- A last day earlier than your notice allows, unless your manager has already agreed to it.
Resignation letter example and template
Here's a full letter written with the steps above, then the same letter with gaps to fill in. The body is 94 words. For more, sorted by situation, see the example letters below.
November 13, 2026
Dear Priya,
Please accept this letter as my resignation from my role as Account Manager at Larkspur Logistics. My last working day will be Friday, November 27, 2026.
I've accepted a role that moves me into partner management. Before I go, I'll write up where each of my twelve accounts stands and who to call about each one, and I'm glad to introduce whoever takes them over to the clients.
Thank you for the last three years, and for trusting me with the Halden account in my first month. I've learned a great deal from you.
Kind regards, Jordan Ellis
[Date you hand it in]
Dear [manager's name],
Please accept this letter as my resignation from my role as [job title] at [company]. My last working day will be [weekday, month day, year].
[One-sentence reason, or leave this out.] Before I go, I'll [one handover step you will actually do].
Thank you for [one specific thing]. [Optional: one line wishing the team well.]
Kind regards, [Your full name]
| Examples | For |
|---|---|
| 8 resignation letter examples | Family, health, retirement, study, a move and more |
| 9 two weeks notice letters | New job, retail, shift work, remote jobs and more |
How do you hand in a resignation letter?
Say it before you send it. Hearing it from your manager's inbox is the version people remember.
- Tell your manager first, in person or on a call.
- Send the letter the same day: by email to your manager with HR copied, or on paper if your contract asks for written notice.
- Ask your employer to confirm in writing that they've received it. Acas suggests this, and it settles when your notice started.
- Keep a copy with the date you sent it.
Email subject line
Resignation: [your name]
Resignation and last working day: [your name]
Notice of resignation, [job title]
Common questions
How long should a resignation letter be?
Under 200 words: three or four short paragraphs on one page. A letter much longer than that usually holds a complaint or an explanation it doesn't need.
Who should I address a resignation letter to?
Your direct manager. Copy HR if your company has an HR team, so the date is logged. If your contract names someone else to give notice to, write to them.
Do I need to sign a resignation letter?
Sign a printed letter by hand above your typed name. An email doesn't need a signature beyond your typed name, unless your contract asks for signed written notice.
Can I resign by text or Slack?
Use email or a letter instead. A chat message is easy to miss and hard to find later, and some contracts ask for notice in writing. Tell your manager on a call, then email the letter.
How do I write a resignation letter effective immediately?
Say you're resigning with immediate effect and give today's date as your last day. Check your contract first. Acas says that leaving without the notice it sets, unless your employer agrees, is likely to breach it, so ask your manager to agree a shorter notice and get that in writing.
Should I say where I'm going next?
You don't have to. “I've accepted a new role” is enough. Leave out the company and the pay; you can share them in person if you want to.
When should I hand in my resignation letter?
Once your next step is settled. If you're moving jobs, that means a signed offer with any checks cleared. Then count your notice back from your start date and leave a few days spare.
Write it with the date already in. Free, in your browser.
Sources and further reading
- Handing in your notice: giving notice, GOV.UK
- How to resign from your job, Acas
- Notice periods: giving notice when resigning, Acas
- Last paycheck, U.S. Department of Labor
Put it into practice on a real resume.
Each example is a complete resume with role keywords and bullets that show proof. Open one in the Studio and make it yours, then download it with a free account.
