How to write a resignation letter
Thinking about leaving your job? Writing a clear and professional resignation letter is a key step in wrapping up your employment on a positive note. Any resignation letter needs to be respectful, concise, and aligned with professional workplace etiquette. Let's explore how to write a resignation letter, including practical tips and a simple template to help you get started.
What is a resignation letter?
A resignation letter is a formal document stating your intention to resign from your job. It serves as written communication to your employer, often addressed to your manager or the HR department, and confirms your resignation in writing.
To ensure a smooth and professional exit process, the letter should clearly state:
- The date the letter was written
- Your notice period
- Your intended last day of employment
Keep reading for more advice or download our template below.
Importance of writing a resignation letter
Submitting a resignation letter is an important part of leaving your job professionally. It provides formal evidence of your resignation, confirming the date you plan to leave your current job and outlining your weeks’ notice. This helps your employer plan for your departure and ensures there’s a clear record of communication. A well-written letter also protects you and your employer, as it can be kept for your own records and referenced if needed in the future.
What to avoid in your resignation letter
When writing your resignation letter, it’s important to keep it professional, positive, and to the point — here’s what to leave out:
- Detailed complaints: Save observations regarding the role or culture for your exit interview, and frame them constructively.
- Negative comments: Avoid mentioning poor management, toxic workplace culture or any other controversial reasons for leaving.
- Poor attitude: Maintain a professional and courteous demeanour, even if your reasons for leaving are negative.
- Final day ambiguity: Communicate your last day clearly to support handover planning and avoid confusion or disputes.
It's crucial to resign without burning bridges, especially if you may need to request a reference from previous managers in the future.
How to write a resignation letter
When writing a formal resignation letter, the following key information should be communicated.
1. Include today’s date and your contact details
This is an official document, so it's important to be professional and structure it like any formal letter. Begin with the current date, followed by your personal contact information, such as your mobile number and personal email address. Add a clear subject line like: “Resignation Letter – [Your Full Name].”
2. Address the right person
Your resignation should be directed to your current line manager or the HR department, depending on your organisation's structure. Avoid generic salutations like “To whom it may concern”. Instead, use the recipient’s full name and job title.
3. Clearly state your intention to resign
Your letter should start with a direct and professional opening statement confirming your intention to resign from your position. Keep this sentence clear and to the point. Use professional language and avoid emotional or overly casual phrasing.
4. Specify notice period and final day
Refer to your employment agreement to confirm how much notice is required (e.g. two weeks' notice), and include key dates such as your intended final working day and the effective date of your resignation. This ensures clarity for both you and your employer.
5. Offer support during the transition
Demonstrate your professionalism by offering to assist during the handover period. This could include training a colleague, supporting a new employee, or documenting your current responsibilities to help ensure a smooth transition.
6. Reflect on your experience and show gratitude
Close your letter on a positive note by thanking your employer for the opportunities you’ve had. Mention any key achievements, learning experiences, or projects that contributed to your development. If your time in the role helped you grow or secure your next opportunity, acknowledge the value of your manager’s support. A sincere expression of appreciation leaves a lasting impression.
7. End with a professional sign-off
Resignation letter example 1
Check out our sample resignation letter template below:
Dear [Manager’s first name],
It’s with regret that I inform you of my resignation from my role as [job title] at [organisation name]. My notice period is [insert your notice period – e.g. one month], with my final working day being [date].
Thank you for the support and opportunities I’ve received during my time with the company. I’m genuinely appreciative of the experiences I’ve gained and the colleagues I’ve had the pleasure of working alongside.
During this period, I am more than happy to help in any way possible with the handover process, as well as provide any support during this transition.
Yours sincerely,
[Your name]
Resignation letter example 2
Here is another sample resignation template you can use:
Dear [Manager’s first name],
Please accept this letter as my resignation from the position of [position name]. My last day of employment will be [date].
I would like to thank you for the opportunities I’ve been given in this role. I’ve thoroughly enjoyed being part of your team. I’m especially grateful for the many positive experiences I’ve had at [organisation], including the chance to develop my X skills during the Y project and the responsibility I was entrusted with on Z.
I wish you and the team all the best for the future. I hope we can stay in touch.
Kind regards,
[Your name]
Tips for handing in your resignation
The following tips should help you resign professionally and leave a strong, positive impression.
1. Prepare your letter in advance
If you’re meeting your manager in person or via video call, prepare your resignation letter in advance. Send it via email shortly after your conversation to formalise your notice. Include the letter either in the body of the email or as an attached letter.
2. Schedule a face-to-face meeting
Avoid emailing your resignation without a prior meeting, as it may come across as impersonal. Instead, arrange an in-person or virtual conversation to communicate your decision. Be clear, courteous, and prepared to discuss practical matters such as remaining leave and final pay. Remember to thank your manager personally, as they may be a future reference.
3. Practice
If you’re feeling nervous, take time to review your reasons for leaving and rehearse your verbal notice. Saying it out loud beforehand can help boost your confidence.
4. Decide what details to share
You’re under no obligation to disclose your next employer. However, if you’re comfortable doing so, you can share your new organisation, role title, and start date. Choose what level of detail feels appropriate for your situation.
5. Prepare for a counteroffer
Your manager may respond with a counteroffer. If this happens, take time to consider it carefully. Reflect on why you decided to leave and whether the offer truly addresses those concerns. Don’t make a rushed decision.
6, Follow-up
A few days after submitting your letter, send a short email confirming your commitment to a smooth transition. Let your manager know you’ll tie up any loose ends, assist with handover tasks and help prepare your team for your departure.
7. Keep your news confidential
Avoid announcing your resignation to colleagues until your manager has had the opportunity to communicate the news appropriately. Allow them to decide how and when to inform the team.
Depart on a positive note
Resigning from a job can bring up a mix of emotions, but it’s a normal and often necessary step in your career. Once you’ve made your decision and submitted your formal notice, focus on finishing your time with the company respectfully and constructively.
If you’ve built a good relationship with your manager or team, take the opportunity to acknowledge that and express your appreciation. Reflecting on the positive experiences you’ve had - whether it’s projects you enjoyed, skills you developed, or support you received - can help you leave on good terms and maintain valuable professional connections.
Even if you’ve been a valued member of the team, remember that change is part of professional growth. Trust in your decision, look forward to what’s ahead, and carry those positive memories and relationships with you into your next chapter.
Congratulations on your new role, and best of luck for the future!
Career development
8 things to set your career up for success next year
The new career path
8 tips to ease new job nerves
How to ensure success in a newly created role
Quiet quitting more than just a trend
Mental health & wellbeing at work
How to adapt to change at work
Hays Learning
With free access to hundreds of courses, develop the skills you need to future proof your career.