How to Write a Resignation Letter (With a Template You Can Copy)

Tell Your Manager First

The letter is the formal record, not the announcement. Tell your manager in person — or on a video call if you work remotely — before the letter arrives. Nobody wants to learn that a team member is leaving from a document, and a face-to-face conversation keeps the relationship intact.

Keep that conversation short and warm. Say you have decided to move on, say when your last day will be, and thank them. You do not owe a long explanation, and this is not the moment for a list of complaints. If they ask why, a simple honest line is enough: a new opportunity, a change of direction, or a role that fits better.

Once you have spoken, send the letter the same day. That way the formal record matches what you said, and HR can start the leaving process without delay.

What the Letter Must Include

A good resignation letter is short — usually under 200 words — and it covers four things. First, a clear statement that you are resigning from your role. Second, your last working day, calculated from your notice period. Third, a line of thanks. Fourth, an offer to help with the handover.

Your last day is the most important detail, so get it right. Check your contract for your notice period — commonly one month, sometimes two weeks or three months — and count from the day you hand in the letter, not from the day you decided to leave. If you are unsure, ask HR before you write the letter, so the date in it is correct.

Include your name, the date, and who the letter is addressed to. If you work in a large organisation, address it to your manager with a copy to HR. Keep a copy for yourself, and send it by email so there is a timestamped record.

A Template You Can Copy

Here is a letter that works for almost any job. Fill in the brackets and send it as it is — there is no need to make it longer or cleverer.

Dear [manager's name], I am writing to resign from my position as [job title], effective [last working day, e.g. 30 November 2026], in line with my notice period of [one month]. Thank you for the opportunities and support during my time here. I have learned a great deal, and I am grateful for the experience. I am happy to help with the handover over the coming weeks, including handing over my current projects and briefing whoever takes them on. Please let me know how I can best support the transition. Kind regards, [your name].

That is the whole letter. If you want, add one line about what you enjoyed — a project, a team, a skill you gained — but keep it genuine. A specific thank-you reads far better than a long paragraph of general praise.

Your Notice Period

Your notice period is in your employment contract, and it is binding. Common lengths are two weeks for short-service roles, one month for most jobs, and three months for senior roles. During notice you are still an employee: you are paid as normal, you keep your benefits, and you are expected to work unless your employer says otherwise.

Some employers will ask you to leave earlier, or put you on garden leave — paid time at home while your notice runs. That is their choice, not yours, and it does not change your leaving date or your pay. If they ask you to leave early, confirm in writing what your final pay date will be and what happens to any unused holiday.

Using holiday during your notice period is usually allowed if your manager agrees, but it shortens your handover time, so agree it openly rather than booking it without discussion. And do not assume you can skip notice altogether — leaving without working it can cost you pay and a reference.

What to Leave Out

Leave out complaints. The resignation letter goes on your file, and it may be read by people who were not part of any dispute. A letter that criticises the company, a manager, or colleagues does you no good and can follow you — future employers sometimes ask to see it, and a bitter letter is a poor advert.

Leave out your reasons if they are negative. You do not have to explain why you are leaving at all. “I have decided to move on” is a complete reason. If you have feedback worth giving, save it for the exit interview, where it is expected and where it can be heard properly.

Leave out any hint that you might stay for a better offer. A resignation letter that reads like a negotiation tactic puts your manager in an awkward position and damages trust. If you want a counter-offer discussion, have it before you resign, not through the letter.

After You Send It

Once the letter is sent, focus on the handover. Write down what you are working on, where the files are, who the contacts are, and what is unfinished. A clear handover note takes an hour to write and is the single best thing you can do for your reputation on the way out.

Return company equipment, keys, and access cards before your last day, and make sure your personal files are removed from work devices. If you have personal contacts you want to keep, exchange details now — once your work email is switched off, reaching old colleagues gets harder.

At the exit interview, be honest but fair. Say what worked and what did not, without naming and blaming individuals. And ask about your reference before you leave, so you know who will provide it and what they will say.

Questions People Ask

Do I have to give a reason for resigning?

No. You are not obliged to explain why you are leaving. A simple statement that you are resigning, with your last day, is enough. If you want to give a reason, keep it short and positive.

Can I resign by email?

Yes, and most resignations are sent by email now. The key is to tell your manager in person or on a call first, then send the email the same day so there is a written record. Keep the email as the formal letter, not a chat message.

What if my boss asks me to stay?

Listen to the offer, thank them, and take time to think — do not decide on the spot. A counter-offer can be tempting, but ask yourself why it took a resignation to get it. If the reasons you are leaving are about the role itself, more money rarely fixes them.

Can I change my mind after resigning?

You can ask, but your employer does not have to agree. Once a resignation is accepted, the employer can treat the employment as ending on the date given. If you want to stay, ask quickly, in writing, and be prepared for a no.

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