How to Write a Resignation Letter (With Examples) – Zippia

Photo of author
Written By pbcoreresources

Lorem ipsum dolor sit amet consectetur pulvinar ligula augue quis venenatis. 

So, you have made the decision to leave your current job. Maybe you are happy that you have found a new and profitable position somewhere. Maybe you feel it’s time to go back to school to find a better job. Or maybe you just decided that your current job is unbearable so you will stop now and think about everything else later.

Whatever your reason for resigning, you are advised to write a resignation letter. But what should this look like?


  • When writing a resignation letter, be sure to include your name and location, your reason for resigning, and your end date of your position.

  • You should talk to your supervisor or boss before submitting your resignation letter.

  • You can also include your own withdrawal options but that is optional.

  • Make sure you don’t say anything wrong in your letter and keep it brief.

How to Write a Resignation Letter (With Examples)

How to Choose Your Resignation Letter

We know that every job is unique, but when it comes to writing a good resignation letter, the format you want is the best. If you include any of the following areas, you’ll be better off saying goodbye to your old company:

  1. Your name and location. It sounds obvious, but you should start your letter with this information. Even at a small company, it’s important to state all of these things clearly, because this document will be in your employment file as your termination.

  2. Your intention to resign is the last day. You cannot write a resignation letter without making it clear that you are leaving. Don’t be rude or paranoid here. Your boss’s first question will be “when are you leaving,” so get that information up front and center.

  3. Show appreciation. This can be tough if you hate your job, but remember that this isn’t the place for more solutions. No matter how it worked out, you should be thankful that the company gave you a chance.

    If you had a great experience, briefly mention what you enjoyed. Or if the company helped you grow in some way and affected you in your career, bring that up. Everyone likes to be complimented, and you may need an explanation from these people one day.

  4. Provide support for change. This can be to help you train on your behalf or simply to complete your work in a way that keeps your team running as smoothly as possible.

    Don’t feel the need to go into detail here; you can get real on your own and/or with your team. Also, don’t promise anything you know you can’t keep.

  5. Provide information. In all but the most difficult work situations, you should let your company know as soon as possible how they can help you.

  6. Resignation letter options.

    • The reason for leaving. You don’t need to explain too much here – just saying that you’ve “been offered a new role” or that you’re moving for family reasons, or that you’re furthering your education is fine. If you are going to put this together, set it right, and think about why you are excited about the future and not about your stories and current work.

    • Show your work. You can include a summary of your ongoing projects along with your contributions to help with the transition. This is especially useful if your role involves a lot of collaboration with multiple departments.

    • Ask them to recommend you. This is as good a place as any to ask for a letter of recommendation from your manager if you need one.

Resignation Letter Sample

Beloved [Recipient],

Please accept this letter as official notice of my resignation as [job title] to [company name] effective [date of final workday].

I want to thank you for the opportunity to do such work [adjective] and [adjective] this company already [# of years experience] years work here. It has been a pleasure to develop personal and professional relationships with a [name of department] the team is [company name] everything. I wanted to thank you and the whole team for helping me grow myself. I really appreciate it [example of moment/aspect of the job you really enjoyed].

I would like to contribute to the smooth transition of [company name] in providing assistance [whatever you’re willing to help with]. I want to finish my work [project name] and [project name #2] and leave detailed notes on any ongoing projects.

I know that [company name] They will continue to do great things and I wish them all the best in the future. Thanks again for the opportunity to work at such a great place. Feel free to contact me anytime [email address] or [phone number].


[Your name]

Elsa Johnson

January 1, 2020

Mrs. Karen Young
The leader
Opinions of the company Fanfare Corporation
568 Park Lane
Townville, OH 98765

Dear Ms. Young,

Please accept this letter as notice to inform you that I have resigned from my position as a software developer for Fanfare Corporation effective February 14, 2020.

I would like to thank you for the opportunity to work for a supportive and friendly company over the past five years. It has been a pleasure to build personal and professional relationships with my team at Fanfare Corporation, and I feel that the company has done a lot to help me grow personally.

I hope I can make this transition as easy as possible at Fanfare Corporation by volunteering to help train my successor. I plan to finish all my work and leave detailed notes on ongoing projects to help my team continue after I leave. I know that Fanfare Corporation will continue the high level that I have enjoyed during my time here.

Thank you again for all the opportunities you have given me. I wish you and the company all the best in the future. You can contact me anytime at or call 555-123-4567.


Elsa Johnson

Resignation Letter Tips

  1. Time your letter appropriately. Two weeks’ notice is a good rule of thumb. Make sure you state that the date you want to pick up is at least two weeks after you send the resignation letter.

    That being said, a resignation letter should not be your only way of informing a company that you are leaving. If you have an employment contract that has provisions for termination of employment, follow that. In most cases, you will want to have a face-to-face conversation with your employer before handing in your resignation letter.

    Like the letter, you need to have a good tone in this meeting, keeping your intention to leave and your reasons for leaving short and simple. This is also a good place to ask for records or find out what is going on with your benefits, final pay, unused vacation/sick days, and your 401k.

  2. Have a good time. It is important to remember that your resignation letter will be part of your employment file, which can be viewed by potential employers. Always be polite and professional, so that you come across as a good employee, from start to finish.

    You don’t need anything to be polite, so the potential benefits are worth it.

  3. Keep it short. There is no need to explain in detail the above mentioned parameters. Ideally, each section should only take one or two sentences to deliver.

  4. Prepare for immediate departure. Although it is best to give two weeks’ notice, be prepared that your employer may terminate you immediately. Take whatever steps you think are necessary if this should happen.

What Not to Include in a Resignation Letter

  • Anything bad.Just because your boss was a buffoon and your co-workers were ignorant, doesn’t mean it’s a good idea to write your resignation letter to them.

    Again, this is your goodbye and you can share it with future employers, who may wonder if hiring a bad grump is a good idea. Plus, you may need to explain from these people one day, so don’t go burning any bridges.

    This includes saying anything negative about the company as a whole, or its poor performance. Even mentioning that you are moving to a company that works very well is not very professional in this regard.

  • Don’t be unreasonable. Be clear about the date you will be leaving – don’t leave it open to discussion.

  • Payment complaints. If you’ve tried to take advantage of another job with a higher salary than you are now and it didn’t work, great luck – don’t bring it up. And if you’ve never tried to negotiate a higher salary, then bringing it up when you walk in the door is not the best way to go about it.

  • Fluff. As mentioned above, you want this letter to be short and to the point: state the facts and thank you a little, but don’t go overboard praising your manager, talking about your new job, and the reasons for leaving, or giving updates on any projects in your career.

    The letter is not the only way to communicate with your manager, so save all of those materials to discuss with the right people.

  • Mistakes. It goes without saying that you want your final proposal to be flawless, so proofread your letter carefully to make sure there are no typos or grammatical errors.

Resignation Letter FAQ

  1. Should I write a resignation letter?

    Technically, no – the United States has an “at-will” employment system, meaning that you or your employer can terminate the relationship at any time, for almost any reason (barring discrimination or other illegal practices).

    That being said, failing to send a resignation letter can make you look good as a professional, just as it can show that the company is firing people randomly and without reason. Also, be aware that some company policies may require a valid resignation letter.

  2. How does a resignation letter differ from a two-week notice letter?

    There is no significant difference between a resignation letter and a two-week notice letter. A two-week notice letter is a resignation letter that is given two weeks before the last day of employment. Two weeks is the standard for people to quit smoking, so try to stick to the habit or give more if possible.

  3. Should I include my reasons for leaving?

    In most cases, no, do not include a reason for leaving. It’s unnecessary information, and it can hurt you, not help you at all. In addition, you can better discuss the reasons for your exit or when discussing with your colleagues.

  4. Should I submit my resignation letter before or after talking to my employer?

    We recommend that you talk to your boss in advance or arrange a meeting where you tell your boss and hand in your resignation letter at the same time.

    Above all, make sure your boss is the first person at your workplace to hear the news – you don’t want to hear about your decision to quit so you reach them through gossip instead of official channels.

Don’t miss an opportunity that is right for you.