A resignation letter helps you set the stage for a smooth transition out of your current job. While it’s possible to quit a job without one, a resignation letter is often the proper way to document your departure. And if you’ve already given notice in person, your letter can still clarify and guide the overall exit process.

Below, you’ll find a suggested outline, examples for different scenarios, and tips on writing a resignation letter that works for you.

Writing a Resignation Letter

Keep it professional

Quitting a job can be contentious. In toxic workplaces, for example, employees may have strong feelings about leaving. But your resignation letter is not the time to air grievances. You may have some thoughts to share with your employer, but anything negative or critical should be handled in a face-to-face manner, like in an exit interview.

Be succinct

In the first few words, the reader should know that you’re resigning. Keep your letter short and to the point.

Be sincere

Unless you’re leaving on bad terms, share your genuine thanks for the time you’ve worked at the company. This can result in an easier transition and help lay the groundwork for future networking or referral opportunities.

Resignation Letter Outline

Organize your letter in six sections:

1. Header and salutation

Present this information the same way you would a cover letter. You may not need to include all contact details if your recipient is someone you’ve worked with closely and know well. But when in doubt, include the full header for a more professional look.

Example:


Jacob Hunter
Detroit, MI 12345 | (123) 456-7890 | [email protected]

Jan. 9, 2024

Shelly Gathers
Director | TSZ Corporation
123 W 15th Street
Detroit, MI 12345

Dear Shelly,

2. Sentence stating your choice to resign

For many people, this part is the trickiest to write. Rather than overthinking, announce your decision simply and directly.

Example:


I am writing to notify you of my resignation from the role of finance manager at TSZ Corp.

3. Clear end date

If you’re unsure when that will be, choose one at least two weeks away with the understanding that you and your manager may negotiate or change it later on.

While most workplaces in the U.S. are at will, in some cases, you may be bound by a contract outlining rules or a timeline for your exit. If this applies to you, consider citing those rules and clauses so your manager and human resources team know you’re on the same page.

Example:


Per my contract, my last day will be one month from today (Feb. 9).

4. Any plans or ideas you have for supporting the transition

Show your professionalism by indicating you plan to apply yourself down to your last day on the job. You can offer to help interview potential successors, gather your institutional knowledge, or write training documents for other staff members. If you’re willing to work after your end date in a contractor capacity, feel free to mention this as well.

Example:


Over the next two weeks, I will be available in whatever way necessary to help streamline this transition. I am happy to train team members, document my duties, or address any other tasks in closing out my time with the company.

5. Expressions of goodwill and thanks

Whether you’re resigning on good terms, bad terms, or somewhere in between, keep your letter honest yet upbeat and professional. The more negative your experience at a company, the shorter your letter should be. This is a time to follow the old advice, “If you don’t have anything nice to say, don’t say anything at all.”

Here’s how to strike that professional tone in three scenarios:

Good experience

If you’ve had a great time working for your manager and company, simply tell them so and thank them for the opportunity.

Example:


I greatly enjoyed my time at TSZ and will certainly miss my colleagues. It’s been a pleasure working for you, and I hope we can stay in touch. Thank you very much for all your guidance and support.

Mixed experience

Maybe you liked the company in general but didn’t like your role or decided it wasn’t a good fit. Or perhaps the company was disorganized or mismanaged somehow, but you don’t attribute that to any bad faith on the leadership’s part. You can still thank them for the opportunity and express your best wishes going forward.

Example:


I appreciate being given the opportunity to work for TSZ. Best wishes to you and the entire finance team for a successful future.

Bad experience

Even if your time at the company has been unpleasant, you’ve likely learned something from it. In these cases, focus on what you’ve learned and how you plan on applying that knowledge in the future.

Example:


I’ve learned a great deal during my time here, and I look forward to applying that knowledge in my next career stage.

6. Closing and signature

Use “Sincerely,” “Best regards,” or a similar formal phrase to end your letter.

Example:


Best wishes to you and the entire TSZ finance team.

Sincerely,

Jacob Hunter

Resignation Letter Examples

  • Example 1
  • Example 2
  • Example 3

Jacob Hunter
Detroit, MI 12345 | (123) 456-7890 | [email protected]

Jan. 9, 2024

Shelly Gathers
Director | TSZ Corporation
123 W 15th Street
Detroit, MI 12345

Dear Shelly,

I’ve decided to resign from my position as a finance manager with TSZ Corp. My last day will be Jan. 23, two weeks from today. I recently accepted a new position as director of finance at AHW Inc.

Over the next two weeks, I will be available in whatever way necessary to streamline this transition. I am happy to train team members, document my duties, or address any other tasks in closing out my time with the company.

I’ve greatly enjoyed working at TSZ and will miss my colleagues. I have learned a great deal here, and I plan to apply that knowledge in the next phase of my career. Best wishes to you and the entire TSZ finance team.

Sincerely,

Jacob Hunter

Ken Masters
New York, NY 12345 | (123) 456-7890 | [email protected]

Jan. 9, 2024

Dear Mina,

I am writing to notify you of my resignation from the role of finance manager at TSZ Corp. I have accepted a position at AHW Inc. as their new director of finance, a role outside the scope of my non-compete clause.

Per my contract, my last day will be one month from today (Feb. 9). Before then, I will return all company equipment and surrender my account passwords. I will also move my accounts to Sarah Johnson, as she is most familiar with those clients.

Over the next month, I will be available to help streamline this transition. Please let me know if you need me to take any additional measures before my departure.

I hope we can stay in touch going forward. Best wishes to you and the entire TSZ finance team for a successful future.

Sincerely,

Ken Masters

Leila King
Boston, MA 12345 | (123) 456-7890 | [email protected]

Jan. 9, 2024

Diane Frasier
Manager | TSZ Corporation
123 Convoy Street
Boston, MA 12345

Dear Diane,

Please accept this letter as formal notice of my resignation from the finance manager role at TSZ Corp. My last day in this role will be Jan. 23, two weeks from today.

Working at TSZ has been a pleasure, and I will miss my colleagues. With the birth of my second daughter, I have decided to take a long-term leave of absence from the workforce.

Over the next two weeks, I will be available in whatever way necessary to assist the transition. I would be happy to train team members, formally document my duties, or carry out any other tasks you need me to address. Should two weeks not be enough to finalize this change, I am available on a contract basis for the first four weeks following my departure.

Best wishes to you and the entire TSZ leadership team.

Sincerely,

Leila King

Resignation Letter FAQs

Is it OK to give details on the new job I’ve accepted?-

In most cases, yes. Adding brief details on your next job can help you maintain goodwill with your current manager and company. It’s a sign that you’re moving toward a great opportunity elsewhere, not necessarily away from a bad situation where you are. That said, use your discretion based on the circumstances of your departure and understand you’re not obligated to share information about your new employer.

What about personal reasons for leaving? -

You may have chosen to resign due to new factors or priorities in your personal life, such as travel or starting a family. If you’re comfortable sharing that information, feel free to do so. Similar to details on a new job, personal reasons can help set a more positive or neutral tone for your choice to leave the company. Again, you’re under no obligation to share this information, but you can if you’d like to.

Who do I turn in my resignation letter to?-

Often, you’ll be expected to provide your letter to both your direct manager and the HR team. When in doubt, check your employee handbook for specific instructions.

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Jacob Meade

Certified Professional Resume Writer (CPRW, ACRW)

Jacob Meade is a resume writer and editor with nearly a decade of experience. His writing method centers on understanding and then expressing each person’s unique work history and strengths toward their career goal. Jacob has enjoyed working with jobseekers of all ages and career levels, finding that a clear and focused resume can help people from any walk of life. He is an Academy Certified Resume Writer (ACRW) with the Resume Writing Academy, and a Certified Professional Resume Writer (CPRW) with the Professional Association of Resume Writers & Career Coaches.