8 Effective Resignation Letter Templates

A clear, concise and respectful resignation letter ends your employment well. It clarifies your departure details and preserves your professional relationship, setting a positive tone for future interactions.

In this article, you’ll learn how to write a successful resignation letter, including what to avoid. We’ll also share some examples for inspiration.

What is the typical structure of a resignation letter?

At the start of the letter, list the date, your full name, address, email address and phone number.

After that, add your employer’s name (including a salutation like “Dear Mr [surname]”, “Dear Mrs [surname]” or “To whom it may concern”). Follow with a clear statement of resignation, your notice period and your last day of work.

In the middle of the letter, outline your reason for leaving and express gratitude for your career opportunities with your current employer. Depending on the circumstances, these elements are optional (more on that later).

At the end of the letter, wrap things up with a polite closing statement and sign off with your full name.

Here’s an example of how this structure looks in a letter format:

How do I write a good resignation letter?

Resigning is a personal experience, meaning the ideal resignation letter looks different to everyone. Your role, the working environment and reason for leaving can all impact how you write your formal resignation letter.

However, there are some best practices you can use to write a clear resignation letter.

Review your contract to verify the notice period

Review your employment contract to confirm your notice period so you can add your last working day to your resignation letter. For example, are you required to offer two weeks’ notice?

When managers and colleagues know your last working day, they can take the appropriate measures to ensure a smooth transition, such as arranging a handover or hiring your replacement.

Sometimes, you may leave before your agreed notice period. For example, if a new employer wants you to start before the end of your notice. You’ll need to address this in the letter, saying something like:

“I request an earlier last working day of [proposed date] due to [reason]. I’m happy to assist in ensuring a smooth transition.”

Keep in mind that early departures need your employer’s agreement. If they’re unable to let you leave early, you may have to adjust your plans.

Keep it clear and concise

A clear and concise letter ensures your intentions are clear, leaving no room for ambiguity or misunderstanding.

Say you write the following:

This letter doesn’t state that you’re resigning, so the manager receiving it will need further clarification.

Conversely, providing too much detail can be overwhelming for managers. Writing multiple paragraphs about your experience at the company, your reasons for departing and your hopes for the future makes it hard for managers to identify information, such as when you’re leaving.

Generally, keep the letter a single letter-sized page. Use simple language and short sentences, following the structure listed at the start of this article to cover all the points.

Avoid negativity

Even if you’re leaving due to dissatisfaction, keep the tone neutral or positive. For example, instead of saying, “I was unhappy with the lack of opportunities”, reframe it as “I’m pursuing opportunities that align more with my career aspirations”.

Negative comments about the company, management or colleagues could harm your prospects. Remaining neutral opens the door to future references within the same network.

Express gratitude

To end your working relationship positively, you may want to acknowledge things you liked about working at the company.

Here’s an example: “I’m grateful for the opportunities I’ve had at [company name], especially the chance to lead [specific project] and develop [specific skills].”

Thank the people at the company who helped you grow and develop in your position, from career opportunities to learning and development (L&D). After all, you’re taking these skills with you into future roles.

Offer to help during the transition

Show your professionalism by offering to assist during the transition period. Leave this open-ended by saying, “Let me know how I can assist during this transition. I’m more than happy to help”, or you can be more specific.

For example, you might outline how you can help with these activities:

Offering support builds a good relationship with the company before leaving.

Submit the letter to the right person

Sending your resignation letter to the correct person (or people) is essential for several reasons.

The first is to help manage staff resignations. The right person must store your resignation letter for the company’s official records. Doing so ensures the company processes your departure in line with company policies, such as submitting your final pay, handling benefits and scheduling exit interviews.

The second is to avoid future issues. If you send the letter to the wrong person, it could delay processing your resignation, affecting payroll, your final day or your exit process.

Who you send your resignation to varies from company to company, but it tends to be either a human resources (HR) manager, your direct line manager or both. Your contract should confirm who to send it to, or you can contact HR for clarification.

5 standard resignation letter templates

Use these resignation letter templates as a guide and starting point for your resignation letter. Customize them to your specific situation.

1. Simple resignation letter template

The simple resignation letter template is ideal if you want a no-fuss resignation. It’s straightforward and doesn’t provide extra information.

It’s also helpful if you’ve only briefly been with the company and don’t have a rapport with your manager. In this case, a simple letter will suffice.

2. Resignation letter template prioritizing relationships

With this template, you leave the company on good terms to preserve relationships. These positive relationships will put you in good stead if you need a reference in the future or want to return to the company in another position.

3. Resignation letter template due to a toxic workplace

Even if the workplace has been challenging, don’t burn bridges. You never know what opportunities will come your way, and you may need a reference or advice from someone at this workplace.

Use this template to explain your reason for leaving without offending or upsetting the recipient:

4. Resignation letter template for a better opportunity

You’ve found a new job offering a better career opportunity. Use this template to explain this to your employer in a respectful way.

Remember: you don’t have to explain your reason for leaving. However, this template provides context around your decision if you want to share it.

5. Urgent resignation letter template without giving notice

Urgent circumstances can arise without warning. For example, traveling to a different city to care for a sick family member. In this situation, you may be unable to work your standard notice period.

Use this template to ask employers to waive your notice period, explaining your urgent circumstances.

3 role-specific resignation letter examples

These templates reflect the level of responsibility and tone appropriate for each type of role: entry-level, mid-level or senior positions.

Here’s a quick rundown of how these types of roles influence the content of a resignation letter:

Let’s look at some sample resignation letters to see them in action.

1. Entry-l​​evel employee resignation template

Entry-level employees get to the first step on the career ladder because an employer takes a chance on them. As a result, entry-level resignations often thank employers for hiring them despite their limited experience.

Look at this resignation template as an example:

2. Mid-level professional resignation template

Most mid-level employees resigning from their positions are moving to a new company to perform a similar or more advanced role. As a result, these letters often strike a balance between appreciation for the past and excitement for the future. Here’s an example:

3. Senior executive resignation template

Senior executives are writing to board members and C-suite employees. Their resignation letters express pride in the company’s accomplishments and a commitment to facilitating a smooth transition.

Look at this professional resignation letter template as an example:

Final thoughts

Handing in your formal notice can be challenging, awkward and difficult, especially if your managers and colleagues don’t see it coming.

When done well, a compelling letter can positively end your professional relationship. Follow best practices and use these templates to provide a clear, concise and respectful resignation letter.

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