How to write a resignation letter in 6 steps (with sample)

Congratulations on your new role! Now comes an important next step: resigning from your current position.

You might want to make a dramatic exit, but choosing to resign professionally helps you leave a positive impression. Rather than an impulsive “I quit!”, a well-written resignation letter ensures a respectful and thoughtful transition.

Your resignation letter is more than just a formal notice. It’s a chance to leave on good terms, show appreciation, and strengthen the professional relationships you’ve built. Even if you’re eager to move on, how you resign can leave a lasting impression.

This guide will show you how to write a respectful resignation letter that leaves a good impression.

1. Write a professional opening paragraph 

A resignation letter is often tricky to write. You want to be direct and honest,  yet maintain your professionalism without being too formal.

Your first paragraph should state that you are handing in your resignation, effective the day of your resignation meeting. Be crystal clear and confident in your intent.  You don’t want your boss to think there is room for negotiation.

Since you'll also talk about your resignation with your manager, there's no need to include too much detail in the letter. Your resignation letter should be concise and straightforward.

2. Give proper notice

Let your employer know that you will work your notice period and your last day of work. If you have the option to work out your notice period, do it. It will allow you to finalise tasks in your last week of work before you leave.

Most employees in the UK give one month’s notice, but it can be shorter or longer depending on the contract or time worked. Employers often expect at least one week’s notice for each year worked, up to a maximum of 12 weeks. 

In the US, many employees give two weeks’ notice as a polite way to quit, but the law does not require it. Notice periods in the US can vary widely depending on the industry, role, and company policy. 

If you’re in a senior role or wrapping up a big project, you might need to give more notice. Make sure you give adequate notice.

Where possible, ensure your company has enough time to hire and train your replacement. But remember, you don’t have to stay beyond your standard notice, especially if it could affect your new job.

3. Provide your reason for leaving

It’s a kind gesture to include your reason for leaving in your resignation letter. You don’t have to share every detail, but giving a brief explanation helps your employer understand your decision. This small step shows respect and can make the conversation smoother.

Try to keep your reason positive. If you’re retiring, say so clearly. If you’ve accepted a new job, mention that as well. These reasons help explain your choice without sounding negative or critical.

Remember, your goal is to leave on good terms. By sharing a simple, honest reason, you show professionalism and respect. This can help you maintain a good relationship with your employer and colleagues, which might be useful in the future.

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4. Clarify your intention to help with training

Make sure to say that you’re willing to help train your replacement and hand over all your work on time. This shows that you want to make the transition as smooth as possible for your team and employer. Even if it seems obvious, putting it in your resignation letter makes your intentions clear.

You might have already begun finishing your tasks before resigning. However, explaining your plan in the letter helps guide the conversation about your notice period. It lets your boss know exactly how you will wrap things up and support the team during this time.

Being clear about your plan also shows professionalism and responsibility. It reassures your employer that you care about your work and want to leave things in good shape. This can help keep your relationship positive after you leave.

5. Thank your employers for the experience

Avoid saying all the negative things you have been holding back. This is not the time or the place. Instead, focus on the positives you have had in your role.

Outline areas where you grew, opportunities you had, or overall great experiences with co-workers. It's beneficial to leave on a positive note in case you need a reference in the future. 

If your experience was negative, just say, “Thank you for the opportunity at Company XYZ.” 

6. Wrap it up professionally

If you want to stay in touch with your boss or team, say so in your resignation letter and include your contact information. Include your personal contact number and email address if you want these details passed on. Another option is to connect on a social media platform like LinkedIn.

End your resignation letter with “Warmly,” “Kind Regards,” or something similar just before you write your name. “Sincerely” makes your letter too formal, while the others are warm but professional.

Sample resignation letter

The example below is an excellent place to start when writing your resignation letter. However, make sure to tailor it to your circumstances.

Dear [Manager/Boss’ name]

Please accept this letter as resignation from [your position] effective [today’s date]. I am giving my [length of time] notice per our company standards. My last day will be [Day, Date. Year].

I will finish all my current work and hand over ongoing projects to my assigned co-workers. Should we find a replacement for my position, I am happy to get them trained and up to speed before my last day. I will gladly assist in this transition in any way possible.

Working with you and the team for the last [period of time worked] at [Company name] has been a pleasure. This has been an incredible opportunity to grow my career. I will always appreciate [two or three things that you helped with or accomplished in your time there].

Thank you for the opportunity and support. I wish you and the team the best and hope we can keep in touch.

Kind regards
[Signature] [Your name] [Telephone number and Email address]

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