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

Deciding to resign is a big step; whether you’re moving on to a new opportunity, taking a career break, retiring, or simply ready for a change. Whatever the reason, how you resign matters.

You might be tempted 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 sets the tone for a respectful and considered transition.

Your resignation letter is more than just a formal notice. It’s an opportunity to leave on good terms, express appreciation, and reinforce 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 walk you through how to write an effective resignation letter.

1. Write a professional opening paragraph 

Resignation letters can be tricky to write. You want to be clear and honest, while maintaining professionalism without sounding overly formal.

Your first paragraph should clearly state that you are resigning from your role, along with your intended last working day. Keep the language confident and measured, so your message is clear while remaining respectful of the relationship you’ve built with your employer.

As you’re likely to discuss your resignation directly with your manager, there’s no need to go into too much detail in the letter itself. A thoughtful resignation letter should be concise, professional, and focused on clarity rather than explanation.

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 often a thoughtful touch to include a brief reason for leaving in your resignation letter. You don’t need to share every detail, a simple explanation can help your employer understand your decision and keep the tone of the conversation positive.

When sharing your reason, aim to keep it neutral or upbeat. If you’re retiring, you can say so plainly. If you’ve accepted another role, mentioning that is usually enough. These explanations give context without sounding negative or overly personal.

Ultimately, the goal is to leave on good terms. Offering a clear and honest reason demonstrates professionalism and respect, and can help preserve positive relationships with your employer and colleagues - something that can always be valuable down the line.

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4. Clarify your intention to help with training

It’s a good idea to mention your willingness to help with the handover in your resignation letter. Letting your employer know you’re happy to train a replacement or wrap up your responsibilities shows you’re mindful of your team and committed to a smooth transition. Even if this feels implied, putting it in writing helps set clear expectations.

You may have already started preparing for your departure, but outlining your plan in the letter helps steer the conversation around your notice period. It gives your manager clarity on how you’ll manage handover tasks and support the team before you leave.

Being upfront about this also reflects professionalism and accountability. It reassures your employer that you care about leaving things in good shape, which can go a long way in maintaining positive relationships after you move on.

5. Thank your employers for the experience

This isn’t the place to air frustrations or list everything that didn’t work during your time in the role. Instead, focus on the positive aspects of your experience.

You might briefly mention areas where you grew, opportunities you were given, or positive experiences working with colleagues. Ending on a gracious note helps keep the relationship intact, which can be especially important if you ever need a reference down the line.

If your experience was more challenging, it’s perfectly fine to keep it simple. A brief line such as, “Thank you for the opportunity at Company XYZ,” is professional, respectful, and says enough without opening the door to negativity.

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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