Learn what a professional resignation letter is, the components of an effective resignation letter, and templates for every job situation.
Table of ContentsSo, you’ve decided to move on to a new job and now have to tell your current employer. Read our comprehensive guide to how to say “I quit” with a professional and polite letter of resignation, including sample resignation letters you can use, whatever your position is within the company.
A professional resignation letter is an official document that an employee sends to management, the human resources department (HR), and their boss to provide formal notification about quitting a job. Generally, the letter is sent after a meeting with a supervisor or manager in which the employee resigns and discusses the fact they’re leaving and a transition plan. However, it can also be sent in lieu of a meeting to announce a resignation.
It can be challenging to deliver bad news. Learn skills and steps with Managing Up: What to do When Your Boss is in a Bad Mood.
A professional letter of resignation includes three components: your departure details, gratitude for the experience, and remarks about the transition process. In the United States, managers typically give 4-6 weeks’ notice as a professional courtesy, while two weeks’ notice is standard for other employees. This can vary in other countries, so it’s best to research before deciding when to resign.
Let’s dive into the steps of a professional resignation letter! And, of course, you can copy and paste our template below.
The letter should start with a greeting using the manager’s name followed by a simple paragraph about when your last day will be and any relevant details. Providing a notice letter ensures you and the company are on the same page.
Here are some sample phrases to consider:
If possible, you want to express gratitude. Skip this step if it has not been a good relationship. Between the time you give notice and your last day, you want to try to leave on good terms with the employer and your colleagues. It’s always a good idea to leave on a high note, regardless of your deeper feelings about the company. Don’t say anything negative.
In your letter, it’s appropriate to add a paragraph remarking on the positive experiences you have had, the skills you developed, or the growth opportunities.
Here are a few examples:
Acknowledge the impact your vacancy may have on the company, and they will appreciate your offer of support.
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Finding a new job and leaving an existing one can be arduous and challenging. But don’t throw away the good work you’ve done by making these mistakes.
Do:
Enjoy some of the funniest movie-quitting scenes to see what not to do!
Don’t:
Set yourself up for success with a job happiness plan in your new position by reading Be Happy at Work: 10 Science-Baked Ways You Can Be Happier.
Subject line: Resignation Letter—[Your name] [Position]
Dear [recipient’s name],
After much deliberation, I have decided to leave [company]. Please accept this letter as my formal resignation as of [effective date].
I have really enjoyed working with you over the past [# of years] at [company]. I would like to thank you for believing in me, providing growth opportunities, and sharing your deep knowledge of the industry. I am a better human and employee because of my relationship with you.
I understand that transitions are challenging, and my goal is to help set the team and my replacement up for success. Please reach out about how I can best support these efforts.
[Your name]
Subject line: Resignation Letter—[Your name] [Position]
Dear [recipient’s name],
I am writing to notify [company name] of my resignation from the position of [job title]. I am providing two weeks’ notice, and my last day will be [date].
Thank you for the time and opportunity to work at [company name]. I learned a lot about myself and my preferred work environment through this experience.
Please let me know how I can support a smooth transition.
[Your name]
Subject line: Resignation Letter—[Your name] [Position]
Dear [recipient’s name],
I am writing to inform you of my decision to resign from the position of [job title] with [company name]. I am providing two weeks’ notice, and my last day will be [date].
This was not an easy decision to make because I sincerely enjoyed working with the [specific team/group] at [company name]. They are collaborative, helpful, and fun, making coming to the office truly enjoyable. I particularly appreciated the support they offered when [describe a situation]. I also value the training and knowledge I gained over the past [years].
I want to help with the transition, including training other team members and wrapping up my projects. If I can be of any further assistance during this time, please let me know.
[Your name]
Subject line: [Your name]—Resignation
Dear [recipient’s name],
I am writing to give you my formal notice that I am resigning from [company]. I understand that transitioning a new person to the role of [job title] will take some time, and I would like to provide as much notice as possible.
During my [# of years] at [company], I have enjoyed [insert a few key projects]. Thank you for all your guidance and support during my employment.
Please let me know if you’d like to discuss the projects in my workload. I am happy to support the transition in any way I can.
[Your Name]
Subject line: Resignation Letter—[Your name] [Position]
Dear [recipient’s name],
I am writing to inform you that I am resigning from [company] effective [date], and this is my [number] weeks’ notice.
[Company name] has given me valuable skills and opportunities, and I’m grateful I had the opportunity to work with this team in this environment. The culture [company name] offers is truly unique and inspiring, and I’d love to stay in touch about future job opportunities.
Finally, I recognize that transition can be disruptive. Please know you have my support in making the transition as seamless as possible.
[Your name]
Subject line: Resignation Letter—[Your name] [Position]
Dear [recipient’s name],
I am writing to formally notify you of my resignation from the position of [job title] with [company name]. In accordance with my contract, my final day will be [date].
I want to thank the team at [company] for the opportunities I have been afforded. During my [years] of service, I have appreciated the client-centered approach and the commitment to producing excellent work.
I am fully committed to providing assistance to facilitate a smooth transition between now and [end date].
[Your name]
Subject line: Resignation Letter—[Your name] [Position]
Dear [recipient’s name],
It is with mixed feelings that I am writing to formally give my resignation from [company] as [position].
I have spent the majority of my career with [company], and it’s been quite a journey. I’ve thoroughly enjoyed coming to work to solve real problems with this incredible team. Our team and our commitment to purposeful work have made this feel more like a passion project.
We’ve been through our challenges, but I never questioned the integrity of our leaders or the careful thought process that drove each decision. I always knew that the health and success of our customers were at the forefront.
I want to thank everyone for the memories and opportunities I have enjoyed. Some of the highlights include: [list several experiences].
The fond memories of our time together will follow me into my retirement as I [insert future activities]. Until then, I am fully committed to assisting in the hiring of and transition to a new [position].
[Your name]
Good to Know:
A retirement letter is slightly different from a typical resignation for several reasons. Depending on the company policy and the position held, the organization may request a longer notice. Some retirements also include a provision for overlap and training with the new employee.
Second, it’s often true the retiree has spent a fair amount of time in the organization, and the company is happy to celebrate the accomplishments and contributions over that time.
Third, people who have been with companies for a long time have developed close relationships with coworkers who may be considered family. It makes sense to let colleagues know more about the plans for the future.
