How to Write a Resignation Letter: Step-by-Step Guide 2025
Writing a resignation letter can feel scary, but it doesn't have to be. A good resignation letter is simple, clear, and respectful. It helps you leave your job on positive terms and keeps the door open for future opportunities.
Many workers think about quitting their jobs. In fact, surveys show that about half of all US workers want to leave their current position. But when it comes time to actually resign, many people rush through their resignation letter or don't put much thought into it.
This is a mistake. Your resignation letter is your chance to end things well with your employer. It shows you're professional and helps maintain good relationships with your boss and coworkers. According to career experts at LHH, leaving on a high note can even keep the door open for a future return, as many employers now value "boomerang employees" who bring prior experience and cultural familiarity.
What Makes a Good Resignation Letter?
The best resignation letters share three key qualities: they're formal, simple, and brief. As noted by Rezi AI career experts, the most effective resignation letters are formal, simple, and concise. You don't need to write pages explaining why you're leaving. A short, clear message works much better.
Here's what every good resignation letter includes:
- A clear statement that you're resigning
- Your last day of work
- A thank you to your employer
- A professional closing
That's it. You can add more details if you want, but these four things are all you really need.
Important tip: Never give your resignation letter to your boss without talking to them first. It's much better to tell your manager face-to-face that you're quitting. Then you can follow up with your written letter.
Simple Resignation Letter Examples
Let's look at some examples of effective resignation letters. These show you exactly what to write in different situations. Professional career services like Michael Page emphasize that writing a clear, polite resignation letter sets the foundation for a positive departure.
Basic Resignation Letter
John Smith
Chicago, Illinois
555-123-4567
johnsmith@email.com
March 15, 2025
ABC Company
Dear Ms. Johnson,
I am writing to tell you that I am resigning from my job as Marketing Assistant at ABC Company. My last day will be March 29, 2025.
I am thankful for the chances to grow and learn during my time here. I appreciate your support and guidance.
Please let me know how I can help make this transition smooth. I wish you and the company success in the future.
Sincerely,
John Smith
Formal Resignation Letter
John Smith
Chicago, Illinois
555-123-4567
johnsmith@email.com
March 15, 2025
ABC Company
Dear Ms. Johnson,
Please accept this letter as my formal notice that I am resigning from my position as Marketing Assistant at ABC Company, effective March 29, 2025.
I appreciate the chance to work at ABC Company for the past two years, and I am grateful for the support of the team.
I am happy to help with training my replacement and making sure everything goes smoothly.
Sincerely,
John Smith
One Month Notice Letter
John Smith
Chicago, Illinois
555-123-4567
johnsmith@email.com
March 15, 2025
ABC Company
Dear Ms. Johnson,
I am writing to announce that I am resigning from my position as Marketing Assistant at ABC Company, effective one month from today, on April 15, 2025.
The experiences and opportunities during my time here have been very valuable. I am grateful for the professional growth and the chance to help ABC Company succeed.
Please let me know how I can best help the team find a replacement and ensure a smooth transition.
Sincerely,
John Smith
When You Need to Leave Quickly
Sometimes you need to resign with very short notice. This isn't ideal, but life happens. If you must leave quickly, be honest about why and apologize for the short notice.
24 Hours Notice Example
John Smith
Chicago, Illinois
555-123-4567
johnsmith@email.com
March 15, 2025
ABC Company
Dear Ms. Johnson,
I am writing to tell you that I am resigning, effective tomorrow, March 16, 2025. Due to unexpected circumstances, I must resign. I sincerely apologize for the short notice.
Thank you for the support and opportunities I have received during my time here. I truly appreciate it and will always be grateful for the experience at ABC Company.
While the timeframe is limited, I am happy to help with the transition in any way I can.
Sincerely,
John Smith
Resignation Letters for Different Reasons
You don't have to explain why you're leaving in your resignation letter. But sometimes it helps to give a brief, general reason. This can help maintain good relationships and provide helpful feedback to your employer.
New Job Opportunity
Dear Ms. Johnson,
Please accept this letter as formal notice of my resignation from my position as Marketing Assistant at ABC Company. My last day will be March 29, 2025.
A new opportunity has come up that aligns with my long-term career goals. This decision was very difficult, as I have truly valued my time here at ABC Company.
I am very grateful for the professional development opportunities I have received, the skills I have learned, and the support of both you and the team. I am especially thankful for the chance to work on the new product launch.
Thank you for your support and understanding. I wish you and the company all the best.
Sincerely,
John Smith
Career Goals Not Aligned
Dear Ms. Johnson,
I am writing to formally tell you of my resignation from my position as Marketing Assistant at ABC Company, effective March 29, 2025.
After careful thought, I have decided that my career goals are not fully aligned with the current direction of the role. While I appreciate the opportunities I have been given at ABC Company, I believe it's time for me to pursue a path that matches my long-term goals more closely.
Please note that this decision was not made lightly. I would be happy to provide more details in an exit interview.
Thank you for your understanding. I wish you and the company continued success.
Sincerely,
John Smith
Retirement
Dear Ms. Johnson,
I am writing to announce my resignation from my position as Marketing Assistant at ABC Company. My last day will be March 29, 2025.
After a rewarding 10 years, I have decided to transition to retirement. I am grateful for the opportunities and experiences I have gained here, especially working with such a great team.
If there is anything I can do to help ease the transition, please let me know.
Thank you for everything. I wish you and the company continued success.
Sincerely,
John Smith
Step-by-Step Guide: How to Write Your Resignation Letter
Now let's break down exactly how to write a resignation letter step by step. The Mānoa Career Center provides excellent guidance on this process.
Step 1: Add Your Contact Information
Start with your contact details at the top:
- Your full name
- Your city and state
- Your phone number
- Your email address
- The date
- Company name
Step 2: Address Your Manager
Address your letter to your direct manager. Use their name:
- Dear Mr. Brown
- Dear Ms. Wilson
- Dear Sarah (if your workplace is more casual)
When in doubt, be formal and use their last name.
Step 3: State Your Resignation Clearly
The first paragraph should clearly state that you're resigning and when your last day will be. Here are some examples:
- "I am writing to inform you of my resignation, effective [Date]."
- "Please accept this letter as my formal resignation from my position as [Job Title] at [Company]. My last day will be [Date]."
- "After careful consideration, I am writing to announce my resignation from [Company], effective [Date]."
Make sure your last day gives enough notice according to your contract. Two weeks is standard in most jobs.
Step 4: Give a Reason (Optional)
You don't have to explain why you're leaving, but you can if you want to. Keep it brief and positive:
- "I have decided to pursue an opportunity that aligns with my career goals."
- "Due to family circumstances, I need to relocate."
- "I am returning to school to further my education."
Don't go into too much detail. Save the full explanation for your conversation with your manager.
Step 5: Express Gratitude
Thank your employer for the opportunities you've had. This is important even if you didn't love your job. It shows professionalism and helps maintain good relationships.
Examples:
- "I am grateful for the opportunities for growth during my time here."
- "I appreciate the support and guidance you have provided."
- "Thank you for the valuable experience and professional development."
Step 6: Offer to Help with Transition
Show that you want to leave things in good shape:
- "Please let me know how I can assist with the transition process."
- "I am happy to help train my replacement."
- "I will do everything I can to ensure a smooth handover."
Step 7: Close Professionally
End with a professional closing:
- Sincerely,
- Best regards,
- With gratitude,
Then sign your name.
What NOT to Include in Your Resignation Letter
Your resignation letter is not the place to complain or share negative feedback. Here's what to avoid:
Don't Include:
- Complaints about your boss or coworkers
- Detailed explanations of problems at work
- Negative comments about the company
- Confidential information
- Demands or ultimatums
Remember, your resignation letter may be kept in your file and read by multiple people. Keep it professional and positive.
Common Resignation Letter Mistakes
Here are some mistakes people often make when writing resignation letters:
| Mistake | Why It's Bad | Better Approach |
|---|---|---|
| Being too emotional | Makes you look unprofessional | Keep it calm and factual |
| Not giving enough notice | Burns bridges | Check your contract and give proper notice |
| Being too detailed | Can create problems | Keep explanations brief |
| Poor grammar/spelling | Looks careless | Always proofread |
Being Too Emotional
Even if you're angry or upset, keep your letter professional. Save your feelings for private conversations.
Not Giving Enough Notice
Check your contract to see how much notice you need to give. Two weeks is standard, but some jobs require more.
Being Too Detailed
You don't need to explain every reason you're leaving. Keep it simple.
Forgetting to Proofread
Spelling and grammar mistakes make you look unprofessional. Always check your letter before sending it.
Special Situations
Sometimes you need to resign in special circumstances. Here's how to handle them:
Health Reasons
"Due to health reasons, I find it necessary to resign to focus on my wellbeing."
You don't need to share specific health details.
Family Commitments
"I am resigning to dedicate more time to family responsibilities that have recently increased."
Going Back to School
"I am stepping down to focus on furthering my education and personal development."
Moving
"I am resigning due to my family's relocation to another city."
Tips for a Smooth Resignation Process
Before You Write Your Letter:
- Think it through - Make sure you really want to quit
- Check your contract - Know how much notice you need to give
- Plan your conversation - Practice what you'll say to your boss
- Prepare for questions - Your boss might ask why you're leaving
After You Submit Your Letter:
- Stay professional - Keep working hard until your last day
- Train your replacement - Help whoever takes over your duties
- Finish your projects - Don't leave things unfinished if possible
- Say goodbye properly - Thank your coworkers and maintain relationships
Sample Resignation Email
If you need to send your resignation by email, you can use the same format. Just add a clear subject line like:
- "Resignation - [Your Name]"
- "Notice of Resignation - [Your Name]"
- "Resignation Letter - [Your Name]"
For more detailed templates and examples, you can also check resources from BeamJobs which provides comprehensive examples for different circumstances and exit dates.
Final Thoughts
Writing a resignation letter doesn't have to be complicated. The key is to keep it simple, professional, and positive. Remember:
- Be clear about your last day
- Thank your employer
- Offer to help with the transition
- Keep it brief and professional
A well-written resignation letter helps you leave on good terms and maintains important professional relationships. These connections could be valuable for your career in the future. For additional professional templates and guidance, resources like Randstad offer comprehensive templates for various situations.
Take your time with your resignation letter. It's a small investment that can pay big dividends for your professional reputation. Good luck with your next chapter!
Frequently Asked Questions
Q: How much notice should I give? A: Two weeks is standard, but check your contract. Some jobs require more notice.
Q: Should I tell my coworkers before my boss? A: No, always tell your manager first.
Q: Can I resign by email? A: It's better to resign in person and follow up with a written letter, but email is acceptable in some situations.
Q: What if my boss asks me to stay? A: Be prepared for this possibility. Think about whether you'd consider staying and what it would take.
Q: Should I give feedback about problems at work? A: Save detailed feedback for your exit interview, not your resignation letter.