Resignation letter
A resignation letter is a short, polite record that you are leaving and when your last day will be. It is not the place to explain every reason or air complaints. Tell your manager in person or on a call first, then send the letter the same day so there is a written date on file.
What to include
Keep it to a few short paragraphs: a clear statement that you are resigning, your position, your last working day, a brief thank you, and an offer to help with the handover.
That is enough. You do not need to say where you are going or why you are leaving. If you want to share the reason, one neutral sentence is plenty.
How much notice to give
In the United States, two weeks is the common courtesy for most jobs, though at will employment usually means it is not legally required. Senior roles, roles that are hard to cover, and some industries expect more. Your employer may also accept your notice and end the job sooner, so plan for that.
Check your contract or employee handbook first. Many employers, and most employers outside the United States, set a notice period in the contract or by law, and that period is what you owe. Check how your contract counts it, because some periods start the next day or run to the end of a month.
Tell your manager first
Your manager should hear it from you, not from the letter or from a colleague. Ask for a short private meeting or call, say you have decided to leave, give your last day, and say you will send the letter in writing.
Be ready for a counteroffer or questions. Decide before the meeting whether anything would change your mind, so you are not deciding on the spot.
Send it the right way
Email is normal at most workplaces. Use a clear subject line with your name, send it to your manager, and copy HR if that is how your company records resignations. Some workplaces still ask for a signed printed letter; follow their process.
Keep a copy for yourself. Before you send it, wait until any new offer is final and in writing, and save personal files from your work devices in line with company policy. Do not copy company files or client lists.
Leave on good terms
Use your notice period well. Write down where your work stands, hand over contacts and passwords through the approved process, and finish or pass on what you can. People you worked with may become references or colleagues again.
If you get an exit interview, be honest but measured. Specific, calm feedback is useful; a list of grievances rarely helps you.
Resign the right way
Check your notice period
Your contract or handbook sets what you owe.
Confirm the new offer
Wait until it is final and in writing.
Tell your manager first
In person or on a call, before the letter.
Send the letter
Same day, to your manager and HR if needed.
Hand over well
Document your work and pass it on cleanly.
Resignation letter templates and examples
Replace every bracketed part. The filled examples use invented people and companies.
Standard resignation letter template
Subject: Resignation, [Your Name]
Dear [Manager's name], Please accept this letter as formal notice of my resignation from my position as [Job title] at [Company]. My last working day will be [date]. Thank you for the support and the chance to work on [a team, project, or kind of work]. I have learned a great deal here. Over the coming weeks I will do everything I can to make the handover smooth, including documenting my work and helping train whoever takes it on. Kind regards, [Your Name]
Filled example (invented)
Subject: Resignation, Jordan Rivera
Dear Morgan, Please accept this letter as formal notice of my resignation from my position as Operations Analyst at Example Supply Co. My last working day will be Friday, two weeks from today. Thank you for your support over my time here, and especially for trusting me with the late order report. I have learned a great deal from you and the team. Before I leave I will write up where each of my reports stands and walk Sam through the weekly process. Kind regards, Jordan Rivera
Short notice resignation
Subject: Resignation, [Your Name]
Dear [Manager's name], I am writing to resign from my position as [Job title], effective [date]. I am sorry that I cannot give the usual notice; [one neutral sentence of reason, if you choose to give one, such as a family matter]. I will do what I can before I go to hand over my work, and I am happy to answer questions by email afterwards. Thank you for understanding. [Your Name]
Resigning for a new job
Subject: Resignation, [Your Name]
Dear [Manager's name], I have accepted a position elsewhere, and I am writing to give notice of my resignation as [Job title]. My last day will be [date]. I have valued working with you and the team, and I want to leave things in good shape. I will prepare handover notes for [main responsibilities] before I go. Thank you again for everything. Best regards, [Your Name]
Related reading
Questions
- Do I have to give two weeks notice?
- In the United States it is usually a courtesy, not a legal duty, unless your contract or a union agreement says otherwise, and some employers tie the payout of unused leave to giving notice. Outside the United States a notice period is often set in your contract, and you should give that.
- Should I say why I am leaving in my resignation letter?
- You do not have to. A neutral sentence is fine if you want one, but keep complaints out of the letter.
- Can I resign by email?
- Yes, at most workplaces. Tell your manager first if you can, then send the email so there is a written record with a date.
Where ApplyASAP fits
Resigning comes after the offer. ApplyASAP works earlier, finding openings and sending tailored applications while you are still employed.
ApplyASAP is one option when you want the sending done for you. It finds openings for the titles and places you name, tailors your resume to each posting, and does not invent employers, dates, degrees, titles, numbers, certifications, or people you managed. It answers the application questions, and the team sends and tracks each application. Skills it adds are ones your role and level usually carry, and you can take any of them off. The resume still has to be true.
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