How to Write a Resignation Letter: Steps and Examples

A resignation letter needs three things: a clear statement that you are resigning, your last working day, and a short thank you. Date it, address it to your manager, keep it to one page, and give the notice your contract or handbook asks for. In the US, two weeks is the usual courtesy.

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What to include

Every resignation letter has the same short structure. Anything beyond this is optional, and most of it is better said in person.

Part	What to write	Example
Date	The day you hand it in. Your notice usually counts from here.	November 10, 2026
Recipient	Your manager's name and title, and the company.	Dear Ms. Patel,
Resignation	One sentence that leaves no doubt.	Please accept this letter as formal notice of my resignation as Sales Manager.
Last day	A specific date, not "in two weeks".	My last working day will be Friday, November 21.
Thanks	One or two sentences. Keep it genuine and short.	Thank you for the support over the past three years.
Handover	An offer to help the transition.	I am happy to help train my replacement.
Sign-off	Your name, and your signature if printed.	Sincerely, Jane Smith

How much notice to give

Your employment contract or staff handbook decides first. If it names a notice period, give at least that. Where it says nothing, the usual practice and the legal minimum depend on the country:

Country	Usual notice from an employee	Note
United States	Two weeks	Most jobs are at-will, so this is a professional courtesy, not a legal requirement, unless your contract says otherwise.
United Kingdom	At least one week once you have worked one month	That is the statutory minimum. Contracts often require more, commonly one month.
Germany	Four weeks, to the 15th or the end of a month	The basic period in the German Civil Code. Contracts and collective agreements can set longer.

If you are not sure, read your contract before you write the date. Giving less notice than you agreed can cost you pay or a reference.

Step by step

Tell your manager first, in person or on a call. The letter confirms the conversation; it should not be how they find out.
Work out your last day from your notice period and today's date.
Write the letter using the structure above. One page, plain language.
Keep it positive. The letter goes into your file and may be read years later.
Send it the way your company expects: email to your manager and HR is usual. Keep a copy.
Ask for written confirmation of your last day, and of what happens to unused holiday and your final pay.

Example: standard two weeks' notice

Example — standard resignation letter

November 10, 2026

Dear Ms. Patel,

Please accept this letter as formal notice of my resignation from my position as Sales Manager at Northwind Supplies. My last working day will be Friday, November 21, 2026.

Thank you for the opportunities and support over the past three years. I have learned a great deal from you and the team.

Over the next two weeks I will finish my open accounts and prepare handover notes. I am happy to help train my replacement.

Sincerely,

Jane Smith

Example: short notice

Sometimes you cannot give the full notice: a family emergency, a health reason, a new job that starts sooner. Say so plainly, apologise once, and make the handover offer concrete.

Example — resignation with short notice

Dear Mr. Lee,

Please accept this letter as notice of my resignation as Office Coordinator. Due to a family matter, my last working day will be Wednesday, November 12, 2026.

I am sorry that I cannot give the usual two weeks. Before I leave, I will write up the supplier contacts and the booking process, and I can answer questions by email for two weeks after I go.

Thank you for your understanding.

Kind regards,

Sam Ortiz

Example: resignation email

An email is fine in most workplaces. Put the point in the subject line so it is not missed, and copy HR if your company has one.

Example — resignation email

Subject: Resignation — Jane Smith, last day November 21

Hi Priya,

Following our conversation this morning, I'm writing to confirm my resignation as Sales Manager. My last working day will be Friday, November 21.

Thank you for everything over the past three years. I'll make sure my accounts are handed over cleanly.

Best,

Jane

What to leave out

Complaints about the company, your manager or colleagues. Raise them in an exit interview if you want to, not in a permanent letter.
A detailed reason. You do not have to give one. "A new opportunity" or nothing at all is fine.
Negotiation. If you want a counter-offer, have that conversation before you resign.
Vague dates. "In a couple of weeks" invites a dispute about when you actually leave.

Write yours in a few minutes

The resignation letter template asks for your name, job title, employer and last day, and writes the letter in the structure above. Anything you skip stays a labelled blank you can fill in next to the page. The preview is free; downloading the letter as PDF or Word costs $7, with no subscription.

FastDocAI resignation letter form asking for full name, job title and employer — The resignation letter form in FastDocAI: three questions, the rest optional.

Common questions

Do I have to give a reason for resigning? No. A resignation letter only has to say that you are leaving and when.

Can my employer refuse my resignation? Generally no. They can ask you to work your notice period, or let you go sooner, depending on your contract and local law.

Should I print it or email it? Follow how your company handles formal notices. Email is usual today; keep a copy either way, because the date you sent it can matter for your notice period.