Resignation Letter Template: How to Write One (With 3 Short Examples)

A good resignation letter does one job: it formally tells your employer you are leaving and when your last day will be — politely, briefly and in writing. You don't need to explain yourself or write a page of thanks. This guide gives you a simple resignation letter template, three short examples you can copy, and the mistakes that can quietly cost you a good reference.

What to include in a resignation letter

Keep it to one page — usually three short paragraphs. A standard resignation letter includes:

1. Date and the name of your manager (or HR).
2. A clear statement that you are resigning, with your job title.
3. Your last working day — the most important line in the letter.
4. A brief thank-you — one or two sentences is enough.
5. An offer to help with the handover — training a replacement, documenting your work.
6. Your name and signature (and contact details if you are leaving soon).

That's it. Anything else is optional.

How much notice should you give?

Check your employment contract first — it overrides general custom. As a rough guide:

If you want to leave earlier than your notice period, say so in the letter and ask whether an earlier date is possible — don't just announce it.

Resignation letter template

[Your Name]

[Your Email] · [Your Phone]

[Date]

Dear [Manager's Name],

Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company Name]. My last working day will be [Date].

Thank you for the opportunity to work with the team over the past [time period]. I have learned a great deal and appreciate the support I have received.

I will do everything I can to make the transition smooth, including [handing over my current projects / training my replacement / documenting my work].

Kind regards,

[Your Name]

Three short examples

1. Simple and neutral (works for almost everyone)

Dear Sarah,

Please accept this letter as my formal resignation from the role of Marketing Coordinator. My last day will be 15 October. Thank you for the support over the past two years — I'm happy to help with the handover in any way I can.

Best regards, James

2. Leaving for a new opportunity

Dear Mr. Khan,

I am writing to resign from my position as Accountant, effective 30 November. I have accepted a new role that is the right next step for my career. I'm grateful for everything I have learned here and will make sure all month-end files are complete and documented before I leave.

Sincerely, Priya

3. Immediate or short notice

Dear Ahmed,

Due to personal circumstances, I need to resign from my position as Sales Executive. I understand my contract requires [notice period]; I would be grateful if my last working day could be [date]. I will hand over my client list and open deals before then.

Kind regards, Maria

Mistakes to avoid

• Complaining in writing. Your letter goes into your file. Save feedback for an exit interview — and keep it constructive there too.
• Forgetting the last day. A letter without a clear date creates confusion about notice and final pay.
• Resigning by text or chat only. Tell your manager in person or on a call first, then send the letter by email.
• Over-explaining. You don't owe a reason. "I have accepted another position" or no reason at all is fine.
• Not keeping a copy. Save the email you sent and any reply confirming your last day.

Write your resignation letter in 30 seconds

The AI Resignation Letter Generator writes a polite, professional letter from a few details. Pick your country, notice period, tone (formal, warm or brief) and — if you want — a reason. You can even describe the situation in your own words and in any language. Missing details are left as clear [placeholders], and you can download the result as PDF or Word.

Leaving a job usually means more paperwork. Your employer may ask you for handover notes. You may need to ask them for an experience letter or an employment verification letter. We have generators for those too:

• Experience Letter Generator
• Employment Verification Letter Generator

You can find all of them in CV Studio, next to the CV builder for your next role. Leaving a job in India? See our guide to the experience letter format in India.

FAQ

Do I have to give a reason for resigning? No. A short, neutral letter is completely acceptable.

Should I resign by email or on paper? Email is fine for most workplaces. Speak to your manager first, then send the letter as confirmation.

Can my employer refuse my resignation? Generally no. They can hold you to the notice period in your contract, but they can't stop you from resigning.

What if I want to leave before my notice period ends? Ask in the letter whether an earlier date is possible. Some employers agree. Others may deduct pay in lieu of notice if your contract allows it.

Should I mention my new employer? You don't have to. Many people simply say they have "accepted a new opportunity".

This guide is general information, not legal advice. Notice rules depend on your contract and local law — check them before you resign.