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You did it! You got that job you’ve been wanting for months. You even talked to your supervisor and broke the news that you’re leaving. All that is left is to send a polite and professional resignation letter to announce your departure officially.

Below, you’ll learn how to write a resignation letter with a helpful template and examples.

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What is a Resignation Letter?

A resignation letter is an official document you send to the HR department and your direct supervisor stating your departure from your current position. This letter includes details such as your last day of employment, transition steps, words of gratitude and, optionally, your reasons for leaving.

However, your direct supervisor should not find out about your exit from your letter of resignation. It’s customary to let them know in person during a one-on-one meeting, where you can directly thank them for the opportunity and explain your reasons for leaving.

Why a resignation letter matters

Leaving your current job on good terms is always recommended. You never know if you might need a recommendation or return to your previous employer in a new role. Sending a polished and respectful resignation letter will ensure your departure is positive.

If you learn and follow the proper protocol for writing a professional resignation letter, this formal notice of intent is much more than a way to say goodbye. It’s also an opportunity to build professional relationships that can serve your career in the future.

What to Include in a Resignation Letter

There are, of course, many ways to personalize your letter, but five key elements should be included in any professionally written resignation letter. Follow this resignation letter format:

  • Official resignation and departure date
  • Thank you
  • Offer to help with the transition
  • Conclusion
  • Contact information

What not to include in a resignation letter

The purpose of your letter is to leave on the best terms. Avoid including the following elements in your resignation letter:

  • Lengthy explanation of why you’re leaving
  • Negative remarks about the company, its employees or its methods
  • Details about where you’re going

How to Write a Resignation Letter

Writing a resignation letter is quick and easy. The letter intends to be straightforward about your departure and leave the company on a positive note. Follow these steps to write an effective resignation letter:

1Briefly state your intent.

After following the proper protocol to address your letter, begin by stating your current job title and the date of your last day of employment. Two weeks’ notice is standard practice. However, some employers may ask for more time in advance. Make sure to read your company’s policies beforehand.

Although not required, you can briefly share your reasons for leaving if you feel it’s necessary.

2Express your gratitude

It never hurts to say “thank you.” Being gracious is important to maintaining a positive relationship with your current employer. Mention critical skills you learned on the job or how the company helped you grow professionally. If you can’t think of an example of those two, note something positive about the work environment or your team.

Remember, you may need a reference letter from your past employer, and you’re doing yourself a favor by leaving on good terms.

3Offer to help with the transition

Promise your best to help create a smooth transition for whoever is hired to replace you. Make it clear that you will organize your remaining projects and files to make it easy for your boss to fill your position. Be realistic: Offer only what you can deliver.

4End on a positive note

End by saying that you hope to stay in touch and wish continued success for the company you’re leaving. You can even offer to be available by phone or email if any work questions arise for the person who replaces you.

5Remember to include your contact information

Remember that your employer may need to reach you in the future, so include your personal contact details in your header or beneath your signature.

Resignation Letter Template

Follow this template to craft your resignation letter.

[Your Name]

[Email Address]

[Phone Number]

[Date]

Dear [Recipient’s Name],

I hope this letter finds you well. Please accept this letter as formal notification that I am resigning from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].

I am grateful for the opportunities and experiences I have had at [Company Name]. Working here has been a significant chapter in my professional journey. The knowledge and skills I have gained have been invaluable, and I am thankful for the growth and development this role has afforded me.

I would be more than willing to assist in training a replacement or providing any necessary documentation to facilitate the transfer of responsibilities. Please let me know how I can help during this transitional period.

I believe in the continued success of [Company Name] and have complete confidence in the team’s capabilities.

Sincerely,

[Your Signature]

[Contact information]

*The names and logos of the companies referred to above are all trademarks of their respective holders. Unless specifically stated otherwise, such references are not intended to imply any affiliation or association with JobHero.