A resignation letter says you are leaving, gives your last working day and thanks your employer, ideally in under 200 words. Fill in the form below and your letter is written for you, ready to download as a free PDF or copy into an email.
Last updated
Design:Classic
Free PDF download with a free account. No watermark.
What to include in a resignation letter
Keep it short and factual. Your manager will file it, and HR will use it to work out your final pay. These are the
parts every good resignation letter has:
The date. Your notice period usually starts from the day your employer receives the letter, so the date matters.
Who it is for. Address your line manager by name. Copy in HR if your contract or handbook says so.
A clear statement that you are resigning. One sentence with your job title, so there is no doubt what the letter is.
Your last working day. Work it out from your notice period and write the actual date, not "in four weeks".
A reason (optional). You do not have to give one. If you do, keep it to a sentence and keep it positive.
An offer to help with the handover. Name one or two specific things you will finish or hand over. It is what managers remember.
Thanks and a sign-off. A line of thanks, then "Yours sincerely" (or "Yours faithfully" if you did not use a name) and your name.
How much notice should you give?
Your contract is the place to start. It usually states your notice period, and that is what your employer will
expect. Common patterns:
UK: one month is common for most jobs, and senior roles often ask for three months.
If your contract says nothing, the legal minimum is one week once you have worked there for a month.
US: most jobs are "at will", and two weeks is the usual courtesy. See our two weeks notice letter.
Nigeria, India, Kenya, South Africa and elsewhere: contracts commonly set one to
three months, sometimes with the option of paying salary in place of notice.
Count from the day after your manager receives the letter. If you have holiday left, ask whether you can use it
during your notice or will be paid for it. If you need to leave sooner, ask politely; many employers agree to a
shorter notice period when the handover is in good shape.
Notice rules vary by country, contract and job. This is general information, not legal advice. If you are unsure,
ask HR, check your contract or speak to an employment adviser.
How to hand in your notice
Tell your manager first. A short private conversation, in person or on a video call, before anyone else in the team hears.
Give the letter the same day. Hand it over or email it straight after the conversation, so the date is on record.
Ask what happens next. Your final pay date, unused holiday, returning equipment and who will take over your work.
Keep a copy. Save the PDF and the email you sent it with.
Finish well. People remember your last few weeks. A tidy handover is also the best reference you can give yourself.
What to leave out
A resignation letter stays on your file and may be read by people you have never met. Leave out complaints about
your manager, colleagues or pay, and anything you would not want quoted back to you. If you have serious concerns,
raise them separately with HR or in an exit interview. Avoid promises you might not keep, such as offering to work
extra hours after you leave.
Also leave out details of your new job if you have not started it yet. "I have accepted a role with another company"
is enough.
Resignation letter examples
Six real-world situations, each written with the tool above. Click "Use this example" to load one into the form,
then change the names, dates and details to your own.
Resigning for a new job
Formal and positive. Says where you are going only in general terms.
Resignation: Sam Patel
Dear Joan Hale,
Please accept this letter as formal notice of my resignation from my position as Customer Service Adviser at Hartwell Logistics. In line with my notice period, my last working day will be Friday 6 November 2026.
I have accepted a team leader role with another company, which is the next step I have been working towards.
Before I leave, I will finish training the two new starters on the returns process and update the team FAQ document.
Thank you for the opportunities I have had during my time at Hartwell Logistics. I wish you and the team every success.
Yours sincerely, Sam Patel
Resigning because you are moving
Warm tone for a manager you get on with, and an offer to help with recruitment.
Resignation: Hannah Brooks
Dear Dr Siddiqui,
I am writing to let you know that I am resigning from my role as Dental Nurse at Riverside Dental Practice. My last working day will be Friday 18 December 2026.
My partner has taken a job in Aberdeen, and we are moving there in the new year.
Before I leave, I will make sure the sterilisation logs are up to date and help interview candidates for my replacement if that would be useful.
Thank you for your support and guidance. I have learned a great deal at Riverside Dental Practice, and I will miss working with you and the team. I hope we stay in touch.
With best wishes, Hannah Brooks
Resigning with immediate effect
For when you cannot work your notice. Polite, short and without detail.
Resignation: Daniel Mensah
Dear Lucy Ward,
Please accept this letter as notice of my resignation from my position as Kitchen Porter at The Old Mill Kitchen, with effect from Monday 5 October 2026. I understand this is shorter than the usual notice period, and I am sorry for any difficulty it causes.
Personal circumstances mean I am unable to continue working, and I need to leave sooner than I would like.
I will send over my notes on current work and any passwords or files the team needs, and I am happy to answer questions by email for the next few weeks.
Thank you for the opportunities I have had during my time at The Old Mill Kitchen. I wish you and the team every success.
Yours sincerely, Daniel Mensah
Resignation for retirement
Gives longer notice than required and thanks colleagues by name.
Resignation: Margaret Lloyd
Dear Paul,
I am writing to let you know that I am resigning from my role as Senior Finance Officer at Westbury Borough Council. My last working day will be Wednesday 31 March 2027.
After 27 years with the council, I have decided to retire at the end of the financial year.
Before I leave, I will close the 2026 to 2027 accounts and write a handbook for the year-end process so nothing depends on my memory.
Thank you for your support and guidance. I have learned a great deal at Westbury Borough Council, and I will miss working with you and the team. I hope we stay in touch.
With best wishes, Margaret Lloyd
Resigning for family reasons
Explains the reason in one sentence and keeps private details private.
Resignation: Aisha Rahman
Dear Gareth Owens,
Please accept this letter as formal notice of my resignation from my position as Pharmacy Assistant at Brookside Pharmacy. In line with my notice period, my last working day will be Friday 13 November 2026.
A change in my family circumstances means I need to step away from my role.
Before I leave, I will complete the controlled drugs stock check and show weekend staff how I run the delivery schedule.
Thank you for the opportunities I have had during my time at Brookside Pharmacy. I wish you and the team every success.
Yours sincerely, Aisha Rahman
Resigning to change career
Brief but friendly. Mentions the new direction without making it about the old job.
Resignation: Tom Fletcher
Dear Claire,
I am writing to let you know that I am resigning from my role as Branch Manager at Fairway Estate Agents. My last working day will be Friday 4 December 2026.
I have been accepted on a teacher training course starting in January, and I am leaving to become a secondary maths teacher.
Before I leave, I will hand my current sales over to Ravi with full notes on each buyer and seller.
Thank you for your support and guidance. I have learned a great deal at Fairway Estate Agents, and I will miss working with you and the team. I hope we stay in touch.
With best wishes, Tom Fletcher
Frequently asked questions
Do I have to give a reason for resigning? +
No. A resignation letter only needs to say that you are resigning, from which job, and when your last day will be. Many people give a short, positive reason such as a new job or a move, but you can leave it out completely.
Should I resign in person or by letter? +
Both, if you can. Tell your manager in a short conversation first, then hand over or email the letter the same day so there is a written record of the date and your last working day.
Can I email my resignation letter? +
In most workplaces, yes. Paste the text into the email using the "Copy as text" button, or attach the PDF. Check your contract in case it asks for notice in a particular form, and keep a copy of what you sent.
How do I work out my last working day? +
Check your contract for the notice period, then count from the day after you hand in your letter. For example, one month of notice given on 6 October usually ends on 6 November. If you are unsure, ask HR to confirm the date in writing.
Can my employer refuse my resignation? +
In general, an employer cannot make you stay, but they can ask you to work your full notice period, and leaving early without agreement can be a breach of contract. Laws vary by country, so check your contract and local rules. This is general information, not legal advice.
Is this resignation letter template really free? +
Yes. You can fill it in, download it as a PDF and copy the text for free. There is no watermark, and you just need a free account to download. Your draft is saved in your own browser, or in your free account if you choose to save it there.