A resignation letter is a short, formal note telling your employer you're leaving and when your last day will be. The best ones are three or four sentences long: the decision, the date, a thank-you and an offer to help with the handover. You don't need to explain why you're leaving.
Below you'll find what to include, a simple resignation letter template, examples for different situations, and the notice rules to check before you send it. Notice rules depend on your contract and country, so we say which country each point applies to.
What should a resignation letter include?
Keep to the essentials. Everything else can be said in conversation, or not at all.
| Include | Why |
|---|---|
| Date | Notice usually runs from when you give it |
| Your manager's name | Makes it clear who it's addressed to |
| A clear statement that you're resigning | No room for misunderstanding |
| Your position | Useful for HR records |
| Your last working day | Based on your notice period |
| A brief thank-you | Keeps the relationship good for references |
| An offer to help with handover | Shows professionalism |
| Your name (and signature if printed) | Confirms it's from you |
Leave out: complaints about colleagues or management, detailed reasons, salary details of your new job, and anything you wouldn't want read aloud.
How do you write a resignation letter?
Tell your manager first, then send the letter the same day.
- Check your contract for the notice period and whether notice must be in writing.
- Work out your last day. Count your notice from the day you hand it in, unless your contract says otherwise.
- Tell your manager in person or on a call. Hearing it in a letter first feels abrupt.
- Send the letter or email straight after, copying HR if that's your company's process.
- Keep a copy with the date you sent it.
GOV.UK advises giving notice in writing if you may need to rely on it later, for example at an employment tribunal.
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Resignation letter template
Copy this and fill in the brackets. It works as an email or a printed letter.
Template:
[Date]
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], in line with my [notice period] notice period.
Thank you for the support and the opportunities I've had during my time here. I'll do everything I can to make the handover smooth, including [documenting my work / training a colleague / finishing project X].
Kind regards,
[Your name]
Email subject line: "Resignation: [Your name]" is clear and easy for HR to find.
Resignation letter examples by situation
Each example below is illustrative. Adjust the details to your own job and contract.
Example: leaving for a new job
Dear Priya,
Please accept this as formal notice of my resignation as Marketing Executive. My last day will be Friday 4 December, in line with my four-week notice period.
I've accepted a role that's a good next step for me, and I'm grateful for everything I've learned on this team. Before I go, I'll write up the campaign calendar and walk Sam through the email platform.
Best wishes, Alex
Example: short notice
Dear James,
I'm writing to resign from my role as Customer Support Lead. I know my contract asks for one month's notice, and I'd like to ask whether my last day could be Friday 20 November instead. I understand if that isn't possible and will work my full notice if needed.
I'll prioritise documenting the escalation process and handing over open cases before I leave.
Kind regards, Sam
Asking, rather than announcing, is important here. In the UK, GOV.UK warns you may be in breach of your contract if you don't give enough notice.
Example: leaving immediately
Use this only if you've agreed it with your employer, or you have a serious reason and understand the consequences under your contract.
Dear Maria,
Following our conversation today, I'm confirming my resignation from my role as Warehouse Supervisor, effective immediately, as we agreed. Thank you for understanding the circumstances. I've sent my shift notes to Tom and am happy to answer questions by email over the next week.
Regards, Chris
Example: personal or family reasons
Dear Mr Okafor,
Please accept this letter as notice of my resignation from my position as Office Administrator, with my last working day on 15 January. For personal reasons I need to step away from work for a while.
Thank you for your kindness during my time here. I'll make sure my files and the supplier contacts list are up to date before I leave.
Yours sincerely, Jordan
You don't need to share more detail than that.
Example: retirement
Dear Helen,
After many rewarding years with the company, I've decided to retire. Please accept this letter as notice that my last working day will be 31 March.
I'd be glad to help plan the handover of my accounts, and to stay in touch if questions come up after I leave.
With thanks, Robert
Example: resignation email after a difficult time
Dear [Manager],
Please accept this email as notice of my resignation as [job title]. My last working day will be [date].
I'll complete a handover of my current work before I go.
Regards, [Your name]
Short and neutral is best when things have been hard. If the problems were serious, such as discrimination or a fundamental breach of your contract, get advice before resigning. In the UK, read about constructive dismissal first.
How much notice do you need to give when you resign?
Check your contract first. The legal minimum depends on your country.
| Country | What applies |
|---|---|
| UK | GOV.UK says you must give at least a week's notice if you've been in the job more than a month. Your contract can require more, and it tells you whether notice must be in writing; otherwise you can give it verbally. |
| US | Notice depends on your contract, offer letter and company policy. The Department of Labor notes that, outside specific legal protections, termination is governed by any contract between you and your employer. Two weeks' notice is the usual courtesy. See at-will employment. |
| India | Notice is usually set in your appointment letter or contract. Check it, and ask HR how notice buy-outs or leave adjustments work at your company. |
| Elsewhere | Check your contract and your government's employment guidance. |
See our glossary entry on notice periods for more, including garden leave.
Will you be paid during your notice period?
In the UK, you'll usually get your normal pay rate during your notice period, and bonuses and commission usually still apply unless your contract says otherwise. Your employer can only pay you in lieu of notice instead of letting you work it if your contract allows it or you agree. Elsewhere, check your contract and ask HR how final pay, unused leave and any bonus will be handled.
What if you change your mind after resigning?
Tell your employer straight away. In the UK, GOV.UK says that if you resign in the heat of the moment and want to stay, you should tell your employer immediately, but it's then up to your employer whether to accept your resignation.
What should you do after you hand in your resignation letter?
Use your notice period well. It shapes the reference you'll get and the people who'll recommend you later.
- Agree a handover plan with your manager: what to finish, what to document, who takes over.
- Ask about final pay, unused leave, benefits end dates and returning equipment.
- Ask for a reference or a LinkedIn recommendation while your work is fresh.
- Stay in touch with colleagues. Your network matters for your next move.
- Get ready for the new role. You can practise on a job simulation of the real work in your next role on Cohesyve and see where you lost marks in a scored report. It's free to start.
If you're resigning without a job lined up, read our job search strategy guide first, and our guide to reason for leaving a job for what to say in future interviews. If you're thinking about a bigger change, see how to change careers. If you're resigning because you've been put on a performance plan, read what a PIP means first.
FAQs
Do I need to give a reason in my resignation letter?
No. A simple "I've decided to move on" or no reason at all is fine. You can share more in conversation if you want to.
Can I resign by email?
Usually, yes, unless your contract says otherwise. Many people tell their manager on a call and then send the formal resignation by email.
Should I mention my new employer?
You don't have to. If you're asked, you can choose how much to share. Avoid discussing your new salary.
How long should a resignation letter be?
A few short paragraphs at most. Three or four sentences is plenty.
What if my employer makes a counter-offer?
Think about why you wanted to leave in the first place. If the reasons weren't only about pay, a counter-offer may not fix them.
What next
Check your notice period, tell your manager, send a short letter, and leave on good terms. Then get ready for what's next: Cohesyve lets you practise on simulations of real work, see your gaps in a scored report and build a skills profile you can show employers. Free to start, no card.
Sources
Checked 3 November 2026:
- GOV.UK: Handing in your notice, Giving notice and Payment during your notice period
- US Department of Labor: Termination