write a letter for leaving job

How to Write a Resignation Letter (With Examples)

Keep your resignation letter professional with these helpful tips and examples.

Writing a resignation letter is a crucial part of leaving a job — a  process that already causes enough stress on its own. 

Coworkers are people you may spend more time with than your own family, so when you resign, “not only are you changing work, you’re affecting people that you’re used to seeing every day,”said Keith Wolf, managing director of Murray Resources , a staffing firm and resume service.

The stain of blowing off an employer without formal notice is impossible to scrub, while the benefits of a  professional notice are just as long-lasting. Indeed, former coworkers can  serve as valuable resources for job opportunities and recommendation letters.

To that end, we’ve rounded up tips and examples for writing a resignation letter that’ll help you  maintain work relationships long after leaving a company.

How to Write a Letter of Resignation

The precise phrasing and details of a letter of resignation will vary by individual. That said, all letters of resignation follow a basic structure. The letter should include each of the following components, listed in order:

• Date : You’ll be writing the letter ahead of time, so date the letter to reflect when you’ll actually submit it.
• Contact information : Include your name, email address and phone number.
• Note of address : “Dear, [Name]” is appropriately formal. “Hello, [Name]” and “To: [Name]” are other options. Always use a person’s name, not a department.
• Notice of resignation : State in plain language that the letter’s purpose is to inform the employer of your resignation. Include your last date of employment in this section.
• Expression of gratitude : Thank your boss for the opportunity to gain experience, develop new skills and grow professionally. Specify individual projects or accomplishments if you like, but a general expression of thanks will suffice.
• Note about transition : Offer to help with the transition. Don’t overpromise, but a good-faith willingness to assist with next steps will be appreciated.
• Closing and signature : Again, directness is expected — “Best,” “Thank you,” or “Best wishes” are customary. Be sure to then sign the printed copy, or if you’re notifying remotely, drop your signature in the emailed letter of resignation PDF. You can use the Preview app for Mac or Microsoft Edge for PC to create a signature.

A few of these details are worth unpacking a bit more. Below is some additional advice on the more important facets of the letter of resignation, along with some extra guidance and a few common missteps to avoid.

Tips for Writing a Great Letter of Resignation

You may need to tailor your resignation letter to fit specific circumstances, but there are general tips you can follow to ensure you deliver your message with professionalism and sensitivity.

Include Your Contact Information

This might seem redundant, since your employer likely has all or most of your contact information on file, but it’s customary nonetheless. Contact information — name, address, phone number and email address — is often listed near the top of the letter.

Show Gratitude

Always be sure to thank the employer for the opportunity, and let them know you’re appreciative of their hiring you and investing in your development.

That said, don’t overdo it. Avoid being overly emotional, particularly in the letter, Julie Hochheiser Ilkovich, managing partner of Masthead Media and host of the Coffee Break With NYWICI podcast, said. The meeting with the manager is a better forum for expressing deeper sentiments.

Give a Date

Make it clear when your last day will be. It’s customary to give an employer at least two weeks’ notice . In rare instances, that’s not possible. In that event, make sure to acknowledge the standard and apologize for not being able to meet it. (You may want to briefly explain the short notice, or simply leave it for the meeting.)

Offer to Help With the Transition

When you resign, you’ll be leaving the organization a person down. So be sure to offer to help with the transition, whether that’s drafting a job listing , recommending potential replacement candidates, training a replacement, tidying up ongoing projects or whatever the organization needs to move forward successfully.

For technical roles, that likely means significant hands-on collaboration.

“You have to document the things you’ve been working on, and then meet with your managers to figure out who has the bandwidth to take them on,” Katelynn Weingart, a software engineer at LaunchPad Lab , told Built In. “Then have separate meetings with those people, and walk them through the code. Make sure they understand what you’ve been working on.”

Keep It Brief

A professional resignation letter is usually only a handful of sentences. When in doubt, err on the side of less.

“If you’re nervous about your writing ability and don’t want to say the wrong thing, then just keep it super short,” Wolf said.

Altogether, the letter of resignation should briefly hit a few key points and maintain a respectful, even keel. Ilkovich has a helpful lens through which to think about it: Ask yourself, “Is this something I’d be comfortable having shared around the organization?”

“In the moment of writing, you may feel like, ‘Oh, this is just for my boss,’” she said. “But it’s something that could be passed along, or your company may document it in some way.

What Not to Include on a Resignation Letter

Knowing what not to say is just as important as saying the right thing when deciding how to write a resignation letter. Keep these tips in mind to avoid any misunderstandings and leave your company on a high note .

Complaints About Your Manager

Even if you had a bad experience at your company because of poor management , a resignation letter is not the time to vent about your manager. Doing so will only alienate company leaders, making your transition process messier than it needs to be. 

You also never know when you’ll need a reference , and former managers are often the go-to connections that hiring teams are interested in hearing from. Burning bridges with your current manager may cost you a vital reference later on.

Gossip About Coworkers 

Sometimes coworkers can be difficult to work with, but this doesn’t make it okay to complain about them in your resignation letter. In fact, spreading negative comments or gossip about coworkers can damage your professional image and make it seem like you’re not a good teammate — something that future recruiters may look into. 

Coworkers can serve as lifelines as well, sharing possible job opportunities and sending references. If you damage your relationships with coworkers, you may fracture your professional network and forgo chances to learn about other jobs and resources through these connections.

Inappropriate Language

Even if your tone is positive, slipping in inappropriate language makes you seem less professional and can distract from the actual letter. Resisting the urge to use colorful language ensures your resignation letter won’t come across the wrong way or elicit strong reactions from your manager and coworkers.

Detailed Reasons for Why You’re Leaving 

Like a job-interview follow-up email , the letter of resignation itself should be something of a formality. You can explain the reasons behind your departure during the resignation meeting and again at the  exit interview . Despite what some advise, the actual letter isn’t really the arena to get into finer details.

If you do feel strongly about including reasons in your letter, keep the terms simple. Mention that you’ve accepted a new position, decided to make a career change or are leaving for personal reasons, as the case may be. But there’s no need to name your new employer, cite the new sector or explain personal issues in the letter.

An Overly Positive or Negative Tone

Choose a more neutral tone instead. This way, your message won’t make you appear eager to leave the company and you can stay on good terms with your manager and coworkers during and after your departure.  

Delivering the Letter of Resignation

Schedule a face-to-face meeting.

It may be obvious, but it’s worth stressing: Request in-person time with your manager, print a hard copy of the resignation letter and deliver the news face to face. No out-of-the-blue emails, no surreptitious letter drop-offs and certainly no ghosting.

“Setting aside time to get [the manager’s] full attention — meeting to make sure you’re actually talking to them, not just kind of doing it in passing — are both really important,” Ilkovich said.

Resigning directly and professionally is partially self-serving — why burn network contacts or potential references? — but it’s also just the courteous thing to do. Wolf recalled the justifiable blowback some companies faced after holding  mass terminations via video calls during the pandemic. Any departure — whether voluntary or involuntary — is sensitive, and should be treated as such by whoever is delivering the news.

“Give the employer the same courtesy you would want,” Wolf said.

Resign Professionally Even If You Work Remotely

Remote work doesn’t have to complicate the process. The etiquette still stands, just digitally.

Again, schedule a meeting time with your manager, block your calendars and deliver the news face-to-face on whichever  video-conferencing app is the company’s default. Even if you’re anxious about meeting, don’t disable the video. Then, send the letter of resignation via email after delivering the news. In short, even in the “new normal,” regular expectations apply.

Make Sure Your Boss Is First to Know

Inform your manager first, not your work friends. Otherwise, the news can spread, potentially sowing resentment.

“It’s important to let the company lead the process of how they want your resignation announced,” Wolf said. “I’ve seen that botched before.”

Sharing news online about a new job opportunity before telling anyone at your company not only hurts your relationship with your manager, but it may also damage your standing in the eyes of your future company.  

“Make sure all the key people know what’s happening within your organization before talking about it online,” Ilkovich said. “Also, understand what your new employer is comfortable with you saying. Yes, it’s your news, but you do want to be conscious that there may be some guidelines.”

Know Before You Go

Before handing over the letter, be certain you haven’t forgotten about any  contractual agreements that might preclude your next employment options. That includes agreements like non-compete and non-solicitation clauses — “things that you may not have thought about for years and years, because you haven’t read it since you started,” Ilkovich said.

Letter of Resignation Examples and Templates

Boilerplate language won’t capture the individual nuance you’ll want to bring to your letter of resignation. For example, you might want to further emphasize your sense of  gratitude or acknowledge the depth of  personal relationships you’ve built, especially if resigning from a longtime employer, in a way that non-personalized templates won’t do justice. But the five examples below should nonetheless help you get started.

Example 1: Resignation Letter With Two Weeks’ Notice

[Date] [Your Name] [Your Phone Number] [Your Email]

Dear [Name],

I’m writing to inform you that I have decided to resign from my position as [role]. My last day will be [two weeks from day of notice].

This was not a decision I made lightly. My time at [company] has been professionally and personally fulfilling. The support and encouragement I’ve received from you, our team and the company as a whole has been extraordinarily valuable. Please know that I am grateful for the opportunity you provided and the chance to gain experience and hone new skills under your direction.

I will, of course, use my remaining time to help with the transition as best I can. I will document and share the status of my projects and, if desired, assist in the search for a replacement.

[Signature here] [Name]  

Example 2: Resignation Letter With Fewer Than Two Weeks’ Notice  

Hello [Name],

Please accept this letter as notice of my resignation. My last day of employment will be [date].

I know it is customary to provide two weeks’ notice, and I sincerely apologize for any problems that my short notice might cause. Know that if there were any way I could have avoided it, I would have done so. Unfortunately, my new employer needs me to begin right away, and I could not negotiate a different start date. [If you have a different reason for the short notice, explain.]

I will always appreciate my time here, and I am truly grateful for the professional guidance you provided. I gained invaluable experience and grew much as a [role/position] during my time at [company]. Thank you so much for the opportunity.

Since my time remaining is short, I know that the transition may be more difficult than usual. Know that I will do all I can to thoroughly document the status of ongoing projects and help tie up any other loose ends.

Example 3: Short Resignation Letter Template

This letter is to notify you that I am resigning from my position as [title] at [company]. My last day will be [two weeks from date of letter].

It has been a pleasure working with and learning from you over the past [X years or months]. I wish you and [company] all the best going forward. Thank you so much for the opportunity.

In my time remaining, I’ll be happy to help with the transition in any way that I can.

Thanks again,

Example 4: Resignation Letter With Reason for Leaving

I’m writing to let you know that I’ve chosen to resign from my position as [position]. My last day at [company] will be [date].

I am resigning because I have decided to accept a new position. I believe the new role provides an excellent path for how I’d most like to steer my professional growth. [ OR I have decided to pursue a career change and am applying for jobs in the X industry/going to school for Y field of study. OR I have decided to resign from my current role due to personal reasons.]

This was a difficult decision. I very much enjoyed my time here and am grateful for all I learned. The experience and knowledge I’ve accrued has been invaluable. Thank you so much for the opportunity.

I will of course do all I can to facilitate a smooth transition. Please do not hesitate to let me know how I can best assist with next steps.

All the best,

Example 5: Resignation Letter Acknowledging Non-Compete Clauses

Dear, [Name],

Of course, I don’t make this decision lightly. I have treasured my time at [company name], gained great experience in [field/role] and was allowed to grow and develop professionally. Thank you sincerely for what has been a wonderful opportunity.

As I write the next chapter in my career, I have been careful to honor the terms of my non-compete clause. Know that I have and will continue to abide by the details of our contract.

I will be happy to use my remaining time to help facilitate a smooth transition. I can document the status of all my projects and, if you like, assist in the search for new candidates and help train a replacement — whatever I can do to help with the transition.

[Signature] [Name]​

Frequently Asked Questions

How do i write a simple resignation letter.

A simple resignation letter should include the date, your contact info, note of address, a notice of resignation, an expression of gratitude, a note about the transition and a closing and signature.

What should I say in a resignation letter?

In a resignation letter, it’s best practice to thank your manager for your time at the company, provide a date for your last day and offer to aid in making your transition as smooth as possible. Depending on how close your work relationships are, you may also leave your personal contact information for your manager and coworkers to reach you.

Is it okay to resign effective immediately?

Resigning effective immediately is only acceptable in situations where the employee has no other choice (i.e., an employee’s future company demands an immediate start date). In such cases, employees can apologize for the short notice and offer a brief explanation. Otherwise, the expectation is that an employee gives at least a two weeks’ notice prior to leaving.

Recent Career Development Articles

How it works

Transform your enterprise with the scalable mindsets, skills, & behavior change that drive performance.

Explore how BetterUp connects to your core business systems.

We pair AI with the latest in human-centered coaching to drive powerful, lasting learning and behavior change.

Build leaders that accelerate team performance and engagement.

Unlock performance potential at scale with AI-powered curated growth journeys.

Build resilience, well-being and agility to drive performance across your entire enterprise.

Transform your business, starting with your sales leaders.

Unlock business impact from the top with executive coaching.

Foster a culture of inclusion and belonging.

Accelerate the performance and potential of your agencies and employees.

See how innovative organizations use BetterUp to build a thriving workforce.

Discover how BetterUp measurably impacts key business outcomes for organizations like yours.

A demo is the first step to transforming your business. Meet with us to develop a plan for attaining your goals.

• What is coaching?

Learn how 1:1 coaching works, who its for, and if it's right for you.

Accelerate your personal and professional growth with the expert guidance of a BetterUp Coach.

Types of Coaching

Navigate career transitions, accelerate your professional growth, and achieve your career goals with expert coaching.

Enhance your communication skills for better personal and professional relationships, with tailored coaching that focuses on your needs.

Find balance, resilience, and well-being in all areas of your life with holistic coaching designed to empower you.

Discover your perfect match : Take our 5-minute assessment and let us pair you with one of our top Coaches tailored just for you.

Research, expert insights, and resources to develop courageous leaders within your organization.

Best practices, research, and tools to fuel individual and business growth.

View on-demand BetterUp events and learn about upcoming live discussions.

The latest insights and ideas for building a high-performing workplace.

• BetterUp Briefing

The online magazine that helps you understand tomorrow's workforce trends, today.

Innovative research featured in peer-reviewed journals, press, and more.

Founded in 2022 to deepen the understanding of the intersection of well-being, purpose, and performance

We're on a mission to help everyone live with clarity, purpose, and passion.

Join us and create impactful change.

Read the buzz about BetterUp.

Meet the leadership that's passionate about empowering your workforce.

For Business

For Individuals

Writing a resignation letter that’s effective and professional

Jump to section

What’s a resignation letter?

What to include in a professional resignation letter, what to avoid in a resignation letter, 5 sample resignation letters, feel good about your decision.

You likely won’t stay in one job forever. Your career might plateau and you’ll be up for a new challenge to broaden your skills, or you might become dissatisfied with your work environment and want a change of scenery.

Regardless of how long you’ve been with your current company, you’ve decided now’s the time to quit your job. The first step to doing so effectively and professionally is to send your resignation letter.

Writing an effective resignation letter reduces the stress of breaking the news to your employer because it gives you time to say everything you’d like to say in a professional manner. It advises your direct or human resources (HR) manager of your decision to leave, provides them with notice to plan for your position, and ends your employment positively.

A resignation letter highlights your intention to leave the company. This letter should include your last day and how you’ll support the team through the transition process. You’ll typically send this message via email to your direct manager or an HR professional.

If you want to leave your job on good terms or ask your current employer for a letter of recommendation , handing in a letter of resignation is a simple way to show respect .

This formal notification informs your employer of your action plan while expressing consideration for the position that your departure places them in. Departing in such a respectful manner increases the chance they’ll write you a great reference letter.

Deciding to resign isn’t always easy, especially if you feel emotionally invested in your company, projects, and team members. The decision to move on likely developed as you assessed your career goals and determined that leaving was the right choice. 

Whether you accepted a job offer at a new company, are beginning your search , or are wanting to take time for yourself, you’ve decided to continue your development elsewhere. But knowing how to formalize this to your higher-ups and HR team can feel intimidating. After all, you want to leave on a good note .

Following these four steps will help you handle this difficult task and compose an effective resignation letter:

• State your intentions: After addressing the email to your manager (Dear [name]), state your intention to resign and departure date. Although giving two weeks’ notice is an accepted standard, you may provide more or less time or have a predetermined notice period in your contract to follow.
• Give a thoughtful thank you: Express gratitude for your experience at the company to set the tone for your future relationship. Discuss key lessons, great moments, and how they’ve helped you develop professionally . This will make the remainder of your time there amicable and leave your employer with a positive impression of you .
• Offer your assistance: Extending an offer to assist during the transition shows your employer you care about them and the company. Briefly mention your intention to wrap up current projects and your availability to train team members. 
• Sign off with your contact information: Finish the letter by sending your best wishes and extending a cordial invitation to keep in touch. This shows your manager you want to remain on good terms. If you’d like, you can add your personal contact information after your signature.

Consider a formal resignation letter your chance to put your best foot forward. Even if you feel excited to leave, you don’t want to seem too enthusiastic or behave informally.

To keep your letter professional, avoid the following:

• Extensive details about why you’re resigning
• Your future plans/where you’re going next
• Complaints about the company or team members
• The words “quitting” or “leaving”

Learning how to professionally quit a job is a valuable skill, and doing it the right way takes practice and planning. Using a resignation letter template makes it easier to keep your thoughts in order and express yourself respectfully.

Here are five resignation letter examples tailored to various scenarios. Fill in the blanks or use them as inspiration to draft your own letter. 

1. Standard resignation letter

Concise, professional, and respectful. This simple resignation letter covers all the basics when communicating your departure to HR or your manager.

Dear [manager’s name],

Please accept this letter as my formal resignation from my position as [job title] with [company name]. My last day will be [date].

Thank you for your support during my time at [company name]. It’s been a pleasure to work alongside such a talented team. I’ve appreciated the opportunity to contribute to [mention two projects]. And I’ve learned so much about [mention focus areas of your role], knowledge that I’ll carry throughout my career. 

During my last [mention time left], I’ll do everything possible to make this transition as smooth as possible. Please let me know if there’s anything in particular I can do to support you and the team. 

I wish you and the company continued success and hope to stay in touch. 

Sincerely, 

[your name] [contact information]

2. Resignation letter with advance notice 

Finding your replacement can take time when you work in a specialized field. Giving more than two weeks’ notice is a thoughtful way of showing your employer you understand this challenge. Although this isn’t mandatory, it expresses your sympathy and allows adequate time to train team members or your replacement.

[date] 

Please accept this notice as my formal resignation from my position as [job title] with [company name], effective [final day]. I understand that preparing someone for this role will take time, so I wanted to provide as much notice as possible. 

It’s been a pleasure to learn from you and see the growth we’ve achieved in the [name of department]. I’m grateful for the opportunities I’ve had during my [amount of time] at [company name], and I know I’ll bring these valuable learning experiences forward in my career. 

During the next [mention time left], I’m committed to wrapping up my duties and making this transition smooth. Please let me know how I can further assist you and the team throughout this period of time. 

I wish you the best and look forward to seeing the company’s continued growth.

3. Resignation letter to a mentor

A mentor-mentee relationship is extremely valuable, and breaking the news of your resignation to someone you respect is challenging. When addressing a letter to someone important, keep it professional and include a personal sentiment to make your departure more amiable. 

I’m writing to give my formal notice of resignation from my position as [job title] with [company name] on [last day of employment].

Thank you for your guidance and support during my time at [company name]. It’s been a wonderful experience working for such an exceptional leader, and I’ll carry the knowledge and lessons you’ve shared with me throughout my professional career. I greatly appreciate the opportunity to [list a couple of work accomplishments] and work alongside such an inspiring team. 

During my final [mention time left], I want to assist you throughout this transition. Please let me know what steps I can take to make this transition as smooth as possible. 

Thank you again for making my time at [company name] a great experience. I look forward to keeping in touch. 

Best regards, 

4. Resignation letter for a new job

If you’ve recently started a position and quickly realized it’s not the right fit, writing a resignation letter is still good practice. You may not have learned much from your role yet, but you can still thank your HR department or manager for their time during your onboarding .

Dear [HR employee],

I’m writing to give formal notification of my resignation from my position as [job title] with [company name], effective [end date]. I realize I’ve only been here a short while but I feel it’s best to pursue other opportunities. 

Although my time at [company name] was short, I appreciate the opportunity you’ve given me and the time you invested in my onboarding.

Please let me know if there’s anything I can do during the rest of my employment to ensure a smooth transition.

I wish you and the company continued success.

5. Resignation letter without notice

Sometimes life throws you a curveball. If you need to leave your role immediately, use this resignation letter example to model an appropriate message to your employer.

I regret to inform you that I must resign from my position as [job title] with [company name]. My last day will be [end date]. 

Due to unforeseen events, I can’t handle my role’s responsibilities at this time. I offer my sincerest apologies that I’m unable to provide two weeks’ notice because of circumstances requiring my immediate attention.

I’ll dedicate the rest of my time within the next few days to finishing my tasks and providing as much assistance as possible. 

Thank you for making my time at [company name] so impactful. It’s been a pleasure to learn so much under your leadership. And I wish you and the company continued success.

Deciding to quit your job is daunting, even when it’s the right choice. But offering a resignation letter can make you feel more at peace with your decision and optimistic about your future. You’ll leave on a good note and ensure you’ve retained healthy relationships with your coworkers. You never know when you’ll need to leverage this professional network .

Invest in your career

Get your promotion. Make your career change. Build the future you dream about. And do it faster with a world-class BetterUp Coach by your side.

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

20 marketing skills professionals should have in 2023

Build the career you want. these 12 books will show you how, wondering how to change careers 12 steps to switch it up, professional development is for everyone (we’re looking at you), the 12 best business podcasts and why to tune in, how to choose a career: 7 things to consider, learn to let it go: how to deal with career disappointment, asking for a raise: tips to get what you’re worth, the pros and cons of working as a contractor versus an employee, similar articles, how to write a leave of absence letter (plus template), what are professional references and how to ask for one (examples), the great resignation: it’s time to meet employees where they are, how to write a great cover letter in 2024: tips and structure, write thank you letters after interviews to stand out as job applicant, how to give two weeks’ notice without burning bridges, tips and tricks for writing a letter of interest (with examples), how to quit your job professionally: 6 tips for resigning, how to write a letter of recommendation (with examples), stay connected with betterup, get our newsletter, event invites, plus product insights and research..

3100 E 5th Street, Suite 350 Austin, TX 78702

• Platform Overview
• Integrations
• Powered by AI
• BetterUp Lead™
• BetterUp Manage™
• BetterUp Care®
• Sales Performance
• Diversity & Inclusion
• Case Studies
• Why BetterUp?
• About Coaching
• Find your Coach
• Career Coaching
• Communication Coaching
• Life Coaching
• News and Press
• Leadership Team
• Become a BetterUp Coach
• BetterUp Labs
• Center for Purpose & Performance
• Leadership Training
• Business Coaching
• Contact Support
• Contact Sales
• Privacy Policy
• Acceptable Use Policy
• Trust & Security
• Cookie Preferences

• QUICK LINKS
• How to enroll
• Career services

How to write a formal resignation letter (with examples)

By Michael Feder

This article has been vetted by University of Phoenix's editorial advisory committee.  Read more about our editorial process.

Reviewed by Jessica Roper, MBA, Director of Career Services

In this article

Why do employees quit, how to write a letter of resignation, why is it important to leave a job gracefully, career resources at university of phoenix.

• Writing a formal resignation letter is crucial for providing essential information.  Download our resignation letter template  below to get started!

This article was updated on March 7, 2024.

While there are plenty of reasons to change careers , taking the time to update your resumé , apply, interview, and then apply and interview again and again can be stressful.

That doesn’t even factor in the potential stress of finally telling your co-workers and managers that you’re leaving.

While moving on might be the right thing to do professionally or personally, the relationships you developed with your managers and co-workers can make it difficult to do so. One way to lessen the sting is to take a professional approach to your departure, and the first step is writing a letter of resignation.

Take the next step in preparation for your career. Our tool kits can help you prepare for job opportunities. Learn more. 

Understanding why  you have decided to resign from a position can help you craft the language that will go into your resignation letter. It’s not always a matter of simply listing your last day, the company name and other technical information. That’s why we sat down with Jamie Johnson, a  career advisor  at University of Phoenix who has more than 30 years of experience in career coaching. Between her insights and the resignation letter templates included in this article, you’ll be better equipped to make a graceful departure from your organization whenever the time comes.

Bad management? Better opportunities? Let’s count the reasons.

No growth opportunities 

Moving up within a company motivates employees to stick with a job. Even if someone might not receive an annual promotion, the sense they can grow is important.

On the other hand, being passed over for a promotion can be disheartening, especially after years with one company. So much so that it might justify leaving.

As Johnson says, employees often find themselves in three stages within a job or career they like:

1.     Stay-cate:  You like your position and don’t want to move, so you develop   new responsibilities closely aligned with your existing role.  Example: A marketing assistant designing and spearheading a social media campaign.

2.     Update:  You like your role but want to grow, so you take your existing position in a new direction.  Example: A marketing assistant is promoted to marketing manager, overseeing general marketing operations.

3.     Innovate:  Your role is old news, so you take your career in a different direction with new responsibilities — and opportunities.  Example: A marketing assistant moves to the financial team.  

Recognizing where you are in the process can help you make a good decision, including whether to stay or move on. It can also help you in the resignation process by clarifying where you would have liked to grow more and what kind of work you want to perform in the future.

read similar articles

Passed over for a job promotion? Here are 10 ways to get out of your own way. 

Clashes with management .

Understanding and articulating your reasons for leaving isn’t about being critical toward the employer. It’s about relaying in a constructive, professional way why you’re moving on. Your soon-to-be ex-employer may not even be aware of problems that have motivated your resignation. Your resignation letter can serve as an opportunity to address those issues for employees still with the company.

Professional collaboration requires the successful alignment of several personality types , but it may not always work as well as expected. Some employees have horror stories of managers who bullied or humiliated their employees. Others have less dramatic stories that are still negative.

If this sounds familiar, you’re not alone. According to Pew Research, a 2021 survey found that 57% of people quit a job because they felt disrespected at work . While this may or may not be tied directly to management, it’s a strong indication that employees take action when they do not feel supported or respected in their position.

An untenable work–life balance 

Johnson has worked with a wide range of people, from experienced professionals to recent high school graduates. She’s noticed a changing emphasis on work–life balance. For some people, spending eight hours in the office and working extra time can feel comfortable and familiar. Other cohorts, such as Gen Z and millennials, tend to emphasize the importance of time spent outside of work.

No matter where you fall on the work–life-balance spectrum, the fact that this spectrum exists is what matters. No one wants to work more than they have to, and even those hardworking employees might think twice if they see co-workers fleeing for greener, more balanced pastures. When businesses can’t cultivate a healthy balance between time on and time off, in other words, employees might search for companies with more progressive policies.

Once you fully understand why you’re leaving, it’s time to start writing. A professional resignation letter most importantly outlines the details of your employment and departure.

A letter of resignation provides an easy-to-read format for this information, serving as a record of company name, the length of your tenure at the company and (if you decide to include it) the reason for your resignation. That can be useful for legal purposes, as it lays this information out in plain terms. It’s preferable to resigning over the phone or in person, in which case a letter of resignation might not be produced.

The goal of a good resignation letter is to provide an employer with as much information as possible to ease the transition for both sides. This includes giving your employer enough notice (most commonly two weeks) to find a replacement and sharing an outline of your duties at the company, so your employer has notice as to which skills to seek in a replacement.

If you’re looking to resign, it’s important to be as professional as possible. Even if your work experience has been negative, it’s still essential to write the letter professionally, Johnson says. You might also choose to address your employer by company name instead of directing notice toward a specific person. This further turns the resignation letter into a professional document rather than a personal one.

As you write your letter, the following steps and inclusions will help ensure a professional departure:

1.     Heading: Include your contact information (name, address, city, state, ZIP code, phone number and email address).

2.     Date: Document the date when you’re writing the letter.

3.     Employer contact information: Insert your employer’s name and professional title if using; always include the company name and address.

4.     Salutation: Open with a professional greeting. If you have a good relationship with the employer or manager, you might use their first name. But in many cases, it’s best to use their title and last name (e.g., “Dear Ms. Jones”).

5.     Opening paragraph: The first paragraph should get straight to the point. State your resignation and provide the effective date. It’s customary to give at least two weeks’ notice unless you have a different agreement with the employer.

6.     Second paragraph: You can explain why you’re leaving in the second paragraph, but keep it brief and professional. You’re not obligated to provide detailed reasons for your departure, and sometimes less is more.

7.     Third paragraph: This section should focus on the positive aspects of your job. Johnson recommends thanking your employer for the opportunity to work there. Even if it wasn’t your dream job, it’s important to recognize the skills and experiences you’ve gained.

8.     Offer of assistance: Offer to help during the transition. You might volunteer to train a replacement or finish any outstanding projects.

9.     Closing: Use a professional closing, such as “Sincerely” or “Best regards,” followed by your full name.

10.  Signature: If printing your letter, leave a space for your signature and type your full name. If it’s an email, your typed name will suffice.

Remember, keep the letter professional and positive. Even if you’re leaving because of workplace issues, it’s essential to leave on good terms. The resignation letter could be kept in your file and might even be seen by future employers.

5 ways to navigate office politics 

Consider the following resignation letter examples:

Click on the image to download our two weeks resignation letter example.

Click on the image to download our short-notice resignation letter example.

Click on the image to download our immediate resignation letter example.

“Relationships are everything,” Johnson says. She has a number of reasons for believing this. First, your reputation can precede you. Leaving a job on a sour note might make it difficult to get a positive reference for your next job.

Leaving on bad terms can also create personal tension between you and your former manager and co-workers, which can follow you even after you resign. At the end of the day, to resign with grace is the right thing to do if you want to maintain a positive impression with the people you used to work with.

And that positive impression has potential to pay off. For example, when former co-workers have a positive memory of you, they are more likely to speak on your behalf. This can open opportunities for career development that you may not be able to foresee right now.

Resigning professionally isn’t always easy, but it can make the transition period between employment easier. Writing a resignation letter shows that you are willing to resign without personal conflict. It also suggests you have both the attitude and maturity that can make your future employment much more pleasant and productive.

In short, leaving a job with grace sets the foundation for a fresh start that can build a network of potential opportunities now and in the future.

Don’t embark on your career journey alone! University of Phoenix equips its students and graduates with the following resources to help them on their professional paths.

• Career Services for Life ® commitment: Available to UOPX students and graduates, this offering comprises complimentary career coaching, including guidance on how to build a personal brand and write a resumé.
• Free career resources :  Browse a range of downloadable guides and templates to help you optimize your LinkedIn ®  profile, get ready for a job interview and write a resumé and cover letter.
• Career With Confidence™ newsletter :  Get career insights every week via UOPX’s LinkedIn newsletter.

LinkedIn is a registered trademark of LinkedIn Corporation and its affiliates in the United States and/or other countries.

ABOUT THE AUTHOR

Michael Feder is a content marketing specialist at University of Phoenix, where he researches and writes on a variety of topics, ranging from healthcare to IT. He is a graduate of the Johns Hopkins University Writing Seminars program and a New Jersey native!

Why Looking for the Perfect Job Won’t Lead to Happiness at Work

Career support.

May 06, 2024 • 8 minutes

How to Prepare for an Unpredictable Job Market

April 23, 2024 • 6 minutes

Working-Mom Burnout: The High Cost of Having It All

April 02, 2024 • 11 minutes

How to Resign With Grace Through the Perfect Resignation Letter

By Rad Aswani • May 21, 2024

Need to write a letter of resignation but not sure where to start? You’re in the right place. We’ll show you how to create a straightforward and dignified resignation letter, with essential tips, examples, and key phrases that reflect your professionalism. By the end of this article, you’ll be equipped to craft a letter that communicates your departure with grace and poise.

Key takeaways

• A resignation letter should include essential elements such as recipient identification, a clear statement of resignation, and expressions of gratitude, setting a professional tone for your exit.
• The structuring of a resignation letter is key, with a clear introductory statement of intent to resign, a body that discusses transition plans, and a conclusion that reinforces a positive and professional relationship.
• Different scenarios demand tailored resignation letters, and it’s crucial to balance honesty with professionalism, adapting the tone to fit the company culture and maintaining good relationships for future networking.

The great resignation during and after COVID saw waves of resignation letters fly around companies. And as workers spend shorter periods between new roles as part of that shake out, many more are in the pipeline. If you need to resign, as part of a remote or hybrid team , doing it well is still vital. 

Essentials of a professional resignation letter

A resignation letter is not merely a formality; it’s the final chapter of your current professional story. It should be penned with the same care and attention you’ve devoted to your work. This letter is a formal document that announces your departure and sets the tone for the final days with your employer. To write a resignation letter that is both professional and polished, one must include key elements such as:

• The identification of the recipient
• Personal details
• A clear statement of resignation
• Expressions of gratitude
• A professional sign-off.

By following these guidelines, you can ensure that your resignation letter professional in tone and content.

Each component ensures the resignation process is completed with dignity and respect, paving the way for a smooth transition and preserving the professional relationship you have nurtured.

Identifying the recipient and personal details

Attention to detail begins with the basics: properly addressing your resignation letter. It’s essential to start with the current date to mark the formality of the document. Your contact information and the company’s name should be clearly stated in the header, leaving no room for confusion.

A formal salutation paves the way for a respectful tone, as addressing your manager by name and title conveys a sense of personal acknowledgment. Including your job title within the personal details further clarifies your position within the company, ensuring no ambiguity about the role you’re vacating.

Note that a resignation letter needs to be emailed or printed and handed over; email by messenger or chat application, even fun-focused companies using Kumospace , is unlikely to be accepted by human resources.

Crafting a clear and polite statement of resignation

The core of your resignation letter is the statement where you formally notify your intent to leave. Clarity is paramount; your words should leave no doubt about your decision. It’s customary to mention the last working day to provide a clear timeline for your departure, honoring the standard notice period and allowing for adequate transition planning.

Small teams without human resources might need to work out your leaving date, while high-value employees might have contract clauses that extend the usual week or four-week period to several months, depending on seniority. 

While it’s tempting to delve into the reasons for leaving, such details are not obligatory and may, in fact, lead to misunderstandings if not approached with care. Instead, use unequivocal language to formally notify your employer of your resignation, focusing on the professional rather than the personal.

Expressing sincere gratitude and positive experiences

A graceful exit includes expressing gratitude for the opportunities and experiences you’ve had during your tenure. A thoughtful resignation letter should acknowledge the support and opportunities provided by the manager and the organization. Sharing a memorable experience or expressing thanks for specific opportunities can reinforce your appreciation and underscore the positive aspects of your professional journey.

Concluding your letter on a positive note with a sincere expression of gratitude will ensure you leave a positive impression, reinforcing the value of the time spent with the company.

Structuring your resignation letter

Crafting a structured resignation letter is about adhering to formalities and leaving behind an eloquent testament to your time with the company and the employment contract you’ve had during your formal resignation.

If you have advice on how the business can improve, feel free to offer it in a good-spirited way, such as improving collaboration , or improving how meetings are managed , both common issues for growing organizations. 

Opening paragraph: formal notification

The opening paragraph is where you set the tone for your departure. It should begin with a formal notification that clearly states your intention to leave the company. This introductory message should be succinct, avoiding unnecessary details while focusing on the fact that you are resigning.

By stating your decision in the first few sentences of the official document, you immediately clarify the letter’s purpose, setting a clear and respectful tone for the remainder of the communication.

Body paragraph: reasons for departure and transition plans

The body of your resignation letter should include:

• Briefly touching on your reasons for leaving (optional)
• Highlighting any positive value gained from your current position
• Mentioning future opportunities that you are pursuing
• Avoiding dwelling on any negatives

This section is also where you express your commitment to a smooth transition process, specifying an exact end date and any ways you are willing to assist, such as training a replacement or creating handover documents. By initiating important transition planning and offering specific support, you demonstrate a cooperative and supportive attitude even as you prepare to leave.

Conclusion: professional sign-off and continued success wishes

The conclusion of your resignation letter is your final opportunity to leave a lasting impression. A professional sign-off is essential, as it encapsulates your overall message and leaves the reader with a sense of respect and goodwill.

Wishing the company and your colleagues continued success conveys a positive outlook and genuine desire for the organization’s prosperity even after your departure. This courteous gesture not only reflects well on you but also strengthens the professional bonds that may continue to benefit you in your career journey.

Templates for different scenarios

Not all resignations are created equal, and your departure may be driven by various circumstances, each demanding a tailored approach to the conversation. Resignation letter templates serve as versatile tools that cater to various scenarios, whether a career leap, an unforeseen personal event, or a transition to new responsibilities.

These resignation letter template foundations can help you build a personalized, situational resignation letter, ensuring that your message is appropriate and impactful.

Immediate resignation due to unforeseen circumstances

Immediate resignations are challenging due to their abrupt nature and the potential inconvenience they may cause to an employer. When unforeseen circumstances necessitate such a swift departure, it’s crucial to apologize for the suddenness and provide a brief explanation for the urgency.

While you may not be able to provide the traditional notice period, offering your support in whatever capacity possible during this brief transition period can help mitigate any negative impact.

Resigning for personal health or family reasons

When personal health or family commitments necessitate a resignation, it’s vital to emphasize the importance of these priorities. Your letter should reflect a respectful acknowledgment of the difficult nature of such decisions and an appreciation for the employer’s support during your tenure.

Be it caring for a loved one or addressing your own health, such valid reasons should be communicated with dignity and an expression of gratitude for the understanding you hope to receive.

Writing a resignation letter that maintains professional relationships

The manner in which you resign can significantly impact your professional relationships long after you’ve moved on. It’s about more than just the letter; it’s about the conversations and actions that surround your departure.

Here are some steps to take when resigning:

• Have a face-to-face discussion with your manager before submitting your resignation letter. This is a mark of professional courtesy.
• Offer your support during the transition period. This shows a level of commitment and respect.
• Follow up after submitting the letter to demonstrate your continued interest and support.

By following these steps, you can leave a lasting positive impression.

This approach preserves and can enhance your professional network, which may prove invaluable on your ongoing professional journey.

Offering support during the transition period

Your willingness to assist speaks volumes about your character during the transition period. Offering to train your replacement or help with specific tasks shows that you’re invested in the company’s continued success even as you prepare to leave. Open communication with your manager about how you can support the team during this time is a testament to your professionalism and can help ensure a seamless transition.

Even in cases of immediate resignation, demonstrating a willingness to help in any way possible can soften the blow of your sudden departure.

Handling the exit interview with careful reflection

The exit interview is an important step in the resignation process, as it allows you to share your experiences and insights with the organization. During this conversation, it’s crucial to:

• Provide honest but respectful feedback
• Focus on the positive aspects of your job
• Offer constructive suggestions for improvement
• Approach negative experiences with care and specificity to avoid leaving on a sour note.

A thoughtful exit interview that balances gratitude with insightful feedback can contribute to lasting professional respect and even lead to positive changes for those who remain.

The do's and don'ts of resignation letters

A resignation letter is a balancing act of professionalism and personal expression. It’s crucial to include positive elements such as a suggested notice period and clear communication of your resignation, which maintains a polite and respectful tone. At the same time, it’s important to steer clear of negativity, criticism, or overly detailed personal reasons for leaving, as these can detract from the professionalism of your letter and potentially harm future job prospects.

Positive elements to include in every resignation letter

In every resignation letter, it’s wise to suggest a notice period that reflects both your role and the standard expectations, providing ample time for the company to adjust to your departure. Clear communication of your resignation is key—your letter should unequivocally state your intention to leave, with a positive tone that reflects your gratitude for the time spent at the company. Including expressions of thankfulness for the opportunities you’ve had not only leaves a positive impression but also opens the door for future collaboration.

What to avoid in your resignation letter

While it’s important to be honest, using your resignation letter as a platform to vent negative emotions can backfire, damaging your professional reputation and relationships. Negative comments about the company or colleagues, regardless of your experiences, should be omitted to preserve a professional tone.

Keeping your reasons for leaving brief and free from negative emotions will ensure you part ways on amicable terms, leaving a positive lasting impression.

Leveraging resignation letter samples for inspiration

Sometimes, finding the right words to express your decision to leave can be challenging. Resignation letter examples offer a wealth of inspiration, providing the structure and wording that can be adapted to fit your personal circumstances.

Whether you’re seeking career advancement or need to resign on short notice, these examples can help you craft a letter that maintains a professional tone and respects the connections you’ve made.

Sample letter for career advancement

When resigning to pursue career advancement, it’s crucial to acknowledge the professional development and opportunities provided by your current employer. A sample letter can help you articulate your gratitude for these experiences and the positive impact they’ve had on your career path, demonstrating appreciation for the growth you’ve achieved.

Example of a short-notice resignation

Short notice resignations can be particularly challenging, as they often come about due to unexpected or urgent circumstances. A sample resignation letter for such situations should convey:

• Your awareness of the inconvenience
• Your sincere apologies
• Your commitment to providing as much support as possible during the abbreviated notice period.

Adapting your letter to company culture

Your resignation letter should mirror your time with the company, reflecting not just your personal journey but also the culture and values of the organization. Adapting your letter to the company’s culture ensures that your departure is in harmony with the environment you’ve been a part of, whether it’s the casual tone of a startup or the formality of a corporate enterprise.

Understanding the tone and formality required

The tone and formality of your resignation letter should align with the company’s communication style, which you’ve become familiar with during your tenure. This understanding allows you to craft a letter that feels authentic to the recipient, balancing professionalism with a personal touch that respects the company’s culture.

Reflecting company values in your resignation

It’s essential to weave the fabric of the company’s values into your resignation letter. This not only shows that you’ve been an attentive and involved member of the team but also allows you to express appreciation for specific experiences that embody these values.

Identifying and thanking the company for these opportunities demonstrates a deep understanding of its culture and your genuine respect.

In summary, crafting the perfect resignation letter is a strategic balance of professionalism, courtesy, and authenticity. It’s an opportunity to express sincere gratitude, clarify your intentions, and offer assistance for the transition, all while maintaining the professional relationships you’ve built. Whether you’re leaving for a new job, facing personal challenges, or seeking career advancement, a well-structured and thoughtfully written resignation letter can serve as a bridge to your future endeavors, leaving a legacy of respect and goodwill behind.

Frequently Asked Questions

How do you politely resign  .

Politely resign by providing a respectable reason, submitting a formal resignation letter, maintaining a positive attitude, resigning in person, giving notice, and offering to provide training for your replacement. It's important to handle the situation respectfully and professionally.

How do I address my resignation letter if I don't know who will receive it?  

Address your resignation letter to "Dear [Company Name] Management" or "To Whom It May Concern" to ensure it reaches the relevant decision-makers. This approach will help ensure that your letter is appropriately addressed.

If you work in an all-remote company, you can use online means like Kumospace to communicate with your leaders, and direct them to an email containing your resignation letter.

How much notice should I give when resigning?  

It is advisable to provide a standard notice period of two weeks when resigning, although it is better to give more notice, especially for senior positions or if your employment contract specifies a different period. Consider industry norms and consult your contract to determine the appropriate notice period.

Can I email my resignation letter, or should it be printed and handed in person?  

It is often preferable to print out your resignation letter and deliver it in person during a face-to-face conversation with your manager, as this is seen as a more respectful and professional approach.

Transform the way your team works from anywhere.

A virtual office in Kumospace lets teams thrive together by doing their best work no matter where they are geographically.

Rad has over 7 years of experience in Marketing. Currently, she is the fun Digital Marketer at Kumospace. She leads initiatives such as influencer marketing, SEO management, and social media to name a few. Outside of work, Rad enjoys traveling, working out, and spending time with her family and friends.

Suggested posts

Posted by Yang Mou on August 16, 2023 Yang Mou • August 16, 2023

Kumospace Acquires Kosy Office

Posted by Rad Aswani on June 6, 2023 Rad Aswani • June 6, 2023

Wave Goodbye to Wonder, and say hello to Kumospace: a seamless transition for your virtual event needs

Fun & Events

Posted by Drew Moffitt, Sophia Kercher on February 13, 2023 Drew Moffitt, Sophia Kercher • February 13, 2023

15 Fun Virtual Games to Play with Groups Online

Posted by Kyla Mintz on April 28, 2024 Kyla Mintz • April 28, 2024

Boost Employee Performance with Workplace Wellness Programs in 2024

Transform the way your team works..

• Search Search Please fill out this field.
• Career Planning
• Leaving a Job

Resignation Letter Example for a Better Job Opportunity

 Theresa Chiechi © The Balance

You’ve been offered a new job, and maybe even a better job with a promotion. Now, it’s time to let your current employer know you’ll be leaving. When you need to resign from your job, it’s important to do so in a professional way. You should write and send or email a resignation letter when you leave for a new job opportunity.

Keep your resignation letter positive, complimentary, and appreciative of your tenure with the company.

You don’t need to elaborate on the reasons you are leaving, particularly if they aren’t positive ones. It’s not a good idea to burn bridges behind you. The contacts you have now may become important again in the future.

Read on for advice on writing a resignation letter when you are leaving for a new job. Also, see further below for a sample resignation letter and email.

Tips for Writing a Resignation Letter or Email for a New Job

Speak to your boss first.  If it’s at all possible, tell your boss about your plan to resign in person first. Then, you can follow up with an official business letter.

Write a letter when possible.  If time permits, send an official business letter after you speak with your boss. Send a printed copy to both your boss and the human resources office, so that the letter goes into your file (keep a copy for yourself as well). However, if time is of the essence or if your company prefers it, you can send an email instead. Send the resignation email to your boss, and carbon copy (cc) the email to human resources.

State the date.  In your letter, state the specific date you plan to leave work and try to give at least  two weeks' notice if possible. Two weeks is considered the standard amount of time for giving notice.

Keep your reasons brief.  You do not have to go into detail as to your reason for leaving, especially if they are negative. This isn’t the time to unload your feelings on your soon-to-be former boss or air all your grievances.

You can simply say, “I was recently offered a new position.” You may also choose to provide a bit more information (for example, the name of the company or the position, or the reason you are taking this new job). However,  keep the letter brief .

Stay positive.  You might need to ask your employer for a recommendation in the future. Therefore, stay positive when you talk about your current company. Don’t go into detail about how this new job is so much better than your current job or say anything to make your current company, coworkers, or management look bad. Express gratitude for the time you spent with the company.

Offer your help.  If possible, offer your help during the transition period. You might volunteer to train the new employee or help in some other way. This way you’ll leave a positive impression when you exit.

Provide contact information.  Include an email address and phone number where you can be reached once you officially leave the job. You might include this information in the body of your letter, or as the return address. If you’re sending an email, you can include this information at the bottom of your signature.

Follow the business letter format.  If you write a letter, be sure to follow the proper business letter format . Include a header with the employer’s name and address, the date, and your name and address.

Edit, edit, edit.  Whether sending a letter or an email, thoroughly proofread your note before sending it. Again, you may need to ask for a recommendation from your employer in the future, so you want all your writing to be polished.

Resignation Letter Sample for a Better Job Opportunity

Here’s a resignation letter sample to tell your employer that you're leaving your job because you were offered a new opportunity. Use this sample as a guide when writing your letter. However, be sure to change the details of the letter to fit your circumstances (for example, if you like your current job but you’ve just been offered your dream job).

Download the new job opportunity resignation letter template (compatible with Google Docs and Word Online), or see below for more examples.

Resignation Letter Sample for a New Job Opportunity (Text Version)

Tina Rodriguez  123 Main Street  Anytown, CA 12345  555-555-5555  tina.rodriguez@email.com

May 1, 2024

Derrick Lee  Manager  PQR  123 Business Rd.  Business City, NY 54321

Dear Mr. Lee:

I am writing to formally notify you of my resignation from my position at PQR. I was recently offered a new opportunity with a company headquartered very close to my home and have decided to take their offer.

Currently, I spend several hours a day commuting and this new opportunity will allow me more time with my family outside of work. My last day of employment with PQR will be May 31st. 

My years at PQR have been some of the best of my life. I will miss my job and the incredible people I have had the pleasure of working with throughout the years.

I cannot thank you enough for all of the opportunities and experiences you have provided me during my time with the company.

I appreciate your support and understanding, and I wish you all the very best. Please let me know if I can be of any assistance during the last few weeks of my time here.

Tina Rodriguez (signature hard copy letter)

Tina Rodriguez

Resignation Email for a New Job Opportunity

Increasingly, resigning via email is becoming the norm, but the preferred medium ultimately depends on your company. Use this sample email resignation letter to help you formulate your own. Be sure to change the details of the email to fit your own circumstances.

Subject: Resignation – Firstname Lastname

Dear Mr. Michaels,

Please accept this as my notice of resignation from ABC Company, effective March 23, 20XX. I have been offered a new job opportunity with XYZ Company which will allow me to gain further management experience.

Thank you for all the experience I have gained working for you at ABC. I learned a lot about the business in the four years I’ve been here, and I appreciate the advice and support you have given me.

Please let me know what I can do to make this a smooth transition for the entire department.

Firstname Lastname firstnamelastname234@email.com 555-555-5555

How to Write a Resignation Letter

Looking to write a different type of resignation letter? Here's a broader set of guidelines you can use for just about any reason. There are also more general tips to keep in mind regardless of the type of letter you're writing.

Key Takeaways

Speak to your boss first. Initiate the resignation process by discussing it with your boss before you formalize it in writing.

Keep things brief. Specify your last working day and provide ample notice (generally around two weeks). There's no need to elaborate on your reason.

Stay positive and offer assistance. Maintain a positive tone in your resignation letter, and make sure to not brag about your new opportunity. Instead, offer to help with the transition if possible.

Protect your data

This site uses cookies and related technologies for site operation, and analytics as described in our Privacy Policy . You may choose to consent to our use of these technologies, reject non-essential technologies, or further manage your preferences.

• How to Write the Perfect...

How to Write the Perfect Goodbye Email to Co-Workers & Clients

11 min read · Updated on June 13, 2022

Leave a positive, lasting impression by writing a thoughtful goodbye email to your co-workers.

Ending any relationship is never easy, especially when you're leaving a job. Even if you're thrilled to be moving on, it's important to walk out the door on good terms.

So, after you've given your two-weeks' notice, it's time to start thinking about writing goodbye emails to your co-workers, managers, and clients. This might sound simple at first — a quick  “so long and farewell” — but it's easy to overthink it.

If you're struggling to find the perfect words, use these tips (and examples) to help you get started.

The importance of sending the best farewell email

You've submitted your notice, and the company has made an announcement about your departure — so why do you need to write a goodbye email? At this point, you've probably had plenty of conversations with your co-workers wishing you well at your new job or future endeavors. That's enough, right?

Even if everyone knows you're leaving, sending a goodbye email to your co-workers before your last day is pretty standard practice. It's good etiquette and a nice way to close out your time at a company — especially if you've formed strong bonds with your colleagues, managers, and clients.

In addition to expressing your appreciation, you can also use the farewell message as an opportunity to share your alternate contact information, including personal email address, LinkedIn profile URL, or even phone number, to keep in touch. 

Chances are, these are valuable people in your professional network that you'll want to lean on if you need a job reference or LinkedIn recommendation. They may also connect you with new opportunities down the road — just make sure to return the favor in the future.

6 tips to crafting and sending the perfect goodbye email

Initially, writing a goodbye email to coworkers might seem straightforward enough, but it's important to find the right words and leave on a positive note. Here are a few tips to keep in mind when you bid farewell:

1. Check with your manager

Before you send your goodbye email, confirm the company has announced your departure. Your email should not come as a surprise to anyone, so simply make sure everyone is aware you're leaving.

2. Send your email a day or two before you leave

Because everyone is aware you're leaving, you don't need to send your farewell email until a day or two before your final day. Sending it any earlier could cause you to become distracted from finishing your job and tying up loose ends. 

However, if you're reaching out to clients or vendors, you'll want to let them know shortly after you give your two-weeks' notice. That will give them plenty of time to ask any questions and get ready for your departure and discuss a transition plan.

3. Nail your goodbye email subject line

Writing the perfect farewell email subject line is never as easy as it seems, but it's really important you get it right. 

Your farewell email subject line should be straightforward and fairly obvious. It may look different depending on who you're sending your email to, but here are a few professional goodbye email examples:

Saying goodbye is never easy

Keeping in touch

My last day

4. Say positive and show gratitude

Your farewell letter email should take on an overall positive attitude and tone. Show gratitude for your experience with the company and the opportunity to work with talented individuals. 

If you're sending a goodbye letter to someone you've grown particularly close to, you can share a good memory, a funny moment, an inside joke, or even a compliment.

5. Don't forget your contact information

One of the main reasons for sending a goodbye email to coworkers is to give them your contact information. You'll no longer have access to your work email, so if you want to keep in touch with them, share your personal email address and customized LinkedIn profile URL . You can also share your phone number if you'd like. 

6. Keep it short and sweet

Overall, your goodbye message to your colleagues should be short and sweet. It only needs to be one or two paragraphs. Avoid giving too many details on your new opportunity or showing too much excitement about leaving. 

You also don't want to talk negatively about any team members, managers, or the company itself. It's best to keep it brief, show your gratitude, share your contact information, and move on.

Examples of goodbye emails for your team, managers, colleagues, and clients

With these tips in mind, start drafting your farewell email. You can use these goodbye email templates below to help you get started, but remember you'll want to personalize them with your own information and experiences.

1. Saying goodbye to your close colleagues

If you've become close with your colleagues and team members at work, there's a good chance you already had plenty of conversations with them about your departure. It's also probable you have their personal contact information and already have plans to keep in touch after your last day.

Even so, you can still send them a goodbye email. This doesn't need to particularly formal or include all the nitty-gritty details of your departure. Instead, focus on your gratitude and keeping in touch. Here's an example of what that might look like:

Subject line : Thank you for everything

Dear Caitlin,

As my time at XYZ Corporation winds down, I can't help but reflect on all the awesome people I've worked with — including you. It's hard to believe we've worked together for more than four years now.

I feel particularly grateful I met you on my first day, and I cannot thank you enough for your guidance those first few weeks. It's been a blast collaborating with you on so many projects. I love your tenacity, your willingness to jump right in, and your ability to think outside the box.

Of course, this isn't goodbye; I know we'll keep in touch outside of work (Let's get those quarterly Zoom check-ins on the calendar we talked about!).

I'll miss you moving forward, but I wish you nothing but the best. Keep killin' it!

2. Saying goodbye to your immediate team or direct reports

Your farewell email to your immediate team or direct reports will largely depend on what type of relationship you have with them. If you worked in a more laid-back collaborative office setting, feel free to take on that tone in your goodbye email. If you wore suits, shook hands, and worked in a more corporate environment, you'll likely write a more formal farewell.

Here's an example of something you might write to your close team or direct reports in a more casual setting:

Subject line : My last day

As you know, my time with ABC Collective winds down in a couple days.

I still can't believe it, but it's been an absolute pleasure working with each of you these past six years. This is definitely bittersweet. I'm excited about my next move, but I will greatly miss working with each of you. I will never forget how much fun we had brainstorming at the local brewery, and Fridays won't be the same without our team lunches at Lemongrass.

Thank you for all your support, and please keep in touch. Feel free to shoot me an email at [email protected], or connect with me on LinkedIn at linkedin.com/in/firstnamelastname123.

I will miss seeing you each day, but I look forward to seeing what you continue to accomplish. If there's anything I can do to assist with this transition in the next two days, don't hesitate to reach out.

All my best,

3. A goodbye email to your boss or manager

Although you could potentially tell your boss or manager goodbye in the same email you send your direct team, you can also send them a separate one, especially if you worked closely together. Again, the way you write this email will largely depend on your relationship, but here's an example of a goodbye email you could send your manager:

Subject line : Saying goodbye is never easy

Because today is my last day with ABC Collective, I wanted to let you know how much I've enjoyed my time here.

It's been a pleasure working with you, and I appreciate everything I've learned under your leadership. Your guidance and support over the past three years has been invaluable, and I will look back on this time with extreme gratitude.

Although our time together is ending, I hope to keep in touch. Feel free to reach out at [email protected] or 111-222-3333 at any time.

Thank you again for your leadership, and I wish nothing but the best for you and the team.

4. A goodbye email to your CEO or founder

If you work at a smaller company or startup, there's a good chance you work directly with your CEO or founder at times. If they've played a pivotal role in your time at the company, it's worth sending them a goodbye email, too. They'll appreciate the thoughtfulness. 

Again, this will depend on your relationship with your CEO as well as the company's culture, but here's an example of something you might send:

Dear Cynthia,

As you know, today is my last day with ABC Startup, and I have to say this is an incredibly bittersweet day.

My time here has been overwhelmingly positive, and I've loved learning under your leadership. I've grown so much as not only a person but also a designer, and I largely attribute that to the positive culture you've established as well as your support in my continued professional development.

I wish ABC Startup nothing but the best, and I do hope we can keep in touch. Feel free to reach out at [email protected] or find me on LinkedIn.

Thank you again for giving me this incredible opportunity these past three years, and I look forward to seeing what ABC Startup accomplishes next.

5. Sample goodbye email to clients, vendors, or third-party contacts

If you're in a client-facing role or work with people outside your company, don't forget to send them an email. You'll likely want to do this shortly after you put your notice in with the company — but once you've figured out what the transition will look like. 

Once you've determined the new point of contact, send out your goodbye email. Here's an example:

Subject line : New point of contact 

Dear ZYX Cooperative,

I am reaching out to let you know my last day with ABC Collective will be September 8.

I want to let you know how much I've enjoyed working with you these past two years, and it's been a pleasure getting to know you.

Over these next two weeks, I'll be working to tie up any loose ends, so feel free to reach out if you have any questions. Otherwise, your new point of contact will be Ashley. She has more than 10 years of experience, and she's a pleasure to work with. She's CC'd on this email and will touch base with you within the next week.

Wishing you and ZYX Cooperative all the best,

6. A company-wide goodbye email

On your last day, you might want to send an email out to your company, depending on its size and how closely you worked with colleagues across departments. 

For instance, if you work at a 30-person startup, it's likely you grew close to a large number of your co-workers, so you could send out a company-wide email or Slack message. Here's an example:

Subject line : Keeping in touch

To my ABC Collective colleagues,

As you all have heard, my last day with the company is tomorrow, May 2.

Before I leave, I want to let you all know how much I've enjoyed my time working for ABC Collective. This is an incredible company, and I feel fortunate to have been a part of it for these past seven years. It's been a pleasure working with each one of you, and I wish you all nothing but the best.

Although you won't see me around the office any more, please don't be a stranger. My personal email is [email protected], and you can find me on LinkedIn at linkedin.com/in/firstnamelastname123.

I look forward to keeping in touch and seeing what you all continue to accomplish!

Sending a goodbye email to your co-workers is an important final step in leaving your job. It gives you the perfect opportunity to show your gratitude and also share your contact information for future correspondence.

You never want to leave a company on bad terms, and a nicely written farewell email can help ensure your transition is a positive one.

Don't waste your time Googling. Get expert career advice delivered straight to your inbox . 

Recommended Reading:

How Long Should I Stay at a Job Before Quitting?

Writing a Professional Resignation Letter

4 Wrong Reasons to Quit Your Job

Related Articles:

How to Write a Resignation Letter (+ Example)

It's OK to Quit (Your Job)

20 Funny and Awkward Zoom Fails: Meetings Gone Wrong

See how your resume stacks up.

Career Advice Newsletter

Our experts gather the best career & resume tips weekly. Delivered weekly, always free.

Thanks! Career advice is on its way.

Share this article:

Let's stay in touch.

Subscribe today to get job tips and career advice that will come in handy.

Your information is secure. Please read our privacy policy for more information.

3 Best Resignation Letter Examples

W hether you are resigning from your job because you found a more lucrative opportunity or you are leaving to pursue your passion, writing a professional and concise resignation letter can be stressful.

Continue reading for everything you need to know about what to include in a professional resignation letter and some resignation letter templates.

What is a resignation letter?

You provide your employer with a resignation letter when you formally leave your job .

It is essential to leave your current position on a good note, as it can impact how potential employers view you down the road, so providing the customary two weeks' notice is critical.

Related : Had Enough of Your Job? 5 Tips for Writing a Resignation Letter. | Entrepreneur

Are resignation letters really necessary?

It isn't always necessary to submit a formal resignation letter to your employer, as typically, letting them know in person and giving your two weeks' notice is sufficient.

Still, it never hurts to also have it in writing for the following reasons:

It creates a paper trail

Some employers may require you to submit a resignation letter as a formal notice of your leaving the company so that they can keep it on your file.

Even if your employer doesn't require one, it can be a good idea to submit a resignation letter as it can help with the paperwork in receiving your final check and the transition of your duties to another employee.

Related : 15 Tips for Quitting Your Job in 3 Months | Entrepreneur

It's required in certain industries

Depending on the industry in which you work, sometimes a letter of resignation is mandatory.

If you are unsure as to whether or not your employer requires one, you can check your employment contract or discreetly ask a former employee or a member of the human resources team.

Related : 3 Ways to Avoid a Nasty Breakup When Quitting Your Job | Entrepreneur

It helps ease tensions

Sometimes the mere thought of telling your boss you are quitting face-to-face can be overwhelming.

To help ease this tension, sending a resignation letter to your boss via email before meeting with them in person can help minimize the stress of the situation.

It makes your voice heard

Putting in writing exactly why you are leaving ensures that your voice is heard and the reason for your leaving isn't negatively spun after you leave.

This is especially true if you aren't necessarily leaving on good terms.

It is a good idea to send a copy of your resignation to your boss and your HR department to make sure everyone is aware of the reason for your departure from the company.

Related : Make Your Resignation Letter Polite, Even When You're Not Feeling It. | Entrepreneur

What should you include in your resignation letter?

Now that you know the importance of providing your employer with a resignation letter, what do you include ?

It is recommended to keep the letter short, stick to the point, use formal language and maintain a friendly tone throughout to leave the company on a positive note.

Your resignation letter should include the following:

A clear resignation and date of your last day

There is no reason to beat around the bush, so immediately get to the point. Simply state your current position that you are resigning from and when your last day with the company will be.

While you may discuss with your boss why you are leaving in person, you don't necessarily have to include that in your letter.

Related : How to Fearlessly – But Softly – Break Up with Your Job | Entrepreneur

Thank you statement

After your formal resignation paragraph, it is a good idea to thank your employer for the opportunity and knowledge you gained while at your job.

You can even describe some things you enjoyed while working there or something you have learned while in your current position.

It is vital to keep your resignation letter friendly and polite. Remember, you don't want to leave on a sour note, as you may need a reference down the line or run into a former employer or colleague at a new job one day.

Related : How to Resign From Your Company and Keep Great Relationships | Entrepreneur

The handoff

Here you can express your desire to help ease the transition by helping to train your replacement.

You don't need to go into too much detail about all of the things you're willing to do, and you may want to avoid promising anything in writing — but a sentence or two explaining your willingness to wrap things up before you leave is usually a good idea.

The conclusion

Now is the time to wrap things up and end on a positive, professional note.

Here you can express that you wish the company the best in the future and that you have enjoyed working for their organization.

Before you submit your resignation letter to your boss, make sure you have all your dates correct and make a copy of the letter for yourself to prove that your boss was aware of your resignation.

Related : How to Quit a Job Without Burning Bridges | Entrepreneur

What should you avoid in your resignation letter?

While you definitely should include things in your resignation letter, there are also some things you should avoid discussing.

Some things to avoid in your resignation letter include the following:

• Any negative comments about your manager.
• Criticizing your co-workers in any way.
• Using offensive or inappropriate language.
• Not proofreading and having spelling and grammar mistakes.
• Providing too many personal details regarding your future plans.

Related : 5 Crazy Stories About Giving Two Weeks' Notice -- and What You Can Learn From Them | Entrepreneur

3 sample resignation letters

While every resignation letter may differ depending on your industry and your specific job, below are a few examples of simple resignation letters.

[Your Name]

[Your Contact Information]

[Your Phone Number]

[Company Name]

[Company Address]

[Company Phone Number]

Dear Mr. or Ms. [Supervisor's Name]

Please accept this letter as my formal resignation from my role as [Job Title] with [Company Name]. My final day with the company will be [End Date].

To help with the transition process, I am happy to assist you with training a new team member during my final two weeks on the job. I will also leave thorough instructions for my replacement.

I would like to take this opportunity to thank you for the knowledge and experience I have gained while working for [Company Name].

I am very grateful for the time I have spent here and for the professional relationships I have built in the process.

It has been a pleasure working for you, and I wish you the best in the future.

[Your signature]

[Print Your Name]

[Your Manager's Name]

[Your Manager's Title]

Dear [Manager's Name],

Please accept this as my formal two weeks' notice regarding my job as [Job Title] at [Company Name]. My last day of work will be [Date].

Thank you for the opportunity to work at [Company Name] for the past [How Long You Were There]. I have enjoyed my time here and am thankful for the guidance, support and knowledge I have gained.

If I can be of assistance during this time, including wrapping up any existing assignments and training my replacement, please just let me know.

Thank you again for this opportunity, and I wish you and [Company Name] all the best from this point on.

Yours Truly,

[Your Signature]

[Your Name Printed]

Dear [Your Boss' Name],

Please accept this letter as my formal notification regarding my resignation from my position as [Job Title] with [Company Name].

My last day of employment with the company will be [Last Day — typically two weeks from the time of notice].

Thank you so much for the opportunity to work in this position for the last [Length of Time You Were Employed]. I have really enjoyed my time here and appreciate all the opportunities you made available to me. I have especially enjoyed [List Favorite Job Duties}.

I am also grateful for [List Skills You Learned In Your Position], and I will take them with me throughout the rest of my professional career.

During my final two weeks, I will do everything possible to complete any ongoing tasks I have been assigned and train my replacement. Please let me know if there is anything else I can do to make for a smooth transition period.

I wish you and the company continued success, and I hope to stay in touch.

[Your Printed Name]

The beginning of a new chapter

While it might be intimidating to quit your current job and write a resignation letter, if you follow the tips and samples above, you too can write a professional, concise resignation letter.

Make sure to be polite, clear and to the point and omit any negative or overly emotional language and you can have the perfect resignation letter to present to your boss.

While a resignation letter might represent the end of an era, it is also the beginning of a new and exciting chapter in your life.

Check out Entrepreneur's other articles for more information about this topic.

Resignation notice letter template

Template for an employee to use to resign and give notice. Free to use.

You can copy and paste the template text into an email or document.

[Today's date]

Dear [name of manager] ,

Please accept this as notice of my resignation from the position of [your job title] at [business or organisation name] .

Since my notice period is [X weeks/months] , I believe my last day will be [date] . Please let me know if that is incorrect.

[Optional] Please let me know how much accrued holiday and pay I am owed.

[Optional – adapt this for your personal circumstances and relationship] Thank you for the support you have given me during my time at [business or organisation name] . Please let me know if there is anything you need from me before I leave.

Yours sincerely,

[Your name]

Advice on notice periods

You can find out how much notice you'll need to give in our advice on notice periods .

If you're resigning because you believe you have no other choice

If you believe you have no choice but to resign because of something your employer has done, this can change how much notice you need to give. For example, you might not need to give any notice if there has been a serious breach of your contract.

This is a complex area of law so to find out more:

• read our advice on constructive dismissal
• contact the Acas helpline

Download this template

• Download this template in Microsoft Word format (DOCX, 24KB)
• Download this template in Open Document format (ODT, 7KB)

If you need this template in a different format, email [email protected] .

If you like, you can tell us more about what was useful on this page. We cannot reply – so do not include any personal details, for example your email address or phone number. If you have any questions about your individual circumstances, you can contact the Acas helpline .

• Hiring Advice
• Career Advice
• Hiring Platform
• Interview advice
• HR Insights
• Product Innovations
• Fresher advice
• Resume tips
• Hiring Guidelines
• City wise jobs

Imagine this: Your wedding date is set, the venue is booked, and the invitations are sent out. You are excited and eagerly counting down the days to your big day. But wait—there’s one more important task to take care of before you walk down the aisle: securing time off from work. But how do you do this? The answer is by submitting a leave request for marriage.

Crafting the perfect marriage leave application for office might seem like a tiresome task amidst the thrill of wedding preparations, but requesting wedding leave is an important step to ensure that your big day goes smoothly.

A well-written leave application for marriage not only shows your professionalism but also ensures a smooth workflow during your absence. Whether you are ready to celebrate your joyous occasion or attend the marriage ceremony of your friends or relatives, knowing how to craft an effective application for marriage leave is key.

In this blog, we will take you through the right marriage leave application format, provide you with the best samples, and share tips to make sure your application is approved smoothly and swiftly.

A marriage leave application is a formal request submitted by an employee to their employer, seeking approval to take time off from work to attend their own wedding or someone else’s. This application outlines the dates of absence, the reason for the leave, and any other necessary details to establish a smooth workflow within the team and the organization. It helps employers plan for the employee’s absence to maintain work continuity and ensures all tasks are completed and deadlines are met during their period of leave.

An outstanding leave request for marriage can make all the difference. It establishes a professional atmosphere and tracks your absence officially. It helps your employer to ensure the flow is maintained and work responsibilities are handled while you are away. Apart from this requesting leave for a wedding also showcases your commitment and dedication to your job.

Read More: How to Write Casual Leave Application for Office – With Samples

A marriage leave application should be concise, clear, and courteous. Here’s a breakdown of the standard wedding leave application format:

Date: Begin with the date when you’re writing the marriage leave application.

Recipient’s Name: Include the name and designation of the person to whom you are addressing or requesting the leave. In most cases, it will be your reporting manager, HR manager, or supervisor.

Subject: The subject line should indicate the purpose of your leave application. Keep it concise, clear, and to the point.

• Leave application for marriage
• Requesting leave for attending a marriage ceremony

Salutation: Once the subject line is mentioned, the next step is to include a respectful greeting. For example, “Dear Sir/Madam,” “Respected Sir/Madam,” or you can address them by name, such as “Dear [Name].” This adds a professional touch to your marriage leave application.

Body: Here, provide details of your leave request. Divide the body into three parts. First, state the reason for your leave; second, mention the duration and dates of your absence from the office; and finally, conclude by expressing your willingness to assist in managing your duties and gratitude. This shows your commitment to the role and professionalism.

Closing: End your leave application with a polite phrase. You can add phrases like “Sincerely,” “Regards,” or other appropriate options at the bottom.

Remember, if you’re submitting a hard copy of your leave application, it is best to add a signature after the closing phrase.

Marriage Leave Application Samples

To,  

[Receivers Name],  

[Designation],   

Subject: Application for Marriage Leave

Dear [Managers Name],

I am writing to formally request leave from [Start Date] to [End Date] due to my upcoming marriage on [Wedding Date]. As this is a significant personal milestone, I require [X] days of leave to make the necessary arrangements and enjoy the festivities with my family.

I have ensured that all my current projects are on track and have briefed my colleague, [Colleague’s Name], to handle any urgent matters in my absence. I am confident that my team will manage efficiently during this period.

Thank you for considering my request. I am happy to assist with any transition plans to ensure a smooth workflow. 

Sincerely,  

[Your Name]  

[Your Designation]  

[Your Contact Information]

Subject: Leave Application for Brother’s Marriage

I am writing to request leave from May 25, 2024, to May 30, 2024, to attend my brother’s wedding on May 27, 2024. My presence is essential for the family ceremonies and preparations leading up to the event.

I have thoroughly discussed my tasks with my colleague, [Colleague’s Name], who has agreed to take over my responsibilities during my absence. I will make sure that all pending tasks are completed and handed over with detailed instructions to ensure a smooth transition before I leave.

I appreciate your understanding and support and I kindly seek your approval for this leave.

Regards,  

Subject: Leave Application for Friend’s Marriage

I am writing to request leave from June 15, 2024, to June 17, 2024, to attend the wedding of my close friend on June 16, 2024. My friend has been a significant part of my life, and my presence at the wedding is very important to both of us.

I have coordinated with my team to ensure that my duties are covered during my absence. [Colleague’s Name] has agreed to handle any urgent matters that may arise.

Thank you for considering my request. 

Best regards,  

Subject: Leave application for attending marriage ceremony

I am writing to request leave from July 10, 2024, to July 15, 2024, to attend the marriage of my cousin on July 12, 2024. This is an important family event, and my presence is required for the ceremonies and festivities.

I have coordinated with [Colleague Name], who will be overseeing my responsibilities during my absence. I will ensure all urgent tasks are completed before my leave begins.

Thank you for your understanding and support. 

Yours sincerely,  

A well-crafted marriage leave application is a small yet significant step towards balancing your professional responsibilities with your personal life. By following the format and sample templates provided in this guide, you can ensure a smooth process, allowing you to focus on your wedding preparations with peace of mind. Happy planning, and congratulations on your upcoming marriage!

Apn a   is India’s leading job platform with over 50 lakh+ career opportunities for you to discover. With its easy-to-use application interface with  Apn a , you can now build profiles, get discovered by the HRs, find a job that matches your interests and skills, and help you build a solid networking connection with your potential employers.

Download the  Apna App   and find your perfect career fit.

• Job Seekers

Looking for a new opportunity?

Get access to over 5000 new job openings everyday across India.

Related articles

What is the difference between sales and marketing – a complete guide, top 20 group discussion topics for mba placements: a complete guide, how to write a job application letter – with best sample templates.

Follow us on social media