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Updated on 09/15/2025
Quitting your job should feel liberating, but staring at a blank document can be stressful – regardless of the circumstances.
You know you need to resign professionally, but you're at a loss for words. What if you sound too harsh? Too emotional? Or, even worse, what if you burn bridges with the wrong words?
Most people overthink resignation letters and end up either sounding robotic or unprofessional.
To help you exit as smoothly as possible, we've created seven resignation letter examples for any occasion. Each template comes with guidance on when to use it and why it works, so you can confidently submit your resignation and move forward with your career.
Here’s what we’re going to cover:
What Is a Resignation Letter?
7 Resignation Letter Examples
How to Write a Resignation Letter
…and more. Let’s dive in!
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What Is a Resignation Letter?
A resignation letter is a formal way to let your employer know you’re stepping down from your role. It’s typically sent at least two weeks before your intended last day to give enough notice.
Even if you’re not a fan of your current job, it’s respectful to submit a resignation letter and allow your employer time to make arrangements for your departure.
Writing a thoughtful and courteous resignation letter leaves a good impression and helps preserve professional relationships. This can boost your chances of receiving strong recommendation letters and favorable feedback in future reference checks.
Here’s what a simple and effective resignation letter looks like:
7 Resignation Letter Examples
Whether you're leaving your current role for a dream job, retiring, or dealing with personal circumstances, having the right resignation letter template makes the process smoother.
Here are seven proven examples you can customize for your situation.
Formal Resignation Letter
This classic template works in most situations, especially in corporate environments or when you want to maintain maximum professionalism. It's your safest bet when you're unsure what tone to strike.
The formal approach shows respect for company hierarchy and leaves a clean paper trail for HR records. Use this when you want to keep things strictly business:
Formal Resignation Letter Example
Dear Mr. Thompson,
I am writing to formally notify you of my resignation from my position as Marketing Coordinator at ABC Corporation. My last day of employment will be March 29, 2025, providing the standard two weeks' notice.
I am grateful for the opportunities for professional growth and development during my time here. The experience has been valuable to my career advancement, and I appreciate the support provided by you and the marketing team.
During my remaining time, I am committed to ensuring a smooth transition of my responsibilities. I will complete all current projects and am available to assist in training my replacement.
Thank you for your understanding. I wish ABC Corporation continued success.
Sincerely,
Sarah Johnson
Resignation Letter for a New Job
Informing your current employer that you’ve accepted a new job can feel a bit uncomfortable, but it’s also an opportunity to leave on a positive note. When you write it thoughtfully, your resignation letter can express appreciation for your current role while showing enthusiasm for your next chapter.
This letter is perfect for when you're leaving for a better opportunity and want to maintain positive relationships. It often leads to better references and potential future opportunities:
Resignation Letter for a New Job Example
Dear Lisa,
I am writing to inform you that I have accepted a new position and will be resigning from my role as Software Developer at TechStart Solutions. My final day will be April 16, 2025.
This decision was not made lightly. I have truly enjoyed working with the development team and contributing to our innovative projects. The skills and experience I've gained here have been instrumental in my professional growth and have prepared me well for this next career step.
I am committed to making this transition as seamless as possible. Over the next two weeks, I will finish my current sprint commitments and document all ongoing projects. I'm also happy to assist in training whoever takes over my responsibilities.
Thank you for being such a supportive manager and for the growth opportunities you've provided. I hope we can stay in touch, and I wish the entire team continued success.
Best regards,
Michael Chen
Resignation Letter to a Manager
Addressing your resignation letter to a manager can feel more personal, especially if you've built a strong working relationship over time. It’s a chance to express appreciation for their guidance while maintaining a professional tone as you move on to your next opportunity.
This approach works well when you have a good relationship with your direct supervisor. Use it when your manager has been particularly supportive or when you want to emphasize the positive mentorship you've received:
Resignation Letter to a Manager Example
Dear James,
I wanted to personally inform you that I will be resigning from my position as Project Coordinator, effective May 22, 2025. This gives you the standard two weeks to plan for my departure.
Working under your leadership has been one of the highlights of my career. Your guidance on the Morrison project and your mentorship during my first year here helped shape me into the professional I am today. The collaborative environment you've fostered made coming to work genuinely enjoyable.
I understand this timing might create some challenges with the upcoming product launch. I'm fully committed to wrapping up my current projects and will create detailed handover documents for my replacement. Please let me know how I can best support the team during this transition.
I hope we can maintain our professional relationship moving forward. Thank you for everything you've taught me.
Warm regards,
Amanda Foster
Retirement Resignation Letter
Retiring from your job is a major milestone, and your resignation letter is a chance to reflect on your career and leave on a high note.
Designed for employees wrapping up their careers, this letter reflects on the time you've spent with the company and the relationships you've built along the way:
Retirement Resignation Letter Example
Dear Patricia,
After 28 years with Midwest Financial Services, I am writing to formally announce my retirement. My last day of work will be July 24, 2024, providing six weeks' notice to ensure a smooth transition.
It has been an incredible journey watching this company grow from a small regional firm to the industry leader it is today. I've had the privilege of working with exceptional colleagues and serving clients who have become like family to me. The relationships I've built and the experiences I've gained here will always hold a special place in my heart.
I am committed to making this transition as smooth as possible for my clients and the sales team. I will work closely with Jennifer Adams, who will be taking over my accounts, to ensure continuity of service. Additionally, I'll document all client preferences and ongoing opportunities to set the team up for continued success.
Thank you for 28 wonderful years. I look forward to staying connected and watching the company's continued growth from the sidelines.
With gratitude and best wishes,
Robert Martinez
Resignation Letter Due to Personal Reasons
Sometimes life takes unexpected turns, and you may need to step away from your job for personal reasons. Whether it’s related to health, family, or other private matters, this type of resignation letter allows you to communicate your decision without going into unnecessary detail.
Most employers understand that life circumstances sometimes require difficult career decisions. Use this template to provide necessary information without oversharing details:
Resignation Letter Due to Personal Reasons Example
Dear Steven,
I am writing to notify you of my resignation from my position as Human Resources Specialist, effective August 28, 2025. Due to personal family circumstances that require my immediate and full attention, I am unable to continue in my current role.
This was an extremely difficult decision for me. I have genuinely enjoyed my time with Community Healthcare Network and am proud of the employee wellness programs we've implemented together. The supportive work environment here made this decision even harder.
I will do everything possible during my remaining two weeks to complete pending projects and ensure a smooth handover of my responsibilities. I've already begun preparing transition documents for my replacement.
I apologize for any inconvenience this may cause and am grateful for your understanding during this challenging time. Thank you for the opportunities and support you've provided.
Sincerely,
Jennifer Park
Resignation Letter Due to Relocation
Relocating to a new city or state often means making tough decisions about your current job – especially if continuing remotely isn’t an option. A clear and thoughtful resignation letter can help explain your situation while leaving the door open for future opportunities.
By being upfront and professional, you help preserve strong relationships and keep the door open for positive references or even future collaboration.
This kind of letter makes it clear that you're stepping away due to personal circumstances, not dissatisfaction with the role:
Resignation Letter Due to Relocation Example
Dear Rachel,
I am writing to inform you of my resignation from my position as Marketing Analyst at Digital Dynamics Agency. My last day will be September 19, 2025. My family and I will be relocating to Portland, Oregon, due to my spouse's job transfer.
This move was unexpected, and leaving Digital Dynamics is truly bittersweet. I've loved working on our client campaigns and have learned so much from you and the entire marketing team. The creative environment here has been perfect for developing my analytical and strategic skills.
I'm committed to wrapping up all my current projects before my departure. I'll finalize the Q3 campaign performance reports and ensure all client data is properly organized for my successor. I'm also happy to help train whoever takes over my accounts.
While I'm sad to be leaving such a great team, I hope we can stay connected professionally. If Digital Dynamics ever expands to the Pacific Northwest, I'd love to explore opportunities to work together again.
Thank you for being such an inspiring manager and for all the growth opportunities.
Best wishes,
Daniel Wright
Short Notice Resignation Letter
Leaving a job on short notice is never ideal, but sometimes you don’t have another option. No matter what your situation is, it’s important to communicate it clearly and respectfully.
This type of letter is best used when events, like a family emergency, health issue, or an immediate start date, require you to step away quickly:
Short Notice Resignation Letter Example
Dear Maria,
I regret to inform you that I must resign from my position as Customer Service Representative, effective Septemer 19, 2025. I understand this provides only one week's notice, which is less than our standard policy, and I apologize for any inconvenience this may cause.
Due to an unexpected family medical emergency, I need to relocate immediately to care for an ill family member. This situation arose suddenly, and I had no warning to provide the customary two weeks' notice.
Despite the compressed timeline, I am committed to making this transition as smooth as possible. I will work diligently this week to complete all pending customer cases and will prepare detailed notes on ongoing issues for my colleagues. I'm also available by phone next week if any urgent questions arise about my accounts.
I have truly valued my time at Premier Solutions and appreciate the supportive team environment you've created. I apologize again for the short notice and hope you'll understand that this decision was made due to circumstances beyond my control.
Respectfully,
Taylor Kim
How to Write a Resignation Letter
You saw how different resignation letters look. Now, it’s time to write your own.
Writing a resignation letter that looks professional and leaves a positive impression doesn't have to be complicated - just follow these four simple steps:.
#1. Address Your Recipient
Start with proper formatting by including essential contact information at the top of your letter, followed by the date, then your manager's details.
Make sure you're addressing your direct supervisor, not HR or the CEO. This shows you understand the proper chain of command and respect your manager's role.
Think of it like sending a formal email, but on paper. Keep the formatting clean and professional so it's easy to read and file away.
#2. Include All the Necessary Elements
When writing a resignation letter, you should keep things concise, respectful, and clear.
To make sure you cover all the essentials, include these key components:
Clear resignation statement. Explicitly state that you're quitting your job.
Specific last day of work. Include your final date, typically two weeks from submission.
Brief reason (optional). Keep it simple, like "pursuing new opportunities".
Gratitude expression. Thank your employer for the experience and growth.
Transition offer. Volunteer to help train replacement or wrap up projects.
Professional closing. End with "Sincerely" or "Best regards" plus your signature.
Keep each element brief and focused. Most resignation letters are only 3-4 paragraphs long.
#3. Be Mindful About What Not to Mention
While a resignation letter is your chance to formally step away from a role, it’s also a reflection of your professionalism and character. Even if you're leaving your job under less-than-ideal circumstances, what you include – or leave out – can make a lasting impression.
Avoid these common mistakes that could damage your professional reputation:
Negative comments about coworkers, management, or company policies.
Detailed complaints about workplace issues or frustrations.
Salary concerns or compensation disputes.
Personal drama or office gossip.
Emotional outbursts or unprofessional language.
Demands or ultimatums about your departure terms.
Confidential information about your new job or employer.
Remember, this letter becomes part of your permanent employment record. Keep it positive and professional, even if you're leaving due to negative circumstances.
#4. Send Your Letter
Submit your resignation letter in person to your direct manager first, then follow up with the written document. This shows respect and provides an opportunity for immediate discussion about your departure.
After that, send copies to HR and keep one for your records. If you're working remotely, email is acceptable, but make sure to request a read receipt to confirm delivery.
Time your submission carefully - avoid sending it during busy periods or right before important deadlines.
Key Takeaways
Leaving your job professionally is just as important as how you started it. A well-written resignation letter protects your reputation, preserves valuable relationships, and sets you up for success in your next role.
Here are the key takeaways to remember:
Your resignation letter should be 3-4 paragraphs max, covering your departure date, gratitude, and transition offer without unnecessary details.
Two weeks is standard notice, but some situations may require more time or force you to give less notice due to emergencies.
Thank your employer for opportunities and experiences, even if you're leaving due to negative circumstances.
Never include complaints, gossip, salary disputes, or negative comments about coworkers in your resignation letter.
Submit your letter to your immediate supervisor in person when possible, then follow up with HR.
Volunteer to train your replacement, complete current projects, or create handover documents to show professionalism.
Whether you're retiring, relocating, or leaving for a new opportunity, tailor your letter to match your specific circumstances.
