Your resignation letter will sit in your file and shape the reference you get for years. However you feel about the job, the letter should be short, gracious, and free of grievances. Say your piece to a trusted friend, not on company letterhead.

What a resignation letter must include

  1. A clear statement that you’re resigning.
  2. Your role and your last working day (respecting your notice period).
  3. A brief, positive note of thanks.
  4. An offer to help with the handover.
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Keep it short and warm

Three or four sentences is plenty. You never need to explain why you’re leaving in the letter — that’s for the conversation, if at all. Warm and brief protects your reference.

Template 1 — Standard

Dear [Manager], I’m writing to formally resign from my position as [role] at [company]. My last working day will be [date], in line with my [notice period] notice. Thank you for the opportunities and support during my time here. I’m committed to a smooth handover and will do everything I can to wrap up my work before I leave. Best regards, [Your name]

Template 2 — Warmer

Dear [Manager], Please accept this as formal notice of my resignation from [role]. My final day will be [date]. I’ve genuinely valued my time at [company] — I’ve learned a lot and worked with great people. I’m happy to help train a replacement and hand over my projects cleanly. With thanks, [Your name]

Template 3 — Brief / neutral

Dear [Manager], This letter is to confirm my resignation from [role] at [company], effective [date]. Thank you for the opportunity. I’ll ensure a thorough handover before my last day. Sincerely, [Your name]
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Leave these out

No complaints, no blame, no list of what was wrong, and nothing sarcastic — even if it’s all true. Don’t badmouth colleagues, and don’t announce it to the team before you’ve told your manager.

Before you send it

  • Tell your manager in person or by call first, then send the letter to confirm.
  • Check your notice period in your contract.
  • Keep it to your manager (+ HR if required) — not the whole company.
  • For the wider move, see how to resign professionally.

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Resignation checklist

Checklist

  • I told my manager directly before sending the letter
  • The letter states my role and last working day
  • It’s short, positive, and free of complaints
  • I offered to help with the handover
  • I checked my contractual notice period

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