Resignation letter
A resignation letter puts three facts in writing: that you are leaving, the role you are leaving and your last working day. Everything else is courtesy, which still matters, because you may want a reference from this manager later. This page opens the letter tab on a formal template; add your role, the company and your last day, then download it or copy the text into an email.
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What to include
- A first sentence saying plainly that you are resigning, and from which role
- Your last working day, counted from the notice in your contract
- A short thank-you, without a list of complaints
- An offer to hand over your work properly
- The date, your manager's name and your signature or typed name
- Any request you want on record, such as using leave during your notice
The example letter
Every figure in it is made up. It is already picked in the letter tab above: press Use this example letter, then fill in the gaps in square brackets.
Please accept this letter as formal notice of my resignation from my role as Project Coordinator at [company]. My last working day will be [last working day], in line with my notice period.
Thank you for the support and the opportunities I have had during my time here. I have learned a great deal, both from the work itself and from the people around me, and I am grateful to have been part of such a capable and generous team.
Before I leave, I will do everything I can to make the handover smooth. I will finish or hand over my current work, prepare clear notes on ongoing tasks and contacts, and help to train a colleague or my replacement if that would be useful. Please let me know how you would like me to prioritise my remaining time.
I wish you and the team every success in the future.
How much notice to give, country by country
Your contract or appointment letter sets the notice period, so check it first. In the UK, if your contract says nothing, the legal minimum you must give after a month in the job is one week, though most contracts ask for more. In Ireland the legal minimum is also one week, once you have worked there for 13 weeks. Most US jobs are at will, so notice is a courtesy, and two weeks is the usual custom. In India the notice is whatever your appointment letter states, commonly 30 to 90 days, and some employers agree to an earlier release or a notice buyout.
Email or printed letter?
Check how your contract says notice must be given. Many employers accept an email; others ask for a signed letter. Tell your manager in person or on a call first, then send the letter the same day so the date is on record. Keep a copy, and ask HR to confirm your last working day in writing.
Keeping it short and kind
The letter is a record, not the place to explain every reason for leaving. Two or three short paragraphs are enough: the resignation and the date, your thanks, and the handover. If you were unhappy, save the detail for an exit interview, and keep the letter to what you would be content for a future employer to read.
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Questions
Do I have to give a reason for resigning?
No. Saying that you are resigning and when your last day will be is enough. If you want to give a reason, keep it brief and positive, such as a new role, a move or further study.
Can I resign by email?
In most jobs, yes, unless your contract asks for written notice in a particular form. Send it to your manager and HR, and keep the sent message as your record of the date you gave notice.
When does my notice period start?
Usually when your employer receives your notice, but contracts and company policies differ. Check yours, count forward to your last working day, and ask HR to confirm the date so that your final pay and leave are worked out correctly.
What if my employer asks me to leave before my notice ends?
Some contracts allow pay in lieu of notice or garden leave. Ask for the arrangement in writing, including how your final pay, holiday and benefits will be handled.