by Alexandra Woodford 
So, you’ve decided it’s time for a new chapter. Maybe you’re chasing a dream role, pivoting industries, or simply ready for a fresh start. Whatever the reason, there’s one small but important step before you can fully embrace what’s next: writing your resignation letter.
It’s a formality that gives you the chance to leave on a high note. Done well, it sets the tone for a smooth transition and keeps doors open for future opportunities.
We’ll walk through the key elements of a professional, thoughtful resignation letter, and as an added bonus, you’ll find a sample format to help you get started!
Why Your Resignation Letter Matters
Even if you’ve already spoken with your manager, a resignation letter documents your intent to leave, provides clarity on the timeline for your departure, and shows respect for your employer. Plus, a well-written letter helps preserve relationships and your reputation.
What Your resignation letter should include
Before you start writing the letter, keep this in mind: your goal is clarity and courtesy. Here are four essential elements to every resignation letter:
- A Clear Statement of Resignation
Your letter should open with a direct, professional statement confirming your decision to resign and the effective date. This clarity ensures there’s no confusion about your intent or timeline. - Your Notice Period
Your letter should confirm your decision to resign and your last working day. Two weeks’ notice is the standard but consider asking your HR department if you’re unsure of the protocol. If you’re offering more time, great! If less, we suggest letting your employer know as soon as possible. - Your reason for leaving
You can briefly share why you’re moving on but keep it high-level and professional. There’s no need to include personal details—just a clear, courteous explanation will do. - Offer to Help with Transition
It’s always a good idea to show you’re willing to help with the transition; even a simple offer goes a long way.
What Not to Include in Your Resignation Letter
Knowing what belongs in your resignation letter also means understanding what to leave out. Here are a few things to avoid:
1. Too Much Detail
You don’t have to provide a lengthy explanation on why you’re leaving. Overloading your letter with details can bury the most important information.
2. Vague Information
Be clear about your final working day and any remaining responsibilities. Specifics make the transition easier for your employer.
3. Negative Comments
The goal is to leave on good terms, so we suggest keeping a positive, professional tone throughout your letter. Instead of focusing on frustrations, keep things constructive and light.
Sample Structure
Dear [Manager’s Name],
I am resigning from my position as [Job Title] at [Company Name], effective [Last Working Day].
I’m departing due to [brief, professional reason i.e., pursuing a new opportunity, career growth, or personal development].
I’m grateful for the opportunities I’ve had to grow and contribute during my time here. Please let me know how I can support a smooth transition.
Sincerely,
[Your Name]
Timing Is Everything
You should send your resignation letter only after you’ve spoken with your manager first. A face-to-face (or virtual) conversation gives you a chance to explain your decision personally. Then, follow up with the letter for HR documentation.
Finish strong by staying engaged until your last day, keeping conversations about your next role professional and brief, and leaving your workspace organized. These small steps help ensure a positive final impression and make the transition easier for your team.
Ready to Take the Leap?
Your resignation letter is the start of something new. As you prepare for what’s next, set yourself up for success! From resume tips to interview prep, we offer resources to help you land your next role and thrive in it.
Ready to explore new opportunities? Check out our job board for your next opportunity!
by Emilie Skaug 
