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Resignation Templates

US guide · Process, not a template dump

How to Write a Resignation Letter

A resignation letter is a short written notice that you are leaving and when your last day is. Follow the steps below, then grab a free copy-ready template when you are ready to send.

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This page explains the process. Full copy-paste samples live on the hub and money pages so we do not compete with ourselves for the same keywords.

Steps to write your resignation letter

  1. Confirm your notice period in your contract, offer letter, or employee handbook (two weeks is common in the US, but not always required).
  2. Pick your last working day as a calendar date, not a vague phrase like “in two weeks.”
  3. Draft a short letter: resignation statement, title and company, last day, optional thanks, handover offer, and sign-off.
  4. Tell your manager first when you can (in person or video), then send the written letter or email and keep a copy.
  5. Stay professional through your notice period and complete a practical handover.

Resignation letter structure

Use this outline as a checklist. For a filled-in sample you can copy, open the resignation letter templates on the homepage.

Dear [Manager's Name],

Please accept this letter as notice of my resignation from my position as [Job Title] at [Company Name]. My last day of work will be [Month Day, Year].

Thank you for the opportunity to work with the team. I am happy to help with the transition during my notice period.

Sincerely,
[Your Name]

What to include

  • A clear statement that you are resigning
  • Your job title and company name
  • Your exact last working day
  • A brief thank-you (optional but helpful)
  • An offer to help with the handover
  • A professional sign-off and your name

What to leave out

  • Complaints about managers, coworkers, or the company
  • Long personal stories or venting
  • Salary negotiations or next-employer bragging
  • Vague timing instead of a calendar date
  • Promises you cannot keep before your last day

Letter vs email

The content is the same. Choose the channel your workplace expects. Email is usually enough and creates a timestamped record. If you need subject lines and a paste-ready body, use the resignation email templates. Leaving the same day? See the immediate resignation letter.

After you write it

  • Proofread names, title, company, and the last-day date
  • Speak with your manager first when the situation allows
  • Send the letter or email and save a copy for your records
  • Ask HR about final pay, benefits, and returning equipment
  • Finish a clean handover so references stay possible

How to write a resignation letter FAQ

How long should a resignation letter be?

One short page is enough. Three to six sentences usually cover a clear resignation, your last day, a brief thank-you, and a handover offer.

Do I have to give a reason for resigning?

No. In the US you can resign without stating a reason. If you mention one, keep it brief and professional (for example, a new opportunity or personal reasons).

Should I resign by letter or email?

Email is fine for most US workplaces and creates a written record. Use a printed letter only if your handbook requires it or you prefer a formal paper trail. Either way, tell your manager first when you can.

When should I send my resignation letter?

Send it the same day you tell your manager, after the conversation when possible. That avoids rumors and locks in your last day in writing.

Is two weeks notice always required?

Not always. Many US roles are at-will, and notice is often a courtesy or a contract term rather than a universal law. Check your agreement and local rules. This site is not legal advice.

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