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RESIGNATION LETTER EXAMPLES

Resignation letter examples,
polite and clear.

Five short resignation letters for common situations. Copy one, fill in the placeholders in square brackets and leave on good terms.

How to resign professionally

Check your contract first

Before you write anything, read your employment contract and company policy to see how much notice is required and how it must be given. Rules differ by country, contract and role, so confirm the details with HR or a qualified adviser.

Tell your manager in person first

Whenever possible, speak with your manager before sending the letter, so the news does not arrive as a surprise by email. Then send the written letter the same day as a clear record of what you discussed.

Keep the letter short and neutral

You do not have to explain every reason for leaving. State the position, your last working day and a brief thank you. Avoid criticism, complaints or emotional language, because the letter may stay in your file for years.

Offer practical help with the handover

Offer to document your tasks, share files and help train a colleague during your notice period. A realistic offer shows respect for your team and is often remembered longer than the reasons you left.

Confirm the details in writing

Ask HR to confirm your last day, remaining leave, final pay and any company property you need to return. Check these points against your contract and local regulations, and keep copies of the messages you exchange.

Stay professional until the last day

Continue to do your work carefully, meet your deadlines and treat colleagues kindly. Former managers and coworkers often become references, and a calm, helpful ending leaves the best impression for your future career.

Resignation letter examples for common situations

Standard notice letter

When to use it: Use it for a regular resignation where you give the notice period required by your contract and offer help with the handover.

Resignation – [Your Name]

Dear [Manager’s Name], Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company Name]. In line with my employment contract, my last working day will be [Last Working Date]. Thank you for the support and opportunities I have received during my time here. I have learned a great deal from you and from the team, and I am grateful for the trust you have placed in me. During my remaining time, I will do my best to make the transition smooth. I am happy to document my current tasks, update shared files and help train a colleague or my replacement. Please let me know which handover tasks you would like me to prioritise. If any paperwork or equipment return is needed, I would be glad to take care of it before my departure. I would also appreciate it if HR could confirm the details of my final day in writing. Thank you again for everything. I wish you and the team continued success. Kind regards, [Your Name] [Job Title] [Date]

Short and simple

When to use it: Use it when you want a brief, neutral letter with no explanation, for example in a formal or busy workplace.

Resignation – [Your Name]

Dear [Manager’s Name], I am writing to inform you that I am resigning from my position as [Job Title] at [Company Name]. My last working day will be [Last Working Date]. Thank you for the opportunity to work here. I will make sure that my current tasks are completed or handed over properly before I leave, and I am glad to help in any way that makes the transition easier for the team. Please let me know if there is any paperwork you need from me, or if you would like to arrange a short meeting to discuss the handover. I would also appreciate written confirmation of my final working date and any remaining steps. I appreciate the time I have spent with the company and wish everyone continued success in the future. Sincerely, [Your Name] [Job Title] [Date]

Leaving for a new opportunity

When to use it: Use it when you have accepted another job and want to share the news politely without naming the new employer unless you wish to.

Resignation – [Your Name]

Dear [Manager’s Name], I am writing to let you know that I have decided to resign from my role as [Job Title] at [Company Name]. I have accepted a new opportunity that fits the next step in my career, and my last working day will be [Last Working Date]. This was not an easy decision. I have enjoyed working with you and the team, and I am thankful for everything I have learned here, especially in [Area You Learned]. The experience has helped me grow both professionally and personally. I want to make sure the transition is as smooth as possible. I will finish my open tasks, prepare clear handover notes and gladly train a colleague on my responsibilities before I go. If there is anything else you would like me to prepare, please let me know. Thank you again for your guidance and trust. I hope we will stay in touch, and I wish you and the whole team every success. Warm regards, [Your Name] [Job Title] [Date]

Relocation

When to use it: Use it when you are moving to another city or country and can no longer continue in your current job.

Resignation due to relocation – [Your Name]

Dear [Manager’s Name], I am writing to tell you that I will be resigning from my position as [Job Title] at [Company Name] because I am relocating to [New City or Country]. My last working day will be [Last Working Date]. I have valued my time with the company and the people I have worked with. Thank you for your support and for the trust you have shown me. It has been a pleasure to be part of this team, and I will remember the experience with appreciation. Until my last day, I will focus on completing my current work and preparing a clear handover. I am glad to write down my processes, organise my files and support whoever will take over my responsibilities. If it would be helpful, I can also remain reachable for a short time after I leave for any simple questions. Please let me know the next steps from your side, and whether HR needs anything further from me. I wish you and the team continued success. Kind regards, [Your Name] [Job Title] [Date]

Personal reasons

When to use it: Use it when you are leaving for private reasons, such as family or health, and prefer not to give details.

Resignation – [Your Name]

Dear [Manager’s Name], I am writing to inform you that, for personal reasons, I have decided to resign from my position as [Job Title] at [Company Name]. My last working day will be [Last Working Date]. I would prefer not to go into details, and I appreciate your understanding. Please know that this decision has nothing to do with the quality of the team or the workplace. I am grateful for the support I have received and for the chance to work with such helpful colleagues. I will do my best to leave my work in good order. I can prepare handover notes, finish my open tasks and help my colleagues with any questions before my departure. If there is a particular priority you would like me to focus on during my notice period, please tell me. Thank you for your kindness and consideration. I wish you and the entire team all the best. Sincerely, [Your Name] [Job Title] [Date]

Resignation letter ↗

Resignation mistakes to avoid

  • Sending the letter before speaking with your manager, so the news arrives as a surprise.
  • Criticising your manager, team or company in writing, which can follow you for years.
  • Forgetting to check the notice period and rules in your contract and local regulations.
  • Leaving without a handover plan, notes or clear information for your colleagues.
  • Resigning in anger or without a written copy, and forgetting to keep your own records.

Resignation letter questions

How much notice do I need to give?

It depends on your employment contract, your role and the laws where you work. Check your contract and local regulations, or ask HR or a qualified adviser. These examples are not legal advice.

Do I have to give a reason for leaving?

Usually no. A short and polite letter without detailed reasons is common and acceptable. Share your reasons only if you feel comfortable, and keep the wording neutral and respectful.

Should I send an email or a printed letter?

Follow your company policy and contract. Many workplaces accept email, while others require a signed paper copy. Whichever you use, keep a copy and ask for a written confirmation of receipt.

Can I change these examples?

Yes, please do. Replace every placeholder in square brackets, adjust the tone to your workplace and keep only what is true for you. Check dates, leave and final pay against your contract and local rules.