Last Updated: 16/09/26
You’ve come to the conclusion that your current job just doesn’t quite do it for you anymore. Perhaps, you’ve been offered a new and exciting opportunity and can’t wait to get started or you’ve updated your CV and have just had enough. The only thing that is stopping you from gleefully skipping out of the door is telling your boss.
Things often start with the “can I have a quick word boss” followed by that awkward conversation with you explaining that you’ve decided to take your career in a different direction.
Once this awkwardness is out the way you need to make things official. As standard most companies generally need a formal letter in writing that have to include certain information such as why you decided to leave, dates and a signature confirming authenticity.
It also is super important to send your resignation letter as soon as you possibly can, especially if you’re starting a new job. If your current employment has a notice period, typically two weeks to a month (but please check the small print some are up to 3 months or longer), then your letter of resignation will begin that process upon receipt.
Within this article we’ll give you all the necessary steps to write a top resignation letter that hits all the bases and keeps you looking professional.
The Very Quick Version…
What Does a Resignation Letter Actually Need to Contain?
A resignation letter doesn't need to tell your life story. In most cases, keep it short and include:
A clear statement that you are resigning.
Your current job title.
Your notice period.
Your expected final working day.
A short thank you or offer to help with the handover, if appropriate.
Your name and the date.
You don't normally need to explain why you're leaving, name your new employer or discuss salary.
Before sending your resignation, check your employment contract for your required notice period and any specific resignation procedure your employer asks you to follow.
WANT TO SKIP THE BLANK PAGE? Our Resignation Success Guide includes six editable resignation letter templates alongside a complete guide to notice periods, handovers and leaving professionally.
The In-Depth Version...
Things To Keep In Mind
Formatting a Letter of Resignation: What Goes Where.
Formatting a Letter of Resignation: Fonts, Spacing, Layout & More
Things To Stay Away From
Creative Resignation Examples
Resignation Examples (Short & Simple / Immediate Effect)
Things To Keep In Mind
Letters of resignation are meant to be kept short. Essentially, a resignation letter is just a formality, something your employer needs as visible proof of your decision. Typically, you would have already had a discussion with your manager regarding your decision prior to handing in your letter of resignation.
Coming up with a well-written letter of resignation by keeping it short, professional and positive by following our steps will help to show you’re a good character and will uphold your reputation in the job market, not only with future but also your current employers. It will also ensure that you keep a good standing relationship with your current employer, in case you need to ask for a reference from them.
Finally, you’re going to want to hand your letter of resignation to your manager in person. This is the best way to go about things: a typed letter of resignation that details your leaving and the last date of employment with the company, dated and signed by yours truly. Not only will handing it in person to your employer show respect and help to keep that relationship positive, but it will also ensure that your letter of resignation gets handed to the right person.
However, sometimes handing it in person simply isn’t an option. Whether you’re working from home, overseas or have no way of seeing your employer in person – there are ways to hand them your resignation in a professional and friendly way.
You can simply send them an email, with the exact same steps as what we’ll detail below, either through adding the letter as an attachment or writing the copy within the text field of the email itself.
With all this said, what do you actually need to include in a letter of resignation?
Formatting a Letter of Resignation: What Goes Where
PERSONAL DETAILS
Just like you probably would have done with a cover letter, you need to ensure that both your details and your employers’ details are at the top of the page. If you’re working on a word document rather than an email and intend to print it off, you can add a header and include both details within that section of the page. Typically, you would put your information such as your name, address, email address and possibly date before aligning it to the right. Underneath but aligned to the left, you would put your employer’s name, position in the company, address of the company, and possibly an email address if you’re giving a physical copy.
ADDRESSING
You would then want to start your letter using direct address. By this we mean, who are you writing the letter of resignation to, whether it be your line manager or head of the company. Consult with your line manager as to who the letter of resignation should be addressed to, but it is most likely they will be the person you should be addressing. Make sure you remain professional, as this letter can and most likely will, be shared with a future employer.
Typically, start the letter with “Dear”, followed by their first and last name.
FIRST LINE
Now, we’re getting on to the actual writing part. The first thing that you want to do is state that you are resigning and the date on which your resignation will be effective. You’ll need to check your notice period for this. If for example the date is Friday 2nd April, and your notice period is 2 weeks, then you would date it for Friday 16th April. However, if you don’t have to give a notice period, simply state that you will be resigning with immediate effect.
Here is an example of something short, brief and straight to the point:
“Please accept this letter of resignation for my position as ‘Personal Assistant’. My last day with Assistants & Co. will be 13th April 2026”
SECOND LINE
An optional paragraph to write, but just to be friendly, you may want to let your employer know why you’re leaving. Now, that isn’t to say you should bash your company if you’ve had a falling out. Be nice, positive and focus on your next steps as an individual in the world. It is important to note that you don’t actually have to include this step, but if you feel like you want to, you’re more than welcome to.
If you do decide to include your reasoning for leaving, keep it brief. Some common reasons include:
A change in career path
Family
New opportunities
Health
Current position isn’t the right fit anymore.
Example of something you may wish to say:
“I recently received an offer from another company where I feel that I can follow my career goals more closely. The growth opportunities available in this new position align perfectly with my skills and future ambitions.”
THIRD LINE
Again, this specific paragraph is optional, but you may wish to consider explaining that you’ll do what you can to help the transition to whoever is filling in for you. This helps remain on good footing with your company, as you never want to burn bridges when it comes to the job market and networking. It helps with the process just to be super friendly.
FOURTH LINE
If you would like to keep the relationship positive and the letter of resignation friendly, this paragraph can detail your gratitude towards the company whilst working in your position. If you really enjoyed your time, then feel free to add more detail about what you particularly enjoyed.
FIFTH LINE
Most jobs require a reference. Someone that your new company can call or email to ask about how good of a worker you were. If you feel like you would appreciate your manager as a reference, this is where you would ask for it.
SIGNING OFF AND ADDING A SIGNATURE
Finish off by adding ‘yours sincerely’ just like you would with any formal letter or email, before printing it off with your official signature.
Remember that you want to keep your letter of resignation brief and simple. Sometimes you may know your manager quite well and want to explain things a little more, or perhaps they have asked you to. However, if you wish to keep it brief – you can skip out on the 2nd -5th lines.
Formatting a Letter of Resignation: Fonts, Spacing, Layout & More
When it comes to the writing section of your letter or resignation, there are a few technical things that you should keep in mind.
Font Choice: Select a professional, minimal font.
Font Size: It’s only meant to be a page at its maximum. A font size of 12 is ideal.
Line Spacing: Single spaced
Alignment: The document itself should be aligned to the left. However, your personal details in the header of the document should be aligned to the right, whilst your employers’ details should be underneath but aligned to the left. Otherwise, everything else should be aligned to the left.
Layout: Use a clean design with plenty of white space, this will create a professional looking document.
Save the finished document as a PDF, this will not only lock in the formatting but is a more secure file type than others.
Things To Stay Away From
Negativity
You want to stay positive with the tone throughout your letter of resignation. You may have worked with the most terrible people imaginable, but your letter of resignation is not the place to rant about how much you hated working there. As it is not a confidential document, it can be shared with other employers that may wish to see previous letters of resignation. Keep it polite, simple and brief.
Mention of Salary
If you’re leaving for a more attractive salary at a new and exciting company that’s great. But probably not something you should include in your letter of resignation. If you’re wanting to get a counteroffer from your current employer, it would be best to set up a meeting and talk to them directly.
Leave Concerns Out
If it is someone’s actions that have caused you to leave your current workplace, then it is best to take that up with the human resources department. A letter of resignation is only intended to let your employer know that you are leaving, and the date on which your last day of employment is.
Creative Resignation Examples
What we’ve provided you so far is a guide on how most people decide to resign, however resignations can come in all shapes and sizes. So, if you’re looking to leave a slightly bigger impression with your past employer then a less conventional resignation route for you. Inspiration for your creative resignation below…
ERIC SILVER’S RESIGNATION - CHIEF CREATIVE OFFICE AT DDB
Eric Silver’s resignation letter from when he left his role as Chief Creative Officer at DDB New York - “I bet this is your first resignation letter with a Van Halen logo”
CAT’S RESIGNATION IS FULL OF COLOUR
This is a heartwarming resignation full of thanks and praise. We like the way Cat has also used black for the serious bit.
T BONE IS OVER THE RAINBOW WITH HIS RESIGNATION
With a name like T Bone you’ve got high standards to live up to, a framed 8x10 print surfing on a vacuum cleaner should do it.
Resignation Letter Examples for Different Situations
What you write will depend partly on why you're leaving, the relationship you have with your employer and how much you actually want to say. The safest rule is to keep the important information clear, then adjust the tone to suit your situation.
SHORT & SIMPLE RESIGNATION EXAMPLE
Resignation letters don’t need to be long, keep things professional, formal and to the point like the example below…
Best for: straightforward departures where you simply want to resign professionally without providing unnecessary detail.
RESIGNATION LETTER WITH IMMEDIATE EFFECT
Sometimes you just need to leave, the below example is based around “personal reasons” and adopts a friendly tone, however there could be any number of situations where you need to just walk out. We would always advise reading your employment contract first so you know what you’re letting yourself in for.
Other resignation letters may need to reflect slightly different circumstances. You might be leaving for a new job and want to end things on good terms, in which case a warmer and more positive letter can help preserve the relationship.
Alternatively, you may be resigning from a difficult employer, where keeping the wording factual and recording important details such as dates, notice periods or previous discussions could be useful. You may also need to request a shorter notice period, explain a career change or resign for personal reasons.
Whatever the situation, the aim should usually be the same, keep the letter clear, professional and focused only on the information that needs to be recorded.
Need help writing your own letter? Read our complete resignation guide here or download our collection of resignation letter templates here.
Which Type of Resignation Letter Should You Use?
The basic information in a resignation letter stays much the same, but the tone can change depending on your circumstances.
| Situation | Best Approach | How Much Should You Explain? |
|---|---|---|
| Standard resignation | Short and professional | Very little |
| Leaving for a new job | Positive and appreciative | Briefly, if you want to |
| Leaving on good terms | Warm and personal | Optional |
| Difficult employer | Neutral and factual | Only what needs to be recorded |
| Asking for short notice | Polite and practical | Explain enough to support your request |
| Immediate resignation | Clear and factual | Only as much as necessary |
| Career change | Positive and forward looking | A short explanation is usually enough |
There is no need to turn your resignation letter into a detailed explanation of why you are leaving. In most cases, it is better to keep the important facts clear and deal with any wider conversation separately.
Resignation Letter FAQs
Do I have to give a reason for resigning?
No. You can simply state that you are resigning, confirm your notice period and give your expected final working day. If you do want to explain why you are leaving, keep it brief and professional.
Can I resign by email?
In many workplaces, yes, although you should check your employment contract or company policy first. Email also gives you a clear written record of when your resignation was submitted.
How long should a resignation letter be?
Usually very short. A few clear paragraphs are normally enough to confirm that you are leaving, your notice period, your final working day and, if appropriate, a short thank you or offer to help with the handover.
Who should I address my resignation letter to?
Usually your direct manager, although some employers may also ask you to send a copy to HR. If you are unsure, check your contract, employee handbook or internal resignation process.
Can my employer refuse my resignation?
An employer cannot normally force you to remain in your job once you have resigned, although you are still expected to comply with your contractual notice period unless another arrangement is agreed.
What if I want to leave before my notice period ends?
You can ask your employer to agree to a shorter notice period. It is better to request this rather than simply state an earlier leaving date, as your employer may not be obliged to accept it.
Should I tell my employer where my new job is?
You do not normally need to. You can say that you are leaving for a new opportunity if you want to, but there is usually no need to name your new employer or explain the details of your move.
Should I ask for a reference in my resignation letter?
You can, but it is usually better to keep the resignation letter focused on confirming your departure. If you would like a reference, you can ask separately once your resignation has been acknowledged.
A Final Top Tip
Just be positive, friendly and by all means brief. You can thank your current employer for the opportunity in your resignation, especially if you’re wanting a super nice reference from your employer.
Note: employers are not allowed to say anything negative in a reference to other employers. However, they can change their wording to show that you may not be as good as other people in some instances. So stay positive and friendly to keep on the right side of the line.
Finally. If you’re looking for a more rounded toolkit to support you through resignation this comprehensive resignation guidebook is everything you need and more.
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Last Updated 16/09/26
