Resignation letter templates [2025 Update]

Leaving a job is often a mix of excitement, relief, and a little uncertainty. Whatever the reason for your departure, it’s important to handle the process with care.

One of the most vital parts of that? A well-crafted resignation letter. This short yet powerful document is your formal goodbye to your employer, and it can shape how you’re remembered at the company.

Writing a clear, polite resignation letter sets the foundation for a positive departure. These templates and examples will help you craft the perfect resignation letter, leaving the right impression regardless of your circumstances. Each template guides you step-by-step through the process of writing a resignation letter, ensuring your letter strikes the right professional tone.

What is a resignation letter?

A resignation letter is a formal document announcing your decision to leave your job. It serves as official notice to your employer, clearly stating your last working day and any relevant details, such as your reason for leaving (if you choose to share it). It also marks the beginning of the transition period.

This letter is crucial for maintaining professionalism and ensuring both you and your employer are aligned on your departure. It acts as a clear, documented record of your decision.

But remember, your resignation letter should come after you've informed your boss in person that you plan to quit. Having that face-to-face conversation is key to showing respect, ensuring the process goes smoothly, and leaving on a positive note. Once you’ve had that discussion, your resignation letter seals the deal and provides the formal documentation needed for a smooth exit.

Why a resignation letter matters

Your resignation letter is not just a goodbye; it is a statement that echoes your work ethic and commitment. They are important for several reasons:

• Professionalism: A resignation letter provides a formal, written record of your intention to leave the company. It is an essential part of maintaining professionalism, ensuring that you are departing on good terms.
• Clear communication: A resignation letter clarifies the terms of your departure, including your final working day and any other important information regarding your exit.
• Legal requirements: In some cases, a resignation letter is necessary to comply with the terms of your employment contract. It also helps you avoid misunderstandings regarding your notice period or final settlement.
• Future opportunities: A polite, well-written resignation letter can help you maintain a positive relationship with your employer, which could be invaluable for job references, networking, or even rejoining the company down the road.

Key elements of a resignation letter

• Formal announcement: A clear statement that the employee is resigning from their position.
• Notice period: A mention of the notice period (often specified in the employee’s contract) and the final working day.
• Gratitude: A polite expression of appreciation for the opportunities, experiences, or professional growth gained during employment.
• Offer of assistance: Some resignation letters offer to help with the transition or aid in finding or training a replacement.
• Closing: End your resignation letter with a professional tone. Use a polite and respectful closing such as “Sincerely” or “Best regards,” followed by your name. This helps maintain a respectful and professional relationship, which may come in handy in the future for references or networking.

A well-written resignation letter reflects professionalism and ensures a positive departure from the company. It’s a key document in any career transition, helping to preserve the employee's reputation and relationships with the employer and colleagues.

Balancing authenticity and professionalism with AI assistance

Generative AI has become a valuable tool for crafting professional resignation letters, offering capabilities beyond basic template filling. By analysing your specific circumstances, AI can help you craft a letter that maintains the right tone — professional yet genuine.

By inputting details about your job, reasons for leaving, and desired tone, you can generate a resignation letter that strikes the right balance between authenticity and professionalism, while ensuring your message is clear, polished, and appropriate for your unique circumstances.

5 resignation letter templates

In most instances, a generic, professional-sounding resignation letter will suffice. By carefully considering the template that resonates with your situation and customising it with your personal details, you can navigate this process with confidence and grace, setting the stage for a smooth transition.

When writing your resignation letter, as it is a formal notice, be sure to include the current date and the address of your company, following standard letter-writing practices. It is an official document, so it is crucial to remain professional and polite throughout.

Even though you may be leaving due to personal grievances, you must not bring these to light in your resignation letter. You should discuss any further points in your exit interviews.

Here is a compilation of formal resignation letter templates to ease the pressure off you when writing your professional resignation letter. Using these examples of resignation letters, you can edit and personalise, where relevant, your situation.

1) Standard resignation letter template for all situations

Dear [Manager’s Name],

Please accept this letter as formal notification of my intention to resign from my position as [job title] with [company name]. My final day will be [date of last day] as per my notice period.

I would like to thank you for the opportunity to have worked in the position for the past [time in employment]. I have learned a great deal during my time here and have enjoyed collaborating with my colleagues. I will take a lot of what I have learned with me in my career and look back at my time here as a valuable period of my professional life. 

During the next [notice period in weeks], I will do what I can to make the transition as smooth as possible and will support in whatever way I can to hand over my duties to colleagues or my replacement. Please let me know if there is anything further I can do to assist in this process.

Sincerely,

[Your Name]

Related: Why do I need to tell recruiters and employers my last-drawn salary when making a career move?

2) Resignation letter template for career advancement

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] with [company name]. Per my notice period, my final day will be [date of last day].

Following careful reflection, I have decided to step down from my role at [company name] to move forward in a direction that aligns more closely with my professional aspirations.

I am thankful for the opportunities and experiences provided to me during my tenure at [company name]. The valuable skills I have gained here are deeply appreciated and will undoubtedly benefit me in my ongoing professional journey.

In the coming weeks before [end date], I am fully committed to assisting in ensuring a smooth transition.

Sincerely,
[Your Name]

Related: 5 steps to creating your career plan

3) Resignation letter template for pursuing a new role with a shorter commute

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] with [company name]. Per my notice period, my final day will be [date of last day].

I have been offered another role that will halve my daily commute and allow me to spend more time with my family outside of working hours.

I have thoroughly enjoyed my time at [company] over the last [years and months of service], and I would like to thank you for all of the opportunities I have been afforded here.

In the coming weeks before [end date], I am fully committed to assisting in ensuring a smooth transition.

Sincerely,
[Your Name]

Related: Navigating hybrid work: Redefining traditional work patterns for success

4) Resignation letter template when giving advance notice

Dear [Manager’s Name],

I am writing to inform you of my decision to resign from [company], effective [date]. I understand that transitioning a new person to the role of [position] will take some time, and I would like to provide as much notice as possible.

During my time at [company], I have learned a lot and grown professionally. Thank you for all of your guidance and support during my employment.

Please feel free to contact me with any questions about the projects I have been working on. I am happy to help in any way I can with the transition process.

I wish you all the best for your continued success.

Sincerely,
[Your Name]

Related: Building your personal brand: Tips and strategies for crafting the brand called ‘you’

5) Resignation letter template for a role that is not a good fit

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] at [company name]. My last day with the company will be [date].

During my time at [company name], I have come to realise that the scope of the role is, unfortunately, not what I had anticipated. As such, I would like to explore other opportunities.

Thank you for understanding; I truly appreciate all the support and guidance you have provided me during my time in the company.

Please let me know how I can help to support a smooth transition over the next [notice period in weeks].

Sincerely,
[Your Name]

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