How to Write a Resignation Letter (2026): Steps and Templates

Writing a resignation letter is one of those jobs that feels bigger than it needs to be. You're only telling your employer, clearly and politely, that you're leaving and when. The letter doesn't need to explain your reasons, defend your decision or say goodbye to everyone. Short, calm and kind is the goal, because this is the document that sits on your file and may be the last thing your manager reads from you.

I've written this as a practical guide for employees and small-business owners alike. It follows what the UK government's guide on handing in your notice says about starting with your contract, and it uses Wikipedia's definition of resignation as a voluntary act. Every template below is an example I've written, so change the details to suit you. If you'd like help drafting, my list of ChatGPT prompts for writing a resignation letter shows how to get a first draft quickly.

What a resignation letter needs to say

A good resignation letter covers a handful of points and then stops. Anything more is a risk, because words written in the heat of the moment are hard to take back.

• The date you're writing. It creates a clear record.
• Who it's addressed to. Usually your line manager, sometimes with HR copied in.
• A clear statement. Say plainly that you're resigning from your role, and name the role.
• Your last working day. Work this out from your contract before you write it down.
• A short thank-you. One honest sentence about something you valued.
• An offer to help with the handover. It shows you're leaving well.
• Your name and signature. Add it by hand if you're printing the letter.

Tone: keeping a resignation letter polite and professional

Your tone should be warm but businesslike. You can be grateful without gushing, and you can leave without listing what went wrong. If you're leaving because of a difficult situation, a resignation letter isn't the place to say so. There are better routes, such as an exit interview, a conversation with HR, or advice from an employment adviser about your own situation.

• Use plain words and short sentences.
• Write in the first person: "I'm resigning" rather than "it has been decided".
• Keep every sentence positive or neutral.
• Leave out complaints, blame and comments about colleagues.
• Don't promise things you can't deliver during your notice period.

Before you write your resignation letter, check your contract

The UK government's guide to handing in your notice says to start by checking your employment contract for your employer's policy on notice. Your contract may set out how long your notice is, whether it should be in writing, and who you should give it to. Rules differ between countries and between employers, so I can't tell you what applies to you. Check your contract or employment terms, and ask HR or an employment adviser about your own situation.

Once you know your notice period, count forward from the day you hand in the letter and write the date you arrive at. If you're unsure, ask HR to confirm your last working day, or write the letter and let them confirm it in their reply.

Four resignation letter templates you can adapt

These are examples. Swap in your own names, dates and wording so the letter sounds like you.

A simple, formal resignation letter

Dear [Manager's name],

I'm writing to resign from my position as [job title] at [company name]. My last working day will be [date], in line with my notice period.

Thank you for the opportunity to work here. I'll do everything I can to make the handover smooth before I go.

Yours sincerely,
[Your name]

A warm, grateful resignation letter

Dear [Manager's name],

Please accept this letter as my notice that I'm leaving my role as [job title], with my last working day on [date].

I've enjoyed working with you and the team, and I'm grateful for everything I've learned here. I'd be happy to help train a colleague or write up my processes before I leave.

With thanks,
[Your name]

A short-notice resignation letter

Dear [Manager's name],

I'm sorry to give you less notice than you'd like, but I need to resign from my role as [job title], with my last working day on [date]. I know this isn't ideal, and I'll do what I can to hand over my open work and key contacts before I go.

Thank you for your understanding.
[Your name]

A resignation email for a remote worker

Subject: Resignation from [job title] - [Your name]

Hi [Manager's name],

I'm resigning from my role as [job title], effective [date]. Thank you for the flexibility and trust you've given me while I've worked remotely. Before I leave, I'll hand back any company equipment, update my project notes in our shared folders, and arrange a call to go through anything still open.

Kind regards,
[Your name]

How to hand in your resignation letter

1. Ask for a private conversation with your manager before you send anything in writing, so they hear the news from you first.
2. Tell them clearly and kindly that you've decided to leave, and give your last working day.
3. Give them the letter or send it by email straight afterwards, so there's a written record.
4. Copy in HR if your employer's process asks for it.
5. Keep a copy of the letter and any reply for your own records.

Resignation letter mistakes to avoid

• Sending the letter before you've told your manager in person or on a call.
• Writing it while you're angry. Sleep on it and read it again in the morning.
• Including criticism, blame or a list of everything that went wrong.
• Guessing your last working day instead of checking your contract.
• Forgetting to ask for any reference or contact details you may need later.
• Sharing the news with colleagues or clients before your manager has agreed the message.
• Leaving out the date, which makes the letter unclear.

What if your resignation letter doesn't go to plan

• Your manager asks you to stay. Thank them, take a little time to think, and don't withdraw the letter unless you're sure. Wikipedia notes that a resignation may sometimes be withdrawn, but it depends on the circumstances and your employer's agreement.
• You're asked to leave straight away. Some employers prefer this. Check your contract, and ask HR or an employment adviser about your own situation.
• You don't get a reply. Follow up politely by email and ask them to confirm your last working day in writing.
• You need to leave sooner. Ask to talk it through, and be open about why. A short-notice letter works best alongside a conversation.
• You're leaving to work for yourself. My guide to the right time to quit a side hustle covers the thinking behind timing a big change.

Frequently asked questions

How long should a resignation letter be?

A few short paragraphs is plenty. State that you're resigning, give your last working day, say thank you and offer to help with the handover. Anything longer invites questions you don't need to answer.

Does a resignation letter need a reason?

No. You can simply say you're resigning. If you want to share a reason, keep it brief and positive, and save anything difficult for a conversation or an exit interview.

Should I send a resignation letter or an email?

Check your contract or your employer's policy. Many workplaces accept either, but some ask for a signed letter. An email gives you a dated record, and you can attach a PDF.

Who should I address my resignation letter to?

Usually your line manager, with HR copied in if that's your employer's process. If you're unsure, ask HR who should receive it.

Can I withdraw a resignation letter?

Sometimes, but it depends on your employer's agreement and your circumstances. Don't send the letter until you're sure, and speak to HR or an employment adviser if you've changed your mind.