Best Resignation Letter Format (+ Free Template Download)

a picture of business person and resignation letter format

A resignation letter is a formal notice and written notice of resignation to an employer. It informs the employer that the employee would like to be relieved of their job duties and responsibilities. An employee authors this formal letter after speaking with their boss or supervisor about the intent to exit their current position and employment.

Once the letter is submitted to the HR department, it is considered a formal notice. And the notice period or transition period begins, which normally lasts two weeks. During this time, the employee and the employer transfer duties and responsibilities to a new employee or colleague replacing the employee.

An exit interview is normally provided to an employee during their last day of employment. This provides the employee with the opportunity to give feedback to their employer and boss. The feedback usually consists of three to four bullet points of constructive ways to improve the position for the business.

When writing an official letter, consider the following:

Inform the employer of the reason for resigning. Include professional reasons like a new job opportunity, better benefits or salary, needing to relocate, family illness, or personal health issues.
Keep the note positive. Always share a fond memory with the employer and boss. Then thank the employer for the opportunity. This will keep a good relationship between the employer and the employee. And provide the employee with an opportunity to request a reference letter or recommendation letter for future employment purposes.
Keep the letter short. A formal letter should only be 200 to 300 words. Use proper grammar and punctuation to make sure the note is impactful yet simple.

Once the letter is completed, submit the formal notification and letter to the HR department to keep on record.

Resignation Letter Format

The following resignation format should be followed when writing a resignation letter.

Contact Information
First Name / Last Name
Address
Phone Number
Email Address

Current Date
January 1, 2020

Employer Contact Information
Manager’s Name
Job Title
Manager’s Email Address
Company Name

Salutation / Greeting
Dear Mr./Ms./Mrs. Last Name

First Paragraph
State the notice of resignation and the date of which the resignation is effective (sometimes referred to as the end of employment date or effective date).

Middle Paragraph
Thank the employer for the opportunities they have provided to you, the resigning employee. Highlight positive experiences with the employer.

Final Paragraph
End the resignation with a sincere thank you and offer to assist with the transition or train a new employee/colleague.

Closing Statement
Sincerely or Respectfully yours.

Signature
Typed or Handwritten Signature.

Resignation Letter Template

Download this resignation letter template in Word format. Can be imported as a Google Doc. Instant download. No email required.

Download Template

Resignation Letters

Below are resignation letters and free templates.

By Job Title

By Format

By Reason

By Time

Additional Resources

About the author

Patrick Algrim is a Certified Professional Resume Writer (CPRW), NCDA Certified Career Counselor (CCC), and general career expert. Patrick has completed the NACE Coaching Certification Program (CCP). And has been published as a career expert on Forbes, Glassdoor, American Express, Reader's Digest, LiveCareer, Zety, Yahoo, Recruiter.com, SparkHire, SHRM.org, Process.st, FairyGodBoss, HRCI.org, St. Edwards University, NC State University, IBTimes.com, Thrive Global, TMCnet.com, Work It Daily, Workology, Career Guide, MyPerfectResume, College Career Life, The HR Digest, WorkWise, Career Cast, Elite Staffing, Women in HR, All About Careers, Upstart HR, The Street, Monster, The Ladders, Introvert Whisperer, and many more. Find him on LinkedIn.

Fact checked: Our small and dedicated team rigorously evaluates every article, guide, and reference to ensure the information is accurate and factual. Learn more.