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Resignation letter template

Reviewed Oct 23, 2026 Final-pay rules cited to official state sources How we verify

Not a substitute for the advice of an attorney. General information; laws vary by state. Terms of use

A resignation letter is a formal note telling your employer you are leaving your job and naming your last day of work. Fill it in, then download a .docx or .pdf. Free, no sign-up.

Fill in the resignation letter

You and your employer
The person you report to. Use the name you would use in an email, for example Ms. Carter or Owen.
Dates and reason
Two weeks is the common courtesy. Check your offer letter, contract or employee handbook for the notice your employer asks for.
You do not have to give a reason. Leave it on Choose and the letter has no reason line.
Optional details
Options

What you type stays in this browser. We never receive or store it.

Your files end with one small line under the notice: “Prepared with the free InterObservers Employer Desk · interobservers.com/desk/templates/resignation-letter/”; in a .docx or .pdf that uses your state’s rules, the line also says when those rules were checked. Tick the box to leave it out. Nothing else is added to your document.

Tick the box to turn on the download buttons. The template text stays free to read. See the terms of use.

Each file carries this notice in its footer: “Template for general information only. Not a substitute for the advice of an attorney. Laws vary by state and change; check the official sources at interobservers.com/desk/methodology/.” For names with non-Latin characters, use .docx.

Report an error in this template

Also on this page: the email version and the immediate resignation version.

About this template

One standard letter for any notice period: your job title, your last day, an optional reason, a thank-you and a handover offer. Fill it in, download it, or copy one of the versions below for a new job, family reasons, retirement, longer notice, an immediate resignation or an email.

This template works for any notice period: two weeks, a longer notice for a senior role, or a shorter one when you have no choice. It says the three things every resignation letter needs (that you are resigning, from which job, and your last day) and lets you add a reason, a thank-you, a handover offer and a personal email only if you want them, so the letter never has an empty line.

The versions further down are full letters you can copy as they are: a warm thank-you letter, a three-sentence letter, a letter for a new job, for personal or family reasons, for retirement and for more than two weeks of notice, plus generators for an immediate resignation and a resignation email. Pick your state to see when your final paycheck is due after you quit. Nothing you type leaves your browser.

The full resignation letter text

This is the whole template as it downloads, with the fields in [brackets]. State-rule notes are off by default: choose your state and tick "Keep the final-pay note in the download" under Options to add them to the preview and the download.

[Your name]

[Date of the letter]

To: [Manager's name], [Company name]

Resignation Letter

Dear [Manager's name],

I am writing to let you know that I am resigning from my position as [Your job title] at [Company name]. My last day of work will be [Your last day of work].

I am leaving [Reason to give].

Thank you for the support and the chances to learn that I have had here.

I am especially grateful for [One thing you are grateful for].

Between now and my last day, I will finish what I can, write down the status of the rest and help whoever takes over my work.

[Your handover plan]

[Note for you: Choose your state above to see its rule on when the final paycheck is due after you resign, or check it with your state labor office before you send this.]

Please let me know what you need from me before I leave, and the next steps for my final paycheck, benefits and the return of company property.

After I leave, you can reach me at [Personal email for after you leave].

Best regards,

______________________ Date: __________
[Your name]

How to write a resignation letter

  1. Tell your manager first, in person or on a call. The letter confirms the conversation; it should not be how they hear the news.
  2. Date the letter with the day you hand it in or send it, so there is a clear record of when you gave notice.
  3. Pick your last day. Two weeks is the common courtesy, but check your offer letter, contract, union agreement or employee handbook for the notice your employer asks for.
  4. Say it plainly in the first paragraph: you are resigning, from which job title, and the exact last day.
  5. Keep it to one page and positive. A reason is optional, and the letter is not the place for complaints; it may stay in your employment file.
  6. Offer a handover in concrete terms: what you will finish, what you will document and who you can train.
  7. Ask about your final paycheck, benefits and returning company property. Pick your state above to see when final pay is due after you quit.
  8. Sign a printed letter by hand, or send it as a PDF or in an email, and keep a dated copy of exactly what you sent.

Resignation email

  1. Tell your manager first if you can, then send the email the same day.
  2. Put the word Resignation and your last day in the subject line so the email is easy to find later.
  3. Send it from an address you will keep after you leave, or copy it to your personal email, and save the sent message.

Immediate resignation letter

  1. Check your offer letter, contract or union agreement for a notice term before you resign without notice.
  2. Give one clear effective date. Mention the short notice once; a long apology or explanation is not needed.
  3. List the company property you have and ask in writing how to return it, so there is a record that you offered.

Variations

Resignation letter with gratitude

Use it when you are leaving on good terms and want to thank your manager for something specific, such as training, a promotion or support during a hard time.

Specific thanks reads as sincere; general praise reads as a formula. Name one or two real things: a project you were trusted with, a skill someone taught you, flexibility you were given. Keep it to a short paragraph so the letter still reads as a resignation.

Dear [Manager name],

I am resigning from my role as [Job title] at [Company], and my last day will be [Last day]. This was not an easy decision, because I have valued working here.

Thank you for [one specific thing, e.g. trusting me with the new client onboarding process in my first year]. I also want to thank you for [a second specific thing, e.g. the flexible schedule while I finished my certification]. Both made a real difference to the work I am able to do.

Over the coming weeks I will make sure my work is in good order and that whoever picks it up has what they need. I hope we can stay in touch.

With thanks,

[Your name]

Short and simple resignation letter

Use it when you want the shortest letter that still does the job: three sentences, no reason, no detail.

A short letter is fine for any job. The only things it cannot leave out are the fact that you are resigning, your job title and your last day.

Dear [Manager name],

This letter is my resignation from the position of [Job title] at [Company], and my final day will be [Last day]. Thank you for the opportunity to work here.

Sincerely,

[Your name]

Resignation letter for a new job

Use it when you have accepted another offer and want to say so without naming the new employer or comparing the two jobs.

You do not have to say where you are going. Many people wait to share the new employer's name until the start date is settled. Wait to resign until the new offer is final, usually in writing, and any conditions such as a background check are cleared.

Dear [Manager name],

I have accepted a position with another organization, and I am writing to give notice of my resignation as [Job title]. My last day at [Company] will be [Last day].

The new role is a step toward [the kind of work, e.g. managing projects end to end], and the experience I have gained here is a large part of why I was ready for it.

Before I go, I will [handover, e.g. finish the March release, update the process documents and spend time with whoever takes over my accounts]. Please tell me if there is anything else you would like me to prioritize.

Kind regards,

[Your name]

Resignation letter for a career change

Use it when you are leaving the field, not just the employer, for example to train for a new trade, start a business or move into a different kind of work.

Say what you are moving toward in one plain sentence, and connect it to something the current job gave you. That keeps the door open for a reference, which matters more when the next field is new to you and the people reading the reference do not know your past work.

Dear [Manager name],

I am resigning from my position as [Job title] at [Company] to make a career change into [new field, e.g. software development]. My last day will be [Last day].

This was a decision about the kind of work I want to do next, not about [Company]. The skills I built here, especially [one skill, e.g. explaining complex orders to customers], are a big part of why I feel ready to start over in a new field.

Until [Last day], I will [handover, e.g. close out my open orders and write up the steps for the monthly inventory report]. If it would help, I am glad to answer questions from my replacement for a short time after I leave.

Thank you for your support. I hope you would be willing to serve as a reference as I make this change.

All the best,

[Your name]

Resignation letter for personal or family reasons

Use it when you are leaving because of health, caregiving, a move or another private matter and do not want to explain it.

"Personal reasons" or "family reasons" is a complete explanation. You do not have to share medical or family details in writing. If you might want to come back later, say so; it costs nothing and some employers keep a note of it.

Dear [Manager name],

Because of [personal or family] reasons, I need to resign from my position as [Job title]. My last day will be [Last day].

I have appreciated the understanding I have received here. If circumstances change, I would welcome the chance to work with [Company] again.

I will do what I can to leave my work organized before my last day. Please let me know how my final paycheck and benefits will be handled.

Sincerely,

[Your name]

Retirement resignation letter

Use it when you are leaving to retire and want the letter to start the questions about retirement benefits early.

A retirement letter often goes out earlier than a regular resignation, so the employer can plan a replacement and you have time to sort out benefits. Ask HR, in writing, about what happens to your retirement plan, health coverage and any unused paid time off under your plan documents and company policy.

Dear [Manager name],

After [number] years at [Company], I have decided to retire. My last day of work as [Job title] will be [Last day].

It has been a privilege to be part of this organization. I am proud of [one thing, e.g. the training program for new technicians], and I am grateful to the people who made it possible.

I would be glad to help find and train my successor, and to put what I know about [area of work] in writing before I leave.

Could you or HR let me know the next steps for my retirement plan, health coverage and any unused paid time off?

Warm regards,

[Your name]

Resignation letter with more than two weeks notice

Use it when you are giving a month or more, for example for a senior role, a long project or a planned move.

Long notice helps the employer, but it also gives them more time to decide to end the job sooner. Put the exact last day in the letter and offer a handover plan with dates, so the extra time has a clear purpose.

Dear [Manager name],

I am giving notice that I will resign from my position as [Job title] at [Company]. To allow time for a full handover, my last day will be [Last day], [number] weeks from today.

Here is the plan I suggest for that time:

  • By [date]: finish [current project or deliverable].
  • By [date]: document [processes, accounts or systems].
  • Until [Last day]: train and support [successor or team member].

I am happy to adjust this plan to fit your priorities. Thank you for the time I have spent here.

Best regards,

[Your name]

Filled-in examples

Complete documents with fictional names and facts, to show the level of detail that makes a document clear. Replace every detail with your own.

Filled example: staff accountant leaving for a new job

A fictional staff accountant at a small printing supplier has accepted a new job and gives three weeks of notice to cover the month-end close.

Tomas Reyes

November 2, 2026

To: Karen Holt, Ridgeway Print and Supply

Resignation Letter

Dear Karen,

I am writing to let you know that I am resigning from my position as Staff Accountant at Ridgeway Print and Supply. My last day of work will be Friday, November 20, 2026.

I am leaving to take a new job.

Thank you for the support and the chances to learn that I have had here. I am especially grateful for the patience you showed while I learned the billing system, and for trusting me with the year-end close last January.

I chose a last day after the October close so the books are complete before I go. By November 13, I will write a status note for each open vendor account and update the month-end checklist, and in my last week I will go through both with whoever takes over.

Please let me know what you need from me before I leave, and the next steps for my final paycheck, benefits and the return of company property.

After I leave, you can reach me at [email protected].

Best regards,

Tomas Reyes

Filled example: dental hygienist relocating with five weeks of notice

A fictional dental hygienist is moving to another state and gives about five weeks of notice so the practice can rebook patients.

Aisha Bello

February 1, 2027

To: Dr. Owen Carter, Larkspur Family Dental

Resignation Letter

Dear Dr. Carter,

I am resigning from my position as Dental Hygienist at Larkspur Family Dental because my family is relocating out of state. My last day will be Friday, March 5, 2027.

I am giving this much notice so the front desk has time to move my recall patients to other hygienists and so you have time to hire. I can also work two extra Saturdays in February to clear the waiting list.

Thank you for the four years I have spent here, and for supporting my local anesthesia certification. I will miss the patients and the office.

Could you let me know when my final paycheck will be paid and what happens to my health coverage after March 5? I will return my keys and the office laptop on my last day.

Sincerely,

Aisha Bello

Filled example: shift supervisor resigning by email to return to school

A fictional weekend shift supervisor at a grocery store is going back to school full time and resigns by email after telling the store manager in person.

Subject: Resignation: Riley Chen, last day October 30

Hi Pat,

As we discussed on Saturday, I am resigning from my job as Weekend Shift Supervisor at Maple Street Grocery to return to school full time. My last shift will be Friday, October 30, 2026.

I have updated the weekend opening checklist and the cashier training notes, and I can show Jordan how to build the weekend schedule during my last two shifts.

Thank you for working around my class schedule this past year. Please let me know when my final paycheck will be ready and where to return my store keys and vest.

Best,

Riley Chen

Example wording

Examples of the level of detail that makes a document clear. Replace them with your own facts.

Fill in the resignation email

The email version: a clear subject line and a short body with your job title, your last day, a thank-you and the practical questions, ready to paste into your email.

You and your employer
Who it goes to and when
Two weeks is the common courtesy. Check your offer letter, contract or handbook.
Options

What you type stays in this browser. We never receive or store it.

Preview

Subject: Resignation: [Your name], last day [Your last day of work]

Hi [Manager's first name],

Following our conversation, this email is my formal resignation from my role as [Your job title] at [Company name]. My last day will be [Your last day of work].

Thank you for everything during my time here.

I am particularly thankful for [One thing you are grateful for].

I will put together a list of my open work so we can plan the handover. Just let me know who should take it over.

Could you also let me know the next steps for my final paycheck, benefits and returning company equipment?

Best regards,

[Your name]

Your files end with one small line under the notice: “Prepared with the free InterObservers Employer Desk · interobservers.com/desk/templates/resignation-letter/”; in a .docx or .pdf that uses your state’s rules, the line also says when those rules were checked. Tick the box to leave it out. Nothing else is added to your document.

Tick the box to turn on the download buttons. The template text stays free to read. See the terms of use.

Each file carries this notice in its footer: “Template for general information only. Not a substitute for the advice of an attorney. Laws vary by state and change; check the official sources at interobservers.com/desk/methodology/.” For names with non-Latin characters, use .docx.

Report an error in this template

Fill in the immediate resignation letter

For when you cannot give the usual notice: states the effective date, acknowledges the short notice once, and asks how your final paycheck will be paid and how to return company property.

You and your employer
Dates
Today, or the date you will stop working. Check your offer letter, contract or handbook for a notice term first.
Property and contact
Options

What you type stays in this browser. We never receive or store it.

Preview

[Your name]

[Date of the letter]

To: [Manager's name], [Company name]

Resignation Effective Immediately

Dear [Manager's name],

I am resigning from my position as [Your job title] at [Company name], effective [Effective date (your last day)].

I know this is short notice, and I did not make the decision lightly.

[Where you left your work notes]

Please let me know how and when my final paycheck will be paid, and what happens to my benefits.

I will return all company property. Please tell me where and how you would like me to return it.

That includes [Company property you have].

You can reach me at [Personal email for after you leave] with any questions.

Thank you for your understanding.

Sincerely,

______________________ Date: __________
[Your name]

Your files end with one small line under the notice: “Prepared with the free InterObservers Employer Desk · interobservers.com/desk/templates/resignation-letter/”; in a .docx or .pdf that uses your state’s rules, the line also says when those rules were checked. Tick the box to leave it out. Nothing else is added to your document.

Tick the box to turn on the download buttons. The template text stays free to read. See the terms of use.

Each file carries this notice in its footer: “Template for general information only. Not a substitute for the advice of an attorney. Laws vary by state and change; check the official sources at interobservers.com/desk/methodology/.” For names with non-Latin characters, use .docx.

Report an error in this template

Rules for this document in your state
When the final paycheck is due after you resignChoose your stateRules with official sources

Choose your state above to see the rule we have verified, or check it with your state labor office.

Report an error

Every state's rule, side by side, is in the state rulebooks.

Questions people ask

What should a resignation letter include?

The date, the person it is addressed to, a clear sentence that you are resigning from your job title, and your last day of work. A short thank-you, an offer to help with the handover and a question about your final paycheck, benefits and company property are common additions. A reason is optional.

How much notice should you give when you resign?

Two weeks is a common custom in U.S. workplaces, not a rule that applies to every job. Your offer letter, employment contract, union agreement or employee handbook may ask for a different notice period, so check those first. People in senior roles or in the middle of long projects often give more.

Do you need to give a reason for resigning?

No. The letter can simply say that you are resigning and when your last day is. If you want to give a reason, one neutral sentence is enough, such as a new job, a move, school or family reasons. Save complaints for a conversation or an exit interview; the letter may stay in your employment file.

Can your employer make you leave right away after you give notice?

Often, yes. The U.S. Department of Labor says that, in general, when a termination is not because of discrimination, the employee's protected status as a whistleblower, or the employee's involvement in a complaint filed under one of the laws the Department enforces, it is subject only to any private contract between the employer and employee or a labor contract. How each state treats the exceptions is in the at-will employment by state table. If you are asked to leave early, ask for the new last day in writing, ask whether you will be paid for the rest of your notice period, and check when your final paycheck is due.

When will you get your final paycheck after you resign?

That depends on your state, and some states set a different deadline for employees who quit than for employees who are let go. The U.S. Department of Labor says employers are not required by federal law to give former employees their final paycheck immediately, and that some states may require immediate payment. Pick your state on this page or see the final paycheck laws by state table.

Should you sign a resignation letter?

If you hand in a printed letter, sign it by hand above your typed name. If you send it by email or as an attachment, your typed name at the end is the usual signature. Either way, keep a copy of exactly what you sent and the date you sent it.

Can you resign by email?

Yes, many people do, especially when the manager works somewhere else or the workplace runs on email. Tell your manager first if you can, use a subject line with the word Resignation and your last day, and keep a copy of the sent message.

Can you resign effective immediately?

People do, often for health, safety or family reasons. Before you do, check your offer letter, contract, union agreement or handbook for a notice term, because leaving without notice can affect a reference or whether you are considered for rehire. Say clearly that the resignation is effective immediately, give the date, and ask in writing how and when your final paycheck will be paid.

If you are the manager: how to accept a resignation

Sources (3)

Related

Giving exactly two weeksTwo weeks notice letter templateWhen your last pay is dueFinal paycheck laws by stateIf you are asked to leave earlyAt-will employment by stateIf you are the managerResignation acceptance letter

General information, not legal advice. Not a substitute for the advice of an attorney. This page is for general information only and isn’t legal, financial or tax advice. Laws vary by state and change; check the official source or talk to a qualified professional about your situation. Report an error