How to Write a Resignation Letter (With 5 Copy-Paste Templates)

Contents

• The 4 Things Every Resignation Letter Must Include
• What to Leave Out
• Template 1: The Standard Two-Weeks-Notice Letter
• Template 2: Short Notice / Immediate Resignation
• Template 3: The Grateful Version (Good Terms, Strong References)
• Template 4: Resigning by Email (Remote Jobs)
• Template 5: No Reason Given (And That's Fine)
• How to Deliver It (The Part People Get Wrong)
• Before You Resign: Have the Next Thing Lined Up
• Frequently Asked Questions

Quick answer: A resignation letter needs exactly four things: (1) a clear statement that you're resigning, (2) your last working day (typically two weeks out, or per your contract), (3) one line of thanks, and (4) an offer to help with the transition. Three to five sentences total. It is not the place for grievances, explanations, or negotiation — it's a formal record. Copy one of the five templates below, fill in the brackets, and send it to your manager first (conversation, then letter), with HR in CC or as a follow-up.

The 4 Things Every Resignation Letter Must Include

• A direct resignation statement: "I am writing to formally resign from my position as [Job Title]." No ambiguity — this letter is the official record HR files.
• Your final working day: calculate it from your notice period (two weeks is the U.S. norm; check your contract — many countries and senior roles require 30 days or more).
• One sentence of gratitude: even a neutral one. You may need this employer for references, and industries are small.
• A transition offer: one line — training a replacement, documenting your work, or finishing key projects.

What to Leave Out

• Criticism or grievances — the letter lives in your permanent file; the exit interview is the place for feedback, if anywhere.
• Why you're leaving — you're not obligated to give a reason, and "no reason" can't be used against you. (If you want to give one, keep it to a neutral clause: "to pursue another opportunity.")
• Where you're going — never required, often unwise to include.
• Emotional language — both the gushing and the bitter kind. Neutral and warm wins.
• Negotiation — if you'd stay for a counteroffer, have that conversation *before* submitting the letter, not inside it.

Template 1: The Standard Two-Weeks-Notice Letter

Use this in 90% of cases.

Template 2: Short Notice / Immediate Resignation

When you can't work the full notice period. Acknowledge it directly — don't pretend it's normal. (More detail in our guide to resigning immediately.)

Template 3: The Grateful Version (Good Terms, Strong References)

When you genuinely valued the job and want the relationship to outlast it.

Template 4: Resigning by Email (Remote Jobs)

For remote roles, the email *is* the letter. Subject line matters: use "Resignation — [Your Name]" so it's unambiguous and searchable.

Template 5: No Reason Given (And That's Fine)

You never owe a reason. If pressed, "it was a personal decision" is a complete answer. (If your reason *is* personal and you want to hint at it professionally, see our resignation letter for personal reasons.)

How to Deliver It (The Part People Get Wrong)

• Tell your manager face-to-face (or on a call) first. The letter follows the conversation as the formal record — managers remember who let them hear it from HR.
• Then send the letter the same day — email is standard now; attach a PDF if your company is formal.
• Keep a copy, note who received it and when, and get written confirmation of your last day and any payout terms (unused leave, bonus eligibility).
• Stay professional to the last hour. Your final two weeks are the reference your next employer might actually hear about.

Want it generated for your exact situation? LoopCV's free resignation letter generator produces a customized letter in a minute.

Before You Resign: Have the Next Thing Lined Up

The comfortable way to hand in a resignation letter is with an offer already signed — the average job search still takes months, and searching while employed is dramatically less stressful than searching after. If you're resigning to move on (rather than to stop working), start the search before the letter: LoopCV runs it in the background — finding matching roles across 30+ job boards and applying for you — so your next offer is progressing while you finish your notice period quietly.

Frequently Asked Questions

What should a resignation letter say?

Four things: a clear statement that you're resigning with your job title, your final working day (per your notice period), one sentence of thanks, and an offer to help with the transition. Three to five sentences is ideal — it's a formal record, not an explanation or a review of your employment.

How much notice should I give when resigning?

Two weeks is the standard in the U.S., but your employment contract overrides the default — many countries and senior positions require 30 days or more. Calculate your last working day from whatever your contract specifies, and state that exact date in the letter.

Do I have to give a reason for resigning?

No. A resignation letter is fully professional without any reason, and 'it was a personal decision' is a complete answer if you're asked. If you want to include one, keep it to a neutral clause like 'to pursue another opportunity' — never grievances or details.

Can I resign by email?

Yes — for remote roles it's now standard, and elsewhere an email is a valid formal record. Best practice: tell your manager in a conversation first, then send the email the same day with a clear subject line ('Resignation — Your Name'), your last working day, and a transition offer.

Should I resign before finding a new job?

If you can avoid it, no — searching while employed removes financial pressure and looks stronger to employers. A common approach is to run an automated job search in the background (tools like LoopCV apply to matching roles for you) and submit your resignation once the next offer is signed.