Career Advice
How to Write a Professional Resignation Letter
What to include, what to leave out, and a simple structure for resigning in writing without burning the relationship.
Why a written letter still matters
Even after you've told your manager in person, a written resignation letter creates a formal record: your last working day, confirmation you resigned voluntarily, and a paper trail for HR. It also sets the tone for how you're remembered.
Keep it short and professional—this isn't the place for feedback about the company, your manager, or why you're leaving in detail. Save that, if appropriate, for an exit interview.
What to include
Your position and a clear statement that you're resigning.
Your last working day, based on your notice period (check your contract or company policy).
A brief, genuine note of thanks for the opportunity—one or two sentences is enough.
An offer to help with the transition (training a replacement, documenting your work) if you're able to.
A simple structure
Paragraph 1: State your position and that you're resigning, with your last working day.
Paragraph 2: A brief thank-you and, optionally, one positive takeaway from the role.
Paragraph 3: Offer to help with the transition, and close with your contact information.
That's it—three short paragraphs is standard. A resignation letter is a formality, not a place to over-explain.
Timing and delivery
Tell your manager in person or via call first, then follow up with the written letter—don't lead with an email if you can help it.
Standard notice is two weeks in many places, but check your contract; some roles or countries require more.
You generally don't need to disclose where you're going next. If asked, a brief "I've accepted a new opportunity" is enough.