How to Write a Professional Letter of Resignation: Templates & Examples 2025

Writing a letter of resignation can feel overwhelming when you're already dealing with the stress of leaving your job. After all, submitting a poorly written one or handling your departure unprofessionally can damage your reputation and hurt future career opportunities.

On the other hand, a well-crafted letter of resignation protects your professional reputation, maintains positive relationships with colleagues, and sets you up for success in your next role. This guide will teach you how to write and submit a professional one and how to quit a job professionally, without burning bridges.

What Is a Letter of Resignation?

A letter of resignation is a document that officially notifies your employer of your intention to leave your current position. It serves as legal documentation of your departure date and helps ensure a smooth transition process.

Unlike casual verbal resignations, a written one provides clear proof of your intentions and protects both you and your employer; the paper trail shows you followed proper procedures and gave appropriate notice.

The resignation letter typically includes your last working day, a brief reason for leaving (though this is optional), and an expression of gratitude for the opportunities you've had. It's a fundamental part of workplace etiquette that demonstrates respect for your employer and colleagues while keeping doors open for future networking opportunities.

Most importantly, this document becomes part of your permanent employment record. HR departments keep these letters on file, and they can influence how former employers respond to reference checks or professional references down the road.

7 Essential Components of a Resignation Letter

Here are the main components of a resignation letter:

#1. Header and Date

Start with your contact information at the top, just like you would with any business letter, by including your full name, address, phone number, and email address. Below that, add the current date, followed by your supervisor's name, title, and the company's address.

This formal structure shows you understand professional communication standards and makes it easy for HR to file your letter properly.

#2. Formal Salutation

Address your immediate supervisor or manager directly using their proper title; for example, "Dear Mr. Smith" or "Dear Ms. Johnson" works perfectly. If you have a close working relationship, first names are acceptable but not too formal.

You should avoid generic greetings like "To Whom It May Concern", as you should know exactly who you're writing to.

#3. Statement of Resignation

Clearly state your intention to resign and include your last working day, for example:

Don't dance around it or bury the lead; your manager should understand your intentions within the first sentence.

#4. Reason for Leaving (Optional)

You're not required to provide detailed explanations about why you're leaving; a simple statement like "I have accepted a position that will further my career goals" is sufficient.

Keep it brief and positive; this isn't the place to air grievances about workplace issues or explain your burnout problems, career change, or personal circumstances in detail.

#5. Gratitude and Positive Tone

Express genuine appreciation for the opportunities you've had, work skills you've developed, or relationships you've built. So, even if your experience wasn't perfect, focus on the positives.

For example, you can say:

#6. Transition Assistance Offer

You should show your professionalism by offering to help train your replacement or wrap up current projects. This gesture demonstrates goodwill and helps maintain positive relationships.

Here’s what you can write:

#7. Professional Closing

End with a formal closing like "Sincerely" or "Best regards," followed by your typed name and signature (for printed letters).

Extra Tips for Writing Your Letter of Resignation

Now, let’s have a look at some additional advice on how to write a solid letter of resignation:

Resignation Letter Templates by Situation

Here are several templates that illustrate what a letter of resignation should look like in a few different situations:

Professional Resignation Letter Example

The following example illustrates how a marketing specialist handles her resignation professionally:

Why this works: Sarah clearly states her departure date, briefly explains her reason without going into excessive detail, offers specific transition assistance, and maintains a positive tone throughout.

Common Mistakes to Avoid When Writing a Letter of Resignation

The mistakes you should avoid making when crafting a letter of resignation include:

What Happens After You Submit Your Letter of Resignation?

Here’s what happens once you submit your letter of resignation:

Exit Interview Process

Most companies conduct exit interviews to understand why employees leave and gather feedback about their experience. Effective ones can provide valuable insights for improving workplace culture and reducing turnover, so this is your opportunity to provide constructive feedback that could improve the workplace for others.

Prepare for common questions about your experience, management effectiveness, and suggestions for improvement. Be honest but diplomatic; this isn't the time to settle scores or vent frustrations. Plus, you can use your exit interview tips to make the most of this conversation and maintain positive relationships.

Final Paycheck and Benefits

It’s vital to understand your rights regarding final compensation, including:

• Accrued vacation time, as some states require payout of unused vacation days
• Final paycheck timing, since federal and state laws dictate when you must receive your final pay
• Benefits continuation, including COBRA health insurance options and 401(k) rollover procedures
• Expense reimbursements, which refer to any outstanding business expenses

Review your employee handbook or speak with HR to understand your company's specific policies and your state's requirements.

Return of Company Property

Create a checklist of all company property you need to return, such as:

• Laptop, tablet, or other electronic devices
• Company credit cards and purchasing cards
• Access badges, keys, and security tokens
• Company vehicles or equipment
• Confidential documents or proprietary materials

Some companies provide a formal checklist during your exit process, but being proactive shows professionalism and ensures you don't forget anything.

Reference Requests

Finally, it’s time to secure references for your future job search.

Approach supervisors, colleagues, and clients who can speak positively about your work and ask them to be your reference. If they accept, provide them with:

• Your updated resume
• A brief overview of the types of positions you're seeking
• Specific examples of projects or achievements they might mention
• Your contact information for easy follow-up

Also, consider using a professional references tracker to stay organized throughout your job search.

Letter of Resignation vs. Two Weeks’ Notice

Many people use terms “letter of resignation” and “two weeks’ notice” interchangeably, but they serve slightly different purposes:

• A letter of resignation is a formal document that officially notifies your employer of your intent to leave.
• A two weeks notice represents the standard timeframe for advance notification (which can be verbal or written)

Your resignation letter typically provides your two weeks' notice, but the notice period itself can vary based on your position, contract, or company policy.

Legal Considerations and Best Practices

Finally, here are several legal considerations you should have in mind when resigning from a position:

Understanding Your Employment Contract

Before submitting your resignation, review your employment agreement for:

• Notice period requirements: Some contracts require 30 days or more.
• Non-compete clauses: There might be restrictions on working for competitors or starting competing businesses.
• Confidentiality agreements: Check for ongoing obligations regarding proprietary information.
• Non-solicitation clauses: The contract might also include rules about recruiting former colleagues or clients.

If you have questions about contractual obligations, consider consulting with an employment attorney, especially if you're joining a competitor or starting your own business.

At-Will Employment Considerations

Most U.S. employees work "at-will," meaning either the employer or employee can end the relationship at any time, with or without cause. However, this doesn't mean you should skip a proper resignation process.

Still, even in at-will situations, providing appropriate notice and submitting a professional resignation letter protects your reputation and maintains positive relationships.

Documentation and Record-Keeping

Maintain thorough records of your resignation process that will include:

This documentation can be valuable for unemployment claims, legal disputes, or simply for maintaining accurate employment records for background checks.

Preparing a Resume for Seeking Your Next Role

If you haven't already, now's the time to update your resume with our professional templates and prepare for your job search. You should consider:

The best way to make this process easier is to use our resume builder tools, which will make your resume ATS-friendly and professionally format it for your next opportunity!

Final Thoughts

Writing a professional letter of resignation demonstrates your maturity and helps maintain positive relationships as you advance in your career growth.

This document becomes part of your employment record and can impact future opportunities, so take time to craft a thoughtful, respectful letter that reflects well on your character and work ethic. The extra effort you put into communication often pays dividends through strong references, recommendations, and professional networking relationships.

As you transition to your next role, remember to browse resume examples for your next role and learn how to create an effective resume that showcases your growing experience and accomplishments!