How to Write a Resignation Letter in 2025 (With Templates)

So, you’ve decided to resign from your position. Now, all that’s left is to handle the transition period professionally.

The first and most important step is to give your resignation notice and inform all relevant parties of your decision to resign. 

But how exactly do you write a professional resignation letter? 

Do you need one in the first place? 

Who should you address it to? 

What should you say to ensure you resign on good terms? 

And, is there a simple resignation letter format you can follow?

Read on to find answers to these key questions and 17 resignation letter templates that are ready to download and use.

Let’s get started.

What is a resignation letter? 

A resignation letter is a formal piece of writing used to inform your superior(s), HR, and any other relevant parties of your intent to resign.

Although not a necessary step, a resignation letter is a very much appreciated part of your quitting process.

It also serves as a record of the end date of your employment. 

You can print out a copy of your resignation letter and hand it over to your manager(s) and/or human resources representative during an in-office meeting if you’re on-site. In case you’re a remote or hybrid worker, you can send your resignation letter over an email or even a message via your internal communication software.

It’s as simple as that. 

However, if you’ve ever been in the position to write a resignation letter, you’ll agree that it’s often easier said than done.

Why you should write a resignation letter

Deciding whether to write a resignation letter can feel like a dilemma, but the short answer is: yes, you should. 

Career coach Claire Burke highlights 3 key reasons for writing one: 

Here’s why a resignation letter matters:

• It provides written evidence — Establishes a clear record of your last working day for HR and legal purposes.
• It helps with the conversation — Makes breaking the news to your boss smoother and less awkward.
• It may be required — Some companies or industries expect a formal resignation letter.
• It lets you control the narrative — Ensures clarity about your departure and protects your reputation.
• It maintains a good relationship — Leaves the door open for future opportunities and reinforces your professional image.

Taking a few minutes to write a sincere resignation letter can make a big difference in how you leave your job and how you’re remembered.

What to include in your resignation letter?

Your resignation letter doesn’t need to be long, but it should be professional and to the point. 

While you can choose to add personal touches, its main purpose is to communicate your departure clearly and leave a positive impression. Keeping it simple ensures there’s no room for misinterpretation and helps maintain a good relationship with your employer. 

Here are the key elements to include:

• A clear statement of resignation — Begin by directly stating that you are resigning from your position. Be straightforward and include your job title to ensure clarity.
• Your last working day — Specify your final day of employment so there’s no confusion about your notice period or transition timeline.
• A thank-you note — Express gratitude for the opportunities and experiences you’ve had at the company. A short and sincere thank-you leaves a positive final impression.
• An offer to help with the transition — If possible, mention your willingness to assist with training your replacement or ensuring a smooth handover of responsibilities. This reinforces professionalism and goodwill.
• A professional closing — End your letter on a positive note, expressing well wishes for the company and maintaining a respectful tone.

What not to include in your resignation letter?

While your resignation letter should be sincere, there are certain things you should leave out. 

Providing too much detail or using the letter as a place to vent can do more harm than good. 

Keep it focused on your departure and avoid these common mistakes:

• A detailed explanation of why you’re leaving — Your resignation letter isn’t the place to outline every reason behind your decision. Keep it brief and save detailed discussions for a conversation with your manager.
• Information about your next job — Sharing details about your new employer, salary, or title is unnecessary and can be seen as unprofessional. If relevant, this can be discussed during an exit interview.
• Negative comments about the company — Even if you have frustrations, avoid criticizing your employer, coworkers, or workplace policies. Keeping things professional ensures you don’t burn bridges.
• Long instructions for your replacement — While it’s helpful to assist in the transition, your resignation letter isn’t the place for detailed handover notes. Discuss these separately with your manager or team.
• Unnecessary details or lengthy paragraphs — A resignation letter should be concise and to the point. Avoid overly detailed explanations, personal anecdotes, or emotional statements that don’t serve a professional purpose.

A well-crafted resignation letter helps you leave on good terms and keeps your professional reputation intact.

Resignation letter templates and examples

Now that we’ve covered why you should write a resignation letter and what to include in it, let’s help you get some tangible ideas on how to write a resignation letter based on your specific situation or need.

Read on as we uncover 17 types of resignation letter examples to spark your inspiration, with templates that are ready for you to download.

Type #1: Basic resignation letter example and template

Let’s cover the basics of writing a resignation letter.

As mentioned earlier, when writing any (basic) resignation letter, make sure to: 

• Express a clear and direct resignation, 
• Include the effective date, 
• Express your gratitude for the opportunities you’ve had during your time with the company (optional), 
• Offer to help with the transition period (optional), and 
• Close the letter politely and professionally. 

Here’s an example of a basic resignation letter you can send to your manager:

⬇️ Download the Basic Resignation Letter Template 

This template can serve any type of resignation situation you might need, as there are no distinct elements or angles that might veer in a specific direction.

Also, as such, it provides a perfect base for when you need something specific but don’t know where to start.

Type #2: Simple resignation letter example and template

If you were going for a more simple resignation letter, you can write a simplified version of the basic resignation letter. 

Essentially, you can remove and/or shorten the optional parts in our basic resignation letter template. 

Here’s an example of a simple resignation letter you can use for inspiration: 

⬇️ Download the Simple Resignation Letter Template 

You can use the simple resignation letter if: 

• You have already discussed all the details with all relevant parties at length,
• You’re planning to have dedicated one-on-ones with your manager(s), HR, and/or teammates, and
• You just want to make sure you’ve complied with the formalities of departing from a job. 

Type #3: Short resignation letter example and template

If the simple resignation letter still wasn’t simple and concise enough for you, worry not. 

The trick to writing a short resignation letter lies in taking a simple resignation letter template, for example, and editing it down to the bare minimum of information. 

Here’s a short resignation letter example you can copy and paste if you want a super concise and to-the-point version of your resignation letter: 

⬇️ Download the Short Resignation Letter Template

Although we would advise adding a little bit more detail to your resignation letter (such as saying thank you to your manager and expressing willingness to help with the transition), you can use the short resignation letter when you want to create a brief record of the end date of your employment.

Type #4: Generic resignation letter example and template

Another great starting point when writing a resignation letter is to use a generic resignation letter template. 

As its name suggests, this type of template includes only the basic elements of a resignation letter with the most generic phrases and lines. 

Below you’ll find an example of a generic resignation letter template you can use as inspiration and customize to your liking:

⬇️ Download the Generic Resignation Letter Template

You can use the generic resignation letter template if you need quick inspiration when setting the basic structure for your resignation letter. 

Depending on your specific situation and the impression you want to leave, you can add a more personalized styling.

Type #5: Official resignation letter example and template

A resignation letter is an official document in and of itself. However, as you might expect, you can always go more or less official depending on:

• Your position, 
• Industry, 
• The level of formality of the general internal communication style within your company, and 
• Your relationship with your manager and the type of leadership and communication style they practice. 

So, if you’re looking for a version of a resignation letter that is leaning more on the official side, you can take a look at our official resignation letter example below:

⬇️ Download the Official Resignation Letter Template

Use the official resignation letter template: 

• When in doubt about the formality level you should express, 
• When you’re resigning from a position at a company you’ve been working for a short period, or 
• When you want to keep it super professional and official. 

Type #6: Formal resignation letter example and template

If your position, industry, or company culture requires a higher level of formality, you’ll need to keep your resignation letter in line with the features of formal communication. 

To ensure a more formal tone, remember to keep it:

• Rational, 
• Structured, and 
• Goal-oriented.  

To help you get a clearer picture of what constitutes a formal resignation letter, we’ve crafted a formal resignation letter example to illustrate this format:

⬇️ Download the Formal Resignation Letter Template  

Although all resignation letters are, essentially, formal pieces of writing, you’ll still be able to distinguish the subtle nuances in tone and vocabulary and determine when it’s appropriate to use a more formal resignation letter.

Type #7: Heartfelt resignation letter example and template

If you felt super close to your team and had an amazing relationship with your manager, you might want to let it all out in a heartfelt resignation letter and express your sincere appreciation to your manager and team. 

Of course, make sure to still keep it professional and don’t go into melodramatic ramblings.

To get a better understanding of what constitutes a heartfelt but professional resignation letter, take a look at our example template below: 

⬇️ Download the Heartfelt Resignation Letter Template

So, if you want to stay on good terms with your boss and teammates after your departure, you can compile a warm and heartfelt resignation letter that includes the following elements: 

• Details announcing your resignation,
• Your thoughts and feelings about the role and the team, and
• Your hopes for the future (of your relationship).

Type #8: Immediate resignation letter example and template

In the occasion you need to leave your job right away, you’ll need to write a resignation letter with a notice effective immediately.

Of course, in an ideal world, you’ll give your employer at least 2 weeks’ notice. However, chances are you’ll experience some instances where you won’t have much choice but to resign immediately. 

Therefore, we’re providing a template example below, to help you craft a perfect resignation letter when in a rush:

⬇️ Download the Immediate Resignation Letter Template

Even if you have to resign immediately and are not able to give longer notice, remember to:

• Check the terms of your employment agreement or contract (consult your HR department if not sure which rules apply to giving notice), 
• Explain your decision in as much detail as possible (you’re not obligated to give any personal detail regarding your resignation, however, it’s common courtesy to at least provide a vague, non-specific reason to keep them informed to some extent), and 
• Keep your tone professional and polite, especially if you want to leave on good terms despite the circumstances. 

Type #9: Short notice resignation letter example and template

In addition to immediate resignation circumstances, you can also happen to come across a work situation when you’ll have some time to give the notice, but it will, nonetheless, be less than required.

Not to be confused with the immediate resignation letter that implies an immediate termination of employment, a short notice resignation letter supposes any situation when you have to provide a notice shorter than the expected 2 weeks. 

Here’s how you can formulate a resignation letter when you have to give a short notice:

⬇️ Download the Short Notice Resignation Letter Template 

Use a short notice resignation letter template when you can’t provide the regular 2 weeks’ notice. 

It will come in handy when:

• Your new company needs you to start right away, 
• You have a personal or family emergency, or 
• You can’t tolerate certain conditions at work.  

Type #10: 2-Week resignation letter example and template 

A 2-week notice resignation letter is somewhat of a norm when you want to quit your job. 

It’s considered an optimum amount of time for the company to plan how to cover your absence. 

In case your circumstances allow you to provide a 2-week notice, here’s how you can craft your resignation letter:

⬇️ Download the 2-Week Resignation Letter Template 

You can send a 2-week resignation letter each time you can offer to stay for the 2-week notice period.

Type #11: 1-Month resignation letter example and template

In an ideal world, you’ll have the opportunity to plan your resignation at least one month in advance. 

If that’s the case, both you and your employer will have enough time to wrap things up and ensure a smooth transition. 

Regardless of the advance notice, writing a proper resignation letter is no easy task, especially when you want to make a perfect lasting impression.

Here’s some inspiration on how to craft your perfect 1-month resignation letter:

⬇️ Download the 1-Month Resignation Letter Template

Use the 1-month resignation letter template when your company policy recommends advance notice.

Type #12: Retirement resignation letter example and template

When you’re approaching the end of your professional career, it’s time to do your due diligence and inform your employer about your pending retirement via a retirement resignation letter.  

In addition to being a polite and professional way to close this chapter of your life, a retirement resignation letter also serves legal and financial departments as proof it was your decision to resign. 

If you’re having trouble finding the right words to express your decision and feelings, take a look at our retirement resignation letter example for some inspiration:

⬇️ Download the Retirement Resignation Letter Template 

Type #13: Rescind resignation letter example and template

In business, things often happen unexpectedly, and decisions are made only to be revoked shortly after. 

The same thing can happen with your decision to leave your job. 

You may have been firmly convinced that leaving was the right thing to do and even sent a resignation letter to your manager and human resources, only to have an unexpected turn of events lead you to the realization that you’d still want to keep your job. 

What you should do in this situation is — rescind your resignation letter. 

If you’re not sure how exactly to go about writing to rescind your resignation letter, here’s an example to get you started:

⬇️ Download the Rescind Resignation Letter Template 

As this is less than an ideal position, you’ll need some extra encouragement and additional tips to nail a letter to rescind your resignation.

When preparing to write a letter to rescind your resignation, remember to: 

• Get familiar with your company policy on the matter, 
• Consult your manager on the right course of action,
• Keep up your performance levels, 
• Clearly state your decision to rescind early on in the letter, 
• Explain your decision in detail,
• Apologize profusely, 
• Remind them of the pros of keeping you on board, and 
• Express your gratitude.  

Resignation letter templates by job

Although we tried to keep our list of the most common types of resignation letter examples and templates as extensive as possible, it’s still virtually impossible to cover all the potential scenarios and circumstances you’ll encounter throughout your career in one post. 

This is why our next chapter will deal with some of the most common resignation letters by job — just to give you an idea of how you can customize some of the previous examples to suit a specific job type or position. 

Let’s dive in! 

Type #1: Teacher resignation letter example and template

A teacher resignation letter form should follow all the major resignation letter structure points, in addition to potentially offering to finish the ongoing term or providing a solution to help with the transition. 

Here’s an example of how you can structure a letter of resignation as a teacher giving notice:

⬇️ Download the Teacher Resignation Letter Template

One more point to keep in mind when giving formal notice as a teacher is that it’s common practice for this type of letter to be handed in personally by the teacher leaving the job.

Type #2: Nurse resignation letter example and template

As a nurse vacating your current place of employment, you’re expected to give your formal notice and begin the voluntary termination process. 

Here’s what a nurse resignation letter can look like in practice:

⬇️ Download the Nurse Resignation Letter Template

Type #3: Board resignation letter example and template

A board resignation letter is a formal notice given by a board member to a board or a board director stating their decision to resign. 

A board resignation letter template thus follows a standard resignation letter structure. One specific detail indicative of a board resignation letter is that it can specify a period for the resignation or suggest an immediate dismissal. 

Depending on the circumstances, the board can decide to postpone the resignation for another, more convenient time.

Here’s an example of a board resignation letter template you can reference when writing your resignation letter to leave a board:

⬇️ Download the Board Resignation Letter Template

Finally, board resignation letters are usually handed out to board members during a formal board meeting.     

Type #4: Director resignation letter example and template

If you happen to be a director who’s decided to leave the company you currently work for, it’s more than advisable to write a resignation letter giving your formal notice. 

More importantly, a resignation letter in this case will provide:

• Official paperwork to facilitate a seamless transition, 
• A note to express gratitude and appreciation for the people, 
• An explanation of the reasons for resigning (if applicable), and 
• A suggestion of the future course of action for the company, as the director’s resignation can significantly affect how the company moves forward.  

Here’s a director resignation letter example you can reference when writing your own:

⬇️ Download the Director Resignation Letter Template

FAQ about resignation letter templates

Here are the answers to a few common additional questions you might have regarding writing a resignation letter.  

How do you resign gracefully in a letter?

One of the ways to ensure a graceful transition is to keep the letter as short and to the point as possible. 

We reached out to Brian Pulliam, Founder and Leadership Coach, to pick his brain on the topic of writing a resignation letter.

He proposed a good rule of thumb when you want to make sure you write a perfectly concise resignation letter that communicates grace. 

Is the effective date the last day of the resignation letter?

The effective date is not the last day of the resignation letter, in the sense that it’s not the last day you’re supposed to submit your notice. 

Quite the contrary, the effective date is the last day of your employment, i.e. the last day of your work at a position you’re resigning from.  

How do you write a polite resignation letter?

To ensure your resignation letter comes across as polite and professional, remember to: 

• Stay clear and transparent in your announcement statement,
• Thank your colleagues and manager for the specific benefits and opportunities they’ve provided, and 
• Offer to help with the transition period.

What is the best template for a resignation letter?

The best template for a resignation letter is largely determined by: 

• Your specific circumstances, 
• Your job type, 
• Your industry, and 
• The level of formality practiced in your internal communication.  

That being said, you can never go wrong with starting with a basic or generic resignation letter template and building upon those with a few personalized details if applicable.

Send your resignation letter with confidence using Pumble

Resigning from a job can feel overwhelming, but writing a professional resignation letter doesn’t have to be. 

Whether you need a heartfelt resignation letter, a resignation letter with one month’s notice, or a board resignation letter, using the right resignation letter format makes the process smooth and stress-free.

With Pumble, you can make your resignation process even more seamless. 

Pumble is a team collaboration tool that helps you communicate professionally with your employer and colleagues.

With Pumble, you can:

• Use direct messages to notify your manager about your decision, 
• Chat in channels and threads to stay connected during your transition period, and 
• Schedule a video call for a professional resignation meeting.

If you’re interested to see what Pumble’s all about — try it for free today!

And, if you’re looking to increase productivity in your business as a whole, try out CAKE.com’s Productivity Bundle!