Professional Resignation Letter Template

Instructions for Use

• Replace all bracketed placeholders with your specific information

• Choose appropriate optional sections based on your situation

• Maintain a professional, positive tone throughout

• Print on company letterhead if available, or use clean, professional formatting

[Date - write out fully, e.g., "March 15, 2024"]

[Manager's Full Name]
[Manager's Job Title]
[Company Name]
[Company Address] (optional)

Dear [Manager's Name],

Please accept this letter as formal notification of my resignation from my position as [Your Job Title] with [Company Name].

My last day of employment will be [Specific Date], providing [number] weeks' notice as required by my contract. (If unsure about notice period, write: "in accordance with my contract terms" and let HR clarify)

[OPTIONAL - Financial Matters]
I would appreciate confirmation of my final pay calculation, including any accrued vacation time, unused sick leave, and outstanding expenses that may be owed.

[OPTIONAL - Transition Support]
I am committed to ensuring a smooth transition of my responsibilities. Please let me know how I can best support the handover process, including training my replacement or documenting current projects.

[OPTIONAL - Express Gratitude - Choose ONE that fits your situation]

• Positive experience: I want to thank you and the team for the valuable experience and professional growth opportunities I've gained during my time here.

• Neutral/Professional: I appreciate the opportunities for professional development that I have been given here.

• Brief/Minimal: Thank you for your understanding regarding my decision.

I wish you and [Company Name] continued success.

Yours sincerely,

[Your Full Name]
[Your Job Title]
[Your Contact Information] (phone/email - optional but recommended)

Key Tips:

• Keep it brief and professional - avoid lengthy explanations about why you're leaving

• Stay positive - don't mention negative experiences or criticisms

• Be specific about dates to avoid confusion

• Keep a copy for your records

• Consider delivery method - hand deliver when possible, or send via email with read receipt

• Check your contract for specific notice requirements before sending

What NOT to Include:

• Detailed reasons for leaving (save for exit interview if requested)

• Complaints about the company, management, or colleagues

• Salary or benefit comparisons with your new role

• Emotional language or personal grievances

This template works for most resignation scenarios. Adjust the level of formality based on your workplace culture and relationship with your manager.