I know all too well that sick feeling in your stomach when you have to click “send” on a resignation letter to your manager.
(I have written four over the course of my career.)
I always try to tell myself that millions of people quit their jobs every month. But as a people pleaser, I can never shake my nervous energy.
Since it is very rarely a simple conversation, I make sure that my resignation letter is direct but respectful. Appreciative, but intentional. Warm but professional. You get it.
With your resignation letter you can turn an unpleasant farewell into an opportunity for a long-term professional relationship. Or at least a chance to secure some references for the future.
Table of contents
What is a termination letter?
A resignation letter is a formal document that tells your employer that you are resigning from (or relinquishing) your position.
It is the official announcement of your departure from the company with details of your final day and your transition plan.
David Rubie ToddCo-founder and Head of Marketing at Sticker It, notes: “I would say that the resignation letter shouldn’t be an explanation for why you’re leaving. It’s an indication that you are – nothing more, nothing less.”
I can only agree. It is your official declaration that you are no longer fulfilling your duties and will be leaving the company. We’ll go over what you should and should do not add a little later.
There was only one instance where I presented a resignation letter in physical form to my manager, but it can be submitted either via email or on paper.
I typically submit my resignation letter during the interview where I give my two weeks notice or immediately afterward.
How to write a professional resignation letter
Your resignation letter should be concise and targeted. Enter the date above and begin with a formal greeting from your manager. Your first paragraph should be your resignation statement. Next, add a body paragraph or two to reflect on your experience and briefly discuss your transition plan. And finally, conclude with a statement of thanks, your contact details and your signature.
In my opinion, your resignation letter should express two things: your gratitude for the opportunity and your professionalism.
I like to start the termination process with a personal conversation with my manager. This way, I can keep the actual letter short and focus only on the relevant details – like the date of my last day and my exit plan.
There are other contact points, such as the final 1:1 discussions with your manager or your exit interview with HR, where you can discuss your departure (and the reasons for it) in more detail.
Should you use AI to write a resignation letter?
As a writer, I use AI for very specific purposes – like summarizing information or sketching ideas for inspiration. Still, I believe it’s best to use AI tools like ChatGPT to help you format or finalize your resignation letter.
Here is an example where I asked ChatGPT to write a simple resignation letter for me.
Admittedly, I didn’t provide any background information about my role or experience at the company, but this is a pretty good structure to get me started:
(Date)
Dear (manager name),
I am writing to inform you of my decision to resign from my position as (your position) at (Company Name), effective (last day of work, typically two weeks from today’s date).
I have valued the opportunities and experiences I have had during my time at (Company Name) and would like to thank you and the team for the support and guidance you have provided me.
I am committed to a smooth transition during my remaining time here and will do my best to complete any outstanding tasks or projects.
Thank you very much.
Sincerely,
(your name)
Another one of my favorite ways to use AI is to improve my writing, and HubSpot’s AI paragraph rewriter is so great for that.
This allows you to experiment with different tones and find the right balance. This is especially useful if you leave a job with a bad taste in your mouth – that’s been the case.
Here is an example:
Original language: I guess I learned a few things from this job, but I need to get out of this toxic environment as quickly as possible.
Updated with AI Paragraph Rewriter: Although I have gained some valuable insights during my time here, it is crucial for my wellbeing and professional development to continue during this time.
Try HubSpot’s AI Paragraph Rewriter for free.
You can also use it to brush up on the language of a previous resignation letter or revise an edition of ChatGPT to fit your current situation.
In any case, termination letters are quite easy to create. So I recommend using AI to speed up the writing process.
Format of the resignation letter
I pulled one of my old resignation letters out of the archives, so let’s use that to talk about the format.
(All important details have been removed, sorry.)
January 20, 2022
Dear (manager name),
I am writing to inform you that I will be resigning from my role as (My Position) at (Company Name). My last day will be February 9, 2022.
I would like to thank (Company Name) for all the support and guidance I have received during my time here. It’s been a pleasure working with people who truly care about giving underrepresented communities the resources they need to live healthier lives. The healthcare team here is undoubtedly unique.
Over the next few weeks, I will be working closely with you to make this transition as smooth as possible, and I will be reaching out to (colleague name) to inform (client name) of my departure.
I wish the team continued success and look forward to staying in touch.
All the best,
Alana Chinn
(LinkedIn profile URL)
(E-mail address)
For ease of reference, I’ll break it down further in the next section.
What belongs in a professional termination letter?
- Date and greeting
- Declaration of withdrawal
- Expression of gratitude
- Transition details
- Final paragraph
1. Date and greeting
This part is straightforward. Include the date you will submit your resignation letter so that HR has a formal submission deadline. Then greet your supervisor with a simple salutation.
Here’s what I did:
January 20, 2022
Dear (manager name),
2. Declaration of withdrawal
The fact that you are leaving your job at the company is the reason you are writing the letter in the first place, so let me start with that. Indicate the position you are resigning from and the date of your last day of work.
This, folks, is your resignation.
Pro tip: I don’t feel the need to rave here. In fact, I would avoid openings like these:
“I am so sorry but I will be stepping down from the role (your position) in two weeks, although it has been a real pleasure working with you all. I know this is the worst, but I promise I wouldn’t do it if I didn’t have to.”
Here’s what I did:
I am writing to inform you that I will be resigning from my role as (My Position) at (Company Name). My last day will be February 9, 2022.
3. Expression of gratitude
I usually include two short paragraphs in the body of my resignation letter. The first expression expresses my gratitude for the opportunity.
Take a moment to reflect on your time at the company. Say thank you for the valuable training, supportive team environment, or just the work experience.
If you have negative reasons for leaving, try to be as specific and authentic as possible. I’m sure you’ll find at least one good thing about the job… right?
Here’s what I did:
I would like to thank (Company Name) for all the support and guidance I have received during my time here. It’s been a pleasure working with people who truly care about giving underrepresented communities the resources they need to live healthier lives. The healthcare team here is undoubtedly unique.
4. Transition details
On to the second main part: the one that briefly talks about my transition plan. Here I mention how I will help tie up any loose ends and make the transition on the way out as seamless as possible.
Pro tip: I recommend creating a separate transition plan that outlines your projects and tasks with full details of how your responsibilities will be handed over.
You do not need to include this in your resignation letter.
Here’s what I did:
Over the next few weeks, I will be working closely with you to make this transition as smooth as possible, and I will be reaching out to (colleague name) to inform (client name) of my departure.
5. Final paragraph
To wrap things up, I usually add a closing paragraph with good wishes and an opening to keep in touch. I’ll add a link to my LinkedIn profile (if we’re not already connected) and my personal email address.
If you feel like it, you can also add your phone number.
Here’s what I did:
I wish the team continued success and look forward to staying in touch.
All the best,
Alana Chinn
(LinkedIn profile URL)
(E-mail address)
What not to include in a resignation letter
- Future career moves
- Disgusting language
- Emotional ties
- Criticism of colleagues
- anger or bitterness
1. Future career moves
While you can mention where you’re going next, I don’t recommend telling your employer in detail about your new position. Stay professional and focus on setting your existing team up for success before you leave.
2. Tasteless language
Although you may feel the urge to criticize your previous job, the resignation letter is not the time to air out your dirty laundry.
Believe me, you never know when you might run into your old colleagues in the future – especially if you stay in the same industry.
George CotterSEO consultant at Tall Marketing, says: “If you’re quitting because of a conflict or something overtly negative, remember you’re quitting – that tells you everything they need to know. You don’t have to tell them again.”
You’re on your way out anyway. Let that speak for itself.
3. Emotional ties
It’s not uncommon to build connections with your teammates. I’ve been known to have a work best or two. However, save the emotional feelings for face-to-face conversations.
Your resignation letter is a professional document, so I advise you to stick to the formalities.
4. Criticism of colleagues
Similar to bad language, your resignation letter does not need to contain any negative comments about your colleagues or managers at the company. The letter is intended to conclude your term – stay focused.
5. Anger or bitterness
The reality is that you may leave your job with some resentment. I know I have it.
But expressing anger or bitterness on the way out is not the way to go.
Daniel CookHR/Marketing Director at Mullen and Mullen, says: “I like to avoid negativity as this is not the place to voice complaints or criticize the company or colleagues.
Even if I am resigning because of a negative experience, a resignation letter should focus on moving forward – not on previous complaints.”
Instead of airing out the dirty laundry, try to think about positive moments and how you gained useful knowledge about the industry.
For more tips, here’s what HubSpotter Jamal Meneide has to say about termination letters:
Free professional resignation letter templates
Let’s face it: we just made it everything at HubSpot, including free resignation letter templates (hurray, we all say in unison). These templates are versatile and easy to customize to fit your role.
Download the templates for free.
Resignation letter templates
I understand that certain positions, such as healthcare or leadership roles, may require a more specific letter of resignation upon your departure.
Although HubSpot’s templates are great for general purpose use, I’ve included some templates below for some of these more dynamic roles.
1. Contractor Termination Letter Template
As a contractor, you may need to adjust the focus of your termination letter to address your final responsibilities and how you are parting ways with your client.
This includes any outstanding tasks and how you accept your final payment.
Try this template:
(Date)
Dear (manager name),
I regret to inform you that I will be resigning from my position as a (departmental) freelancer as my contract with (company name) expires on April 20, 2022.
I really enjoyed my time here, learned a lot and grew. I am glad to have been part of the company and would like to thank you for the opportunities I have had.
It makes me sad to leave the company, but I will take on new challenges with (New Company Name). I hope that my experiences here have helped the company in its projects and I am happy to have been part of the team.
If you have any questions or concerns, please feel free to contact me. I am available to help you with all final projects.
Sincerely,
(your name)
2. Executive Resignation Letter Template
A short email or two-part note to your manager may not be sufficient as an official resignation if you hold a managerial or managerial position.
Because these roles are more difficult to fill, you may play a more important role during the transition period.
Try this template:
(Date)
Dear (manager name),
Please use this letter as my resignation as (your position) at (company name) effective on (last working day).
I will cherish the friends I have made and hold on to the many accomplishments that are part of my history with (Company Name). As we part ways, I am proud that we made it through (list of key achievements).
I am confident that the Board can find an excellent replacement for (your position) and continue the company’s well-deserved success.
For all future communications, you may contact me by telephone at (phone number) or by email at (email address).
I wish you and the company all the best for the future.
Sincerely,
(your name)
3. Teacher Resignation Letter Template
As a teacher, you may want to leave space to discuss your experiences working with students and how you can help your temporary or full-time substitute with the transition.
Try this template:
(Date)
Dear (manager name),
Please accept this letter as my formal resignation from my position as (your position) at (school name). To ensure enough time for a smooth transition, my last day of work is (last day of work).
My experience as an educator has been enlightening, challenging and fulfilling, and I have enjoyed working with (school name) students.
Thank you for the opportunity to invest in children’s lives through learning and play. I am grateful to have been part of this team and will incorporate the many lessons I have learned into my future endeavors.
Because the continued success and care of students is of the utmost importance to me, I am doing everything I can to make the transition as smooth as possible. I would be happy to train my successor according to our current curriculum and task list.
I wish the (school name) students, teachers and administration all the best. Thank you again for your support and guidance during my time here.
Sincerely,
(your name)
4. Nurse Resignation Letter Template
As a nurse, it is important to give plenty of notice of your departure to ensure there is no disruption to your patients’ healthcare.
Your resignation letter can be used to thank your employer for the experience and offer training support to your successor.
Try this template:
(Date)
Dear (manager name),
I am writing to inform you of my resignation as (your position) at (institution name), effective two weeks from today. My last day at work will be (Last Day at Work).
Working at (name of institution) was a rewarding experience. I enjoyed my time with you and learned a lot about successful teamwork.
It has been an honor to work with such dedicated staff who are committed to making (Facility Name) a place to receive compassionate care. I would like to thank you for the training and the opportunity to grow professionally together with you. I wish all residents and staff good luck for the future.
If you think it would be helpful, I would be happy to help you hire and train my replacement over the next two weeks.
If you have any questions, please feel free to contact me. My email address is (email address) and my cell phone number is (phone number).
Sincerely,
(your name)
Examples of resignation letters
Now that you have a few templates, I’ll share some hypothetical (!) examples of resignation letters from my current position as Marketing Blog Editor at HubSpot.
This way you can see that some of the gaps are filled with real information.
Examples of short resignation letters
Short termination letters are ideal for situations where:
- You have to abruptly leave your job for personal (or professional) reasons.
- You don’t want to reveal too many details about your departure or next steps.
- You are unhappy with your experience and want to remain professional.
- You haven’t been with the company very long.
Here are two quick examples of resignation letters using my role as inspo:
Example 1:
November 15, 2024
Dear Meg,
I am writing to inform you that I will be stepping down from my position as Marketing Blog Editor at HubSpot effective November 30, 2024.
I appreciate the opportunity to grow as a content strategist during my time here. I’m committed to working with you and the rest of the blog team to ensure a smooth transition before my departure.
Thank you again for the opportunity to be part of such an amazing team and the impactful work of HubSpot.
Sincerely,
Alana Chinn
Example 2:
November 15, 2024
Dear Meg,
I’m writing to inform you that I will be leaving my role as Marketing Blog Editor at HubSpot. My last day will be November 30, 2024.
I want to thank you, the blog team, and HubSpot for all the support and guidance I’ve received during my time here. My goal is to make this transition as smooth as possible over the next few weeks.
I wish the team continued success and many more well-timed GIFs.
Sincerely,
Alana Chinn
Example of a long resignation letter
Longer termination letters work well when:
- You leave on a positive note and want to emphasize that.
- They have been with the company for some time and have developed strong relationships.
- They want to leave things open to working together again in the future.
Here’s an example (again using my role as inspiration):
November 15, 2024
Dear Meg,
With this letter, I am officially announcing my resignation from my position as Marketing Blog Editor at HubSpot, effective November 30, 2024. This decision was made after careful consideration and consideration of my career goals.
I would like to express my gratitude to you and the entire blog team for your support and companionship during my time here. Thanks to HubSpot, I have had opportunities to grow and learn as a content strategist that I can take with me.
I am committed to ensuring a smooth transition during my final two weeks with the company. I am willing to assist with the handover of my tasks and support the training to become an acting editor.
Thank you again for the opportunity to be part of the HubSpot blogging team. I wish you all continued success and look forward to staying in touch with you.
Sincerely,
Alana Chinn
Professional resignation letter templates
Not enough yet?
I am a firm believer that you can never have enough examples. Here are some more resignation letter examples for even more scenarios.
1. Sample Friendly Resignation Letter
For times when you can honestly say you loved your job:
(Date)
Dear manager,
I would like to inform you that I am resigning from my position as a Data Analyst for Company A, effective November 30, 2024.
I appreciate the professional development opportunities you have provided me over the past four years. I enjoyed my time at Company A and am grateful to have started my career with such a dedicated team.
I accepted a teaching position in Virginia. While my experience at Company A was rewarding, I am excited to pursue my passion for teaching.
If I can help you with this transition, please let me know. I am willing to help with freelance work until you find a replacement.
Thank you again for the opportunity to work at Company A. I wish you all the best and look forward to staying in touch with you. You can email me at alana@email.com.
Sincerely,
Alana Chinn
2. Sample Immediate Termination Letter
For times when you need to leave your job sooner than expected:
(Date)
Dear manager,
I regret to inform you that I am resigning from my position as a Data Analyst at Company A, effective immediately.
Although my contract requires me to work until December 31, 2024, I would be grateful if I could stop working immediately. I sincerely apologize for any inconvenience this sudden news may cause.
Thank you for the fantastic opportunities you have provided me to develop professionally and personally.
Please let me know if there is anything I can do to make the transition smoother.
Sincerely,
Alana Chinn
3. Retirement Resignation Letter Sample
For the time you are officially, truly and truly unemployed:
(Date)
Dear manager,
After careful consideration, I have decided to withdraw from Company A on December 31, 2024.
I have enjoyed working here over the past ten years and am proud of everything our team has achieved. Although I am sad that this chapter of my life is coming to an end, I am excited to travel and spend more time with my family.
As we prepare for my departure, I’m happy to help with hiring my replacement and anything else that will help make this transition go smoothly.
Thank you for all the opportunities and support you have provided me over the years. I wish you all the best.
Sincerely,
Alana Chinn
4. Sample letter of termination with extended notice period
For times when you can allow enough time for the transition:
(Date)
Dear manager,
Please accept this letter as notice of my intention to resign from my position as a Data Analyst at Company A at the end of this quarter. My last day will be December 31, 2024.
Although it is hard to leave this incredible team, I will be pursuing an MFA in creative writing at the University of Iowa. It has always been my dream to write books and I believe this is the best way for me to achieve it.
Thank you for all the support and guidance you have given me over the last five years. I am deeply grateful for all the opportunities I have had here.
With my last day in six weeks, I will be working towards completing my current projects, continuing my training and handing off my high-level responsibilities to other members of the team. Please let me know if there is anything I can do to make this transition easier.
Sincerely,
Alana Chinn
5. Sample resignation letter for personal reasons
For times when life presents you with challenges:
(Date)
Dear manager,
I regret to inform you of my departure from Company A. For personal reasons, I can no longer fulfill my duties as a data analyst. My last day of work will be November 30, 2024.
It has been wonderful working with you and the team over the last three years. I greatly appreciate the opportunities I have been given to develop my skills and grow in my role.
Over the next two weeks, I will work on completing my remaining tasks and handing off my ongoing projects to other team members. I would be happy to help you with any other questions you may need during this transition.
Thank you for your guidance and understanding. I will look back fondly on my time here at Company A and wish you all the best for the future.
Sincerely,
Alana Chinn
Ready, set, stand down
“Remember that your resignation letter is part of your professional brand,” he says Harmanjit SinghFounder and CEO of Website Design Brampton. “It’s like your digital footprint – it lasts longer than you might think.”
My final advice? Don’t let a bad experience stop you from building your professional bridges and keeping your network intact as you embark on your next adventure.
Good luck with your dignified farewell!
Editor’s Note: This post was originally published in October 2018 and has been updated for completeness.