Resignation Letter Template: Professional Examples for Every Situation
Professional resignation letter templates for every situation — standard two-week notice, immediate resignation, retirement, and more — with guidance on what to include.
Alex Just
Co-founder at candidate.so
In this article
A resignation letter is a professional formality — a written record for HR of your departure date and final day. It does not need to be emotional, detailed, or lengthy. The average resignation letter should be 100-150 words, contain 3-4 sentences, and accomplish one job: formally document that you are resigning.
The conversation with your manager comes first. The letter follows as written confirmation.
What Every Resignation Letter Must Include
- The date
- Your manager's name and title
- A clear statement that you're resigning
- Your last day (typically 2 weeks from the date of the letter)
- A professional closing
That's it. Nothing else is required.
Template 1: Standard Two-Week Notice
[Date]
[Manager's Name] [Title] [Company Name]
Dear [Manager's Name],
I am writing to formally notify you of my resignation from my position as [Your Job Title] at [Company Name], effective [last day — 2 weeks from today's date].
Working here has been a valuable experience, and I appreciate the opportunities I've had to grow and contribute to the team. I'm committed to making this transition as smooth as possible and happy to assist with handover documentation or training over the next two weeks.
Thank you for everything.
Sincerely, [Your Name] [Email] [Phone]
Template 2: Resignation with Extended Notice
For senior roles where you want to offer more time:
[Date]
Dear [Manager's Name],
I am resigning from my position as [Title] at [Company], with my last day being [date — 3-4 weeks from today].
I'm grateful for my time here and the experiences I've gained. I'd like to use the extended notice period to ensure a thorough handover — I'll have transition documents ready within the first week and will be available to support my replacement through the end of the period.
Thank you for the opportunity.
[Your Name]
Template 3: Immediate Resignation (Personal/Health Emergency)
Sometimes circumstances require immediate departure. This is acceptable; be brief and professional:
[Date]
Dear [Manager's Name],
I need to resign from my position as [Title] effective immediately due to [personal circumstances / a family emergency / health reasons]. I apologize for the lack of standard notice — this was not a decision I could plan for.
I will do what I can remotely to support the transition. Please let me know the best way to handle outstanding items.
Thank you for understanding.
[Your Name]
Note: You are not required to provide details about the personal circumstances.
Template 4: Resignation After a Counter-Offer Was Declined
If your company made a counter-offer you're declining:
[Date]
Dear [Manager's Name],
Thank you for the conversation and for the counter-offer — I genuinely appreciated the gesture. After careful consideration, I've decided to move forward with the other opportunity.
My last day will be [date]. I remain grateful for everything I've learned here and am fully committed to a smooth transition.
Sincerely, [Your Name]
Template 5: Retirement Resignation
[Date]
Dear [Manager's Name],
After [X] years with [Company], I am writing to inform you of my retirement, effective [date]. This has been a deeply rewarding chapter of my career, and I'm proud of what we've accomplished together.
I'd like to work closely with the team over the coming weeks to ensure knowledge transfer is complete. Please let me know how I can be most helpful during the transition.
With gratitude, [Your Name]
What Not to Include
Don't explain why you're leaving (unless you want to). The letter is a formality. Your reasons belong in the exit interview, not the paper trail.
Don't mention your new employer. You're not required to disclose where you're going.
Don't include criticisms. Even if your reason for leaving is a toxic manager or poor culture, this letter is not the venue. The exit interview is, and even there, discretion is usually the better part.
Don't make it longer than half a page. More words don't convey more professionalism. They're just more words.
The notice period is governed by your employment contract if you have one — check it before setting your last day. For at-will employment, two weeks is the professional standard, not a legal requirement. Deliver the letter to your manager and HR on the same day, shortly after your in-person resignation conversation.