Resignation email template

A resignation letter is something many of us will have to write in our careers. Employees often change jobs looking for greener pastures, and the resignation letter is an official intimation to your Managers and HR Department about your decision to terminate working at the company, and also serves as a two-week or month-long notice-period required by many companies.

It's often difficult to have a conversation with your boss about your decision to resign, and so an email of resignation kind of softens it for you. That said, it is very important to understand what you should write in a resignation letter or email and what the resignation letter template should be.

We've provided two different options for you below, so you can go ahead and download the letter of resignation templates that suits the best and change them to your liking. These resignation letter PDF templates are fully customizable and editable, and you can make use of PDF Expert - the best PDF Editor for Mac - to make changes to these resignation letter templates.

Simple Resignation Letter Template

This free simple resignation letter template is used when you have to inform your office about your resignation where you've already had a prior verbal conversation about it. This is a simple resignation letter, so we recommend you use it when your office has a slightly informal environment. You can attach this resignation letter in an email to your manager and the HR department in your office. If you need a more detailed resignation template, please see the other option available below.

* The templates here are provided for reference only and you should always talk to a professional for all legal matters

You can customize the PDF and add your own details to it using PDF Expert — the best PDF Editor app for iOS and Mac. Download PDF Expert for Free to get started with this Free PDF simple resignation template.

Formal Resignation Letter Template

A formal resignation letter is something you'll want to use if your office follows strict work policies and generally has a serious work culture. This type of resignation letter is simple and to the point. Typically, any office or department that requires you to adhere to stringent guidelines while at work, such as mandate all communication via company email only, will require a formal resignation email from you. As the name suggests, this formal resignation letter template has a more formal tone to it compared to the simple resignation letter template available for download above.

Remember, if your office or work environment meets any of the following criteria, you'll want to download formal letter of resignation PDF available below:

1. Your company has a strict & formal office environment.
2. Your HR department is serious about policies and memos.
3. Your conversations with your manager are more or less of a serious nature.

Let's go ahead and see how to write a formal resignation letter.

Sample Resignation Letter Template

Download

* The templates here are provided for reference only and you should always talk to a professional for all legal matters

You can customize the PDF and add your own details to it using PDF Expert — the best PDF Editor app for iOS and Mac. Download PDF Expert for Free to get started with this Free Formal resignation template PDF.

Whether you have one foot out the door or you’re dealing with some major I-can’t-believe-I’m-really-leaving anxiety, when it’s time to resign from your current job, you’ll want to be sure that you submit your notice respectfully, with appreciation, and in a timely manner.

Here’s everything you need in order to draft a letter of resignation that covers all of the bases without burning any valuable bridges.

What to include (and what to leave out) in your letter of resignation

• Create a clear subject line. The clearer and more direct you can be from the jump, the better. Start by creating a clear subject line as this will not only help to manage the expectations of your email recipient prior to reading the message, it will also help to ensure that your email won’t fall through the cracks.
• Include an official, final date. While you may feel compelled to offer a month or more, rest assured that two weeks is standard, and nobody can fault you for leaving too early as long as you are able to give at least two weeks. If at all possible, I recommend selecting a final day that gives you at least a few days—if not an entire week or even two—in between jobs to help you relax and recharge before you dive into a brand new job and work environment. Before selecting your final day in the office, you’ll also want to check your organization’s benefits and resignation policies to confirm what happens to any remaining PTO days and whether those get paid out upon your departure.
• If you’re interested in helping to fill your position, make that clear. There should not be any expectation that you make yourself available to select a person to fill your position, however, if you do happen to have a colleague in mind who would be an ideal candidate, feel free to include that information in your letter.
• Be specific about what you are willing to commit to. If you’re not clear about what you can commit to completing prior to your departure, once your letter is submitted, you may find that you’re suddenly flooded with extra work and new requests. For this reason, it’s important to be clear with your employer. This will help to manage everyone’s expectations as well as temper any temptation on the part of your current employer to get as much of you as possible before your final day. One thing that you should always find time for, however, is the creation of a detailed transition plan to inform your supervisor of where important files live, login credentials, how to train somebody to take over your role, unfinished items, and anything else that you think will be helpful for your employer as they navigate your transition out of the organization.
• Show gratitude. This is an easy one. No matter what your experience, it’s important to find something genuine that you’d like to show your gratitude for. Do you appreciate the opportunity to be a part of such a great team? All of the amazing professional development opportunities you enjoyed? Your supervisor’s knack for challenging and supporting you? Share that in this letter.
• Don’t get into the details of the new gig. Sure, colleagues will ask where you’re headed, and it’s up to you to decide whether or not to share that information. But you should definitely avoid getting into any of these details in your letter of resignation. Stay focused on the task at hand (resigning) rather than offering up a hundred details (or excuses) about why you’re leaving and where you’re headed. If you do have important details to share, save them for the exit interview.
• Don’t make any assumptions about who should be on that initial email. Whatever you do, don’t send an all-staff letter of resignation! And in fact, I’d recommend holding on informing human resources (if you’re lucky enough to have dedicated HR staff) until you’ve notified your direct supervisor. Unless you have a major issue with your direct supervisor (perhaps this is related to why you’re leaving your job?) and you don’t feel comfortable delivering this news to her without the support of HR, your direct supervisor should be the first to know of your resignation. Once you have shared your letter with her, you can work together to figure out which of your colleagues should learn about this potentially-sensitive information, and when.

Letter of Resignation Email Template

Email Subject: Submitting my resignation | [YOUR NAME]

Dear [NAME OF SUPERVISOR],

I’m emailing today submit my two weeks notice and let you know that 03.09.2019 will be my final day as [CURRENT TITLE] with [ORGANIZATION NAME].

Over the course of the next two weeks, I’m highly committed to completing all current projects to the best of my ability. However, I plan to prioritize the following projects as most important to complete prior to my departure:

• Transition plan to support my departure
• [PROJECT NAME AND EXPLANATION OF FINAL DELIVERABLE]
• [PROJECT NAME AND EXPLANATION OF FINAL DELIVERABLE]

I can’t begin to tell you how much I have appreciated all of the opportunities I’ve had here at [ORGANIZATION NAME], and while I’m eager to embark on my next step, I know that the camaraderie and support that I’ve enjoyed as a part of your team will not be easily matched.

Finally, while I don’t know whether you have plans to immediately fill the [YOUR JOB TITLE] role, I’d like to recommend [NAME OF COLLEAGUE] as a potential candidate. If you think she may be a fit, I’d be happy to discuss the recommendation further when time permits.

Please let me know if you have any questions for me, and when you may be available to discuss next steps and priorities.

Thank you,

***

Do you have questions about what to include in your letter of resignation? Trying to find a professional way to give less than two weeks notice? Share your questions here or tweet us at @idealistcareers.

Tags: giving notice at work, letter of resignation, template toolbox

As a seasoned communications professional with 15 years of nonprofit experience and 6 years of experience creating engaging content and copy, I love the idea that a thoughtfully crafted piece of content can spark social change. Here at Idealist Careers, I'm eager to offer job seekers, game changers, and do-gooders actionable tips, career resources, and "social-impact lifestyle" advice.

• Creating and submitting a professional resignation letter can have a lasting effect on how you are viewed by past and future colleagues and employers.
• Your resignation letter should be short and concise. Include the date of your last working day, your offer to assist with the transition and your gratitude for the opportunity with your soon-to-be former employer.
• In your resignation letter, do not air your grievances or speak poorly about the company or co-workers. 

Resigning from a job, regardless of the pretenses, is a major life decision and should be taken seriously. Crafting and submitting a professional resignation letter is a key aspect of the resignation process and can leave a lasting impression on former and future employers. 

Pat Roque, career transformation coach at Rock on Success, described a job resignation letter as being a formal notification of your exit strategy. 

"It is a required document that becomes part of your employee records," Roque told Business News Daily. "Think of it as the last chapter of your story at your former company." 

Your letter should have a neutral tone that informs your employer that you are leaving and on what date, plus it should offer to assist in the transition to someone new and thank them for the time you were part of the team. Despite your feelings about your job or your boss, being professional, courteous, and helpful provides closure and a positive path forward. 

"Always keep the door open, because you never know when you may want to return or even work with other colleagues in a future role elsewhere," said Roque.

James Rice, head of digital marketing at WikiJob, said that although you will likely be expected to hand in a standard resignation letter, it is usually best to schedule a meeting with your boss to personally give them the letter and discuss your resignation in person. 

What your resignation letter should say

Although the specific contents of your job resignation letter can be tailored to your job and company, there are a few basic elements that should always be included. Regardless of the circumstances, keep it simple and concise. 

Roque suggested including the following elements: 

• Your end date. Provide your official end date, ideally at least two weeks in advance.
• Help with the transition. Express your commitment to ensuring a smooth and easy transition, including availability to discuss your workload and status updates with your manager or successor.
• Gratitude for the opportunity. Find something nice to say, regardless of any differences you may have with a bossy colleague or how toxic the job may have become.
• Request for instructions (optional). If you aren't yet aware of the exit protocol at your company, request specific instructions about final work commitments and such. Some companies will ask you to leave immediately, while others will have you very involved in a transition over the two-week period, or they may ask you to work from home and see HR to return your laptop on your last official day. 

Alex Twersky, co-founder of Resume Deli, added that offering to assist in training a replacement, preparing the team for your departure and expressing gratitude are important elements of a job resignation letter. 

"Conjure up ... the best time at your job and have that image top of mind when you write your resignation letter," said Twersky. "Let your boss think they were great, even if they weren't. [You might] get a good recommendation out of it."

What your resignation letter shouldn't say

Just as important as knowing what to say in a resignation letter, is knowing what not to say. Many resigning employees make the mistake of including too many personal details and emotional statements in their official letters. 

When you are writing an official resignation letter, omit the following details: 

• Why you are leaving. Although you may feel the need to explain away your reason for leaving, this is not necessary to include in your resignation Rice said you may believe that the new employer has a better product, service, working environment, salary or benefits package, but these are not things to state in your resignation letter. Keep your language professional and positive.
• What you hated about the job. A resignation letter is not the place to air your grievances or speak poorly of your soon-to-be former company or co-workers. Roque said to let go of anger before submitting the letter. She also suggested having someone else review your letter before submission to ensure it is appropriately polite and succinct.
• Emotional statements. Twersky stressed the importance of keeping a calm, professional tone in your letter. An aggressive or otherwise emotional letter will only come back to hurt you. Twersky said that, even if you are overworked and resentful, don't quit angry. Avoid using phrases like "I feel" or "I think," unless they are followed up by positive statements. 

When writing your letter, try not to burn your bridges as you may need them in the future. 

"Your employers may be providing you with a reference, or if you are staying in the same field, you may still network in the same circles or want to return in the future," said Rice. "It is always good to keep in touch with your old colleagues and with social networks like LinkedIn, it may be hard to avoid them." 

These are also good tips to keep in mind when you have the conversation informing your supervisor or manager that you are leaving. Short and simple is fine; there is no reason to explain your reasons if you don't want to. Just stay polite, respectful and professional throughout the discussion.

Sample resignation letter

Based on advice from our experts, here is an all-purpose resignation letter template you can fill in with your personal details. Remember, you are not required to include your reason for resigning in your letter. 

[Current date]

Dear [supervisor's name],

Please accept this letter as my formal resignation from my role as [title]. My last day with [company] will be [end date].

To ease the transition after my departure, I am happy to assist you with any training tasks during my final weeks on the job. I intend to leave thorough instructions and up-to-date records for my replacement.

I would like to take this opportunity to thank you for the knowledge and experience I have gained by working here. I am very grateful for the time I have spent on our team and the professional relationships I've built. It's been a pleasure working for you, and I hope our paths will cross again in the future.

Sincerely,

[Your signature and printed name]

If you opt to provide a reason for leaving, either in your letter or during the conversation with your employer, be clear and positive, focusing on what you are gaining from the change and not the circumstances that caused it. Always maintain your professionalism and keep things formal. 

"Remember that people leave their jobs every day, and your manager will be used to the process," said Rice. "If you are courteous and thoughtful when resigning from your job, you will make the process easier for everyone and set yourself on the right path for future success." 

Additional reporting by Nicole Fallon and Marci Martin. Some source interviews were conducted for a previous version of this article.

What is a Resignation Letter?

Whether you are departing a company on good terms or can’t run fast enough out the door, it may be wise to write a letter of resignation. This type of document formalizes your intention to leave the company and the reasons for your departure. Following these writing tips will smooth out the process of leaving.

Why Should You Write One?

A resignation letter is an efficient way to send the same document to numerous departments keeping all relevant parties well-informed of your departure.

If the document is polite and straightforward, your manager will be impressed with the gesture and thankful for this information. So long as it is constructive, it may even bring intangible benefits to your career down the road, such as potential letters of recommendation, positive appraisals via word of mouth, and may even help you return to the company.

When Should You Write One — Months in Advance or Two Weeks’ Notice?

If you are certain you will be leaving your company, let them know at most two months in advance and at least two weeks. Remember to write out “two weeks’ notice,” not “2 weeks’ notice.”

How Should You Submit Your Letter?

You can have a private meeting with your manager where you share your plans, followed by a formal letter to make it official. In the end, do what you feel comfortable with.

Building a Resignation Letter

We recommend that you write a civil, succinct letter that contains the following:

1. Letter Date

Include the date when you submit the letter on the top left line above the address.

2. Address

The address should follow a formal business letter template. Use the company name on the first line, followed by the street address, city, and ZIP code.

3. Addressee

The addressee is usually your manager — you can use their first name. If the situation calls for it, you can address a larger audience such as unit, team, department, or the whole company.

4. Resignation Declaration

You must make it clear that you are resigning from the first sentence.

5. Date of Departure

A clear departure date is necessary as it lets your manager strategize the path forward.

6. Reasons for Leaving (Optional)

In this section, employ your diplomatic chops and provide a reason for your departure. Acceptable reasons can range from general health concerns, spending more time with family, relocation, career change, and much more.

Keep in mind that this document is usually not the best method to express dissatisfaction with your company. You can metaphorically nail 95 grievances to your boss’s desk by detailing areas of urgent reform but think hard about the pros and cons of delivering such a letter.

7. Thank You Section

Make sure to end the letter by thanking your manager and if you feel grateful, acknowledge the opportunity they gave you.

8. Signature

If you submit a hard copy of the letter, sign above your typed name. A typed name suffices as an online resignation letter.

Conclusion

A letter of resignation is a functional document that can be used in many exit situations. Usually, the document signifies that your time in the position will come to a close in the coming days. Be prepared for all situations and tailor your letter to match the situation.