How to write a resignation letter, with 3 templates to copy

What every resignation letter needs

Each template uses every field marked "Always"; the optional ones vary by template, and you can cut any optional field.

Template 1: a resignation letter with 2 weeks' notice

Use this when you can give 2 weeks or more and you are leaving on good terms. Replace every bracketed field, then delete the brackets.

Copy the letter from the date to your name:

[Date]

Dear [manager's name],

Please accept this letter as notice that I am resigning from my position as [job title] at [company name]. My last day will be [weekday, month, day, year].

Thank you for the chance to work on [team or project] over the past [length of time]. I have valued [1 specific thing, such as the training or a project].

Before I leave, I will [finish or hand over a named task] and write notes on [open work] for whoever takes it on. Please tell me what else would help.

Sincerely,

[Your name]

What to change before you send it:

Template 2: a resignation letter for short notice or an immediate resignation

Use this when you cannot give 2 weeks, for example when a new job starts soon or a family matter means you have to leave. Check first: if your offer letter, contract, union agreement, or handbook sets a notice period, read what it says about leaving early.

The letter can stay factual: whether to give a reason is your choice, and 1 sentence is enough.

Copy the letter from the date to your name:

[Date]

Dear [manager's name],

Please accept this letter as notice that I am resigning from my position as [job title] at [company name]. My last day will be [today's date or a later date, written as weekday, month, day, year].

I am sorry for the short notice. [Optional: 1 factual sentence, such as "I have accepted a position that starts on (date)."]

I have listed my open work in [where you left the notes]. You can reach me at [personal email] with questions until [date].

Please send my final paycheck to [mailing address] and any forms to [email address].

Sincerely,

[Your name]

What to change before you send it:

Template 3: a warmer resignation letter for a manager you want as a reference

Use this for a manager you worked closely with. Tell them in person or on a call first, then send the letter the same day; it confirms what you said.

Copy the letter from the date to your name:

[Date]

Dear [manager's first name],

As we discussed today, I am resigning from my position as [job title] at [company name]. My last day will be [weekday, month, day, year].

Working for you has [1 specific, true thing, such as "taught me how to run a project from start to finish"]. I am grateful for [a specific moment or kind of support].

Until my last day, my priority is the handover. I will [document a named process] and [brief the person taking over a named task].

I would like to stay in touch. My personal email is [address].

With thanks,

[Your name]

What to change before you send it:

How much notice to give when you resign

The answer depends on where you work and what you agreed to. Missouri's Department of Labor and Industrial Relations is a state agency that answers the question directly. Asked whether an employee must give 2 weeks' notice when quitting, it says no. It adds that its state laws provide no requirement for notice from or for employers.[1]

That answer covers Missouri's state law only. Your contract, a union agreement, or your employer's policies may still ask for notice. Before you set a last day, look for a notice period in your offer letter and any employment contract. Then check any union agreement that covers you, and the employee handbook.

Your final paycheck and unused vacation after you resign

The US Department of Labor (DOL) says employers are not required by federal law to give former employees their final paycheck immediately. Some states, however, may require immediate payment.[2]

Your last pay period has a regular payday. If that payday passes without your pay, DOL says to contact its Wage and Hour Division or your state labor department.[2]

The Fair Labor Standards Act (FLSA), a federal law, does not require payment for time not worked, such as vacations. These benefits, DOL says, are "matters of agreement between an employer and an employee (or the employee's representative)."[3]

Check your handbook, any contract or union agreement, and your state labor department before you count on a payout. If you work on certain federal government contracts, DOL says the contract itself can require vacation pay, so ask your employer which rules apply.[3]

What to leave out of a resignation letter

Write the letter as if human resources staff and a future employer checking references will both read it. Leave out these 4 things:

How to send a resignation letter

Email works for the letter itself, unless your contract, union agreement, or handbook says how notice must be given. Tell your manager first, in person or on a call, then send the letter the same day and keep a copy with its date.

If you are resigning for a new offer, settle its terms first: see how to negotiate a salary offer. For what comes after, see the career growth guides.