How to Write a Resignation Letter

Although moving on from your current position can be nerve-wracking, writing a letter of resignation and providing early notice demonstrates your professionalism and respect for a company.

A well-written resignation letter (also known as a notice letter) helps you leave a company on a positive note by:

• giving your employer enough time to look for a replacement for you
• expressing your gratitude to your colleagues and the company
• setting the tone for the rest of your work relationship going forward

View our resignation letter template, writing tips, downloadable sample, and email example so you can provide notice and stay on good terms with your company.

Resignation letter template

Unsure what a resignation letter looks like or need some guidance for writing yours?

Below is a customisable letter of resignation template for you to copy, paste, and fill in with your unique experiences:

How to write a resignation letter in 6 steps

If you’re writing a resignation letter for the first time or need a refresher, here are six steps to help you write yours successfully:

1. Date your letter and address your employer politely

When writing your notice letter, always include your contact information in case your employer needs to reach you about urgent work matters. Follow the correct resignation letter format by adding your details at the top right of your letter, like so:

Next, add a paragraph break and right-align the current date. Providing a date to your employer leaves a record of when you’re leaving and ensures you can promptly arrange your work-related matters (such as receiving as your final pay) on time.

After writing the date (using the DD/MM/YYYY format), add another paragraph and include the recipient’s contact information on the left (as shown in the orange box):

Then, add another paragraph break and address your employer politely using a polite salutation such as ‘Dear’. Add the title [Mr/Ms/Mx] followed by their surname and a comma.

Here’s an example of how to appropriately address the contact person in your notice letter:

Dear Ms Lane,

2. Open with your decision to resign

Establish why you’re writing your resignation letter by stating your decision to resign from the company and listing your current position title.

After you’ve announced your decision, thank your employer for the opportunity to work with them. Also, consider mentioning some memorable experiences you’ve had or valuable lessons you’ve learnt while working with the company.

A typical notice letter is one page long, so keep your resignation letter short and straightforward.

Also, if you’re writing your CV and need a reference from your employer, maintaining a positive relationship is important  — especially as you reach the end of your time working together. Providing a reason for leaving is optional, but keep your resignation letter respectful and never badmouth your company or colleagues.

3. Name your last date of employment

State your last date of employment in a separate sentence — that way, your employer can plan for hiring a replacement and officially start your offboarding process.

Use the standard date format DD/MM/YYYY (for example, for example, 30 September 2022 or 30/09/2022) to avoid any confusion about the leaving date.

4. Offer to help with the transition

In a separate sentence, inform your employer that you’re happy to assist with the transition as you’re leaving your role.

You may be required to train someone who’s taking your role or hand off your current projects and tasks to your colleagues. So if you’re already familiar with your company’s resignation process, add details about how you can specifically help. Otherwise, keep this section short.

5. Say thanks to your employer

Leaving your company is often a bittersweet experience. Because your employer has spent time, money, and resources to help you grow as an employee, remember to thank them for their efforts and wish them well in the future.

6. Provide your contact information and sign off

When closing your letter of resignation, mention any work-related questions you have or final points you’d like to address. Include your phone number and email address so your employer can communicate with you in case you need to complete any necessary tasks before you leave your role, such as:

• returning materials and equipment
• filling out paperwork
• meeting with other colleagues
• attending an exit interview
• collecting your final pay and other benefits

Next, sign off professionally by writing ‘Yours sincerely’. Add a paragraph break and sign your name. Underneath the space for your signature, add a final paragraph break and type your first and last name.

Finally, proofread your resignation letter before you submit it by ensuring:

• the dates you provided are correct
• there are no grammatical or spelling errors
• your contact information is up-to-date

Resignation letter sample

Looking for a downloadable resignation letter that politely explains why you’re quitting your job? Look no further.

Here’s a short resignation letter example to give you some writing inspiration as you’re preparing to leave your company:

Download This Resignation Letter

Resignation letter email

Companies might prefer a resignation letter email rather than a hard copy. Because your email will be automatically timestamped, there’s no need to include today’s date.

However, ensure you still include your last date of employment along with your phone number and email address so your employer can easily contact you.

Below we’ve included a simple resignation letter email example from a part time student: