Letter of resignation.
The longer, more formal letter of resignation — paragraphs for the statement, the notice period, the transition support, and a closing acknowledgement. Use when the simple letter feels too short.
Download the letter of resignation
Enter your email to download. We'll send one short HR tips email weekly. Unsubscribe anytime.
[Your Name] [Your Address] [Date] Dear [Manager Name], I am writing to formally tender my resignation from my position as [Title] at [Company Name]. My last day of employment will be [Last Day], which provides [Notice Period] in accordance with the terms of my employment agreement. I am grateful for the opportunities for professional and personal growth that this role has provided. I have valued my time on the team and will look back on this period with appreciation…
What's inside the document.
Your name, address, and the date. Manager name and company in the salutation.
Opening paragraph: clear statement of resignation, position, and effective date.
Confirmation of the notice period and how it aligns with the employment contract.
Paragraph describing how you'll support the handover — documentation, training a successor, finishing in-flight work.
One paragraph of sincere acknowledgement — the opportunity, the colleagues, what you take away. Avoid hyperbole.
Sign-off, signature, and printed name.
A complete document set.
- Word document (.docx) — fully editable
- PDF — print or attach to email
- Google Docs — one-click copy to your Drive
- 12 months of updates to this letter
- Personal-use licence (your own resignation)
Three formats, one document.
- Word document (.docx) — fully editable
- PDF — signature-ready
- Google Docs — one-click copy to your Drive
6 steps from download to use.
- 01Open the letter in Word or Google Docs.
- 02Replace the personal placeholders — your name, address, manager, company, role, last day.
- 03Edit the transition-offer paragraph to match what you're actually offering. Do not over-promise.
- 04Read the closing acknowledgement aloud. Adjust the tone until it sounds like you, not a template.
- 05Print and sign, or save as PDF for email delivery.
- 06Deliver in person if you can; email the PDF immediately after as the written record.
The right document at the right moment.
Use the formal letter of resignation when the relationship warrants a longer note — senior roles, long tenures, departures where you want the record to reflect the gratitude as well as the resignation.
If you are leaving on short notice or the relationship is strained, the simple resignation letter is the better choice. Brevity protects against the temptation to over-explain.
Honest answers before you download.
- Should I list my reason for leaving in this letter?
- Same answer as for the simple letter: no. The closing acknowledgement names what you valued; it does not need to name what you're leaving for. Save that for the conversation.
- How long should it be?
- One page. Anything over a page reads as performance. Three substantive paragraphs — statement, transition offer, acknowledgement — is the right structure.
- Do I have to write a resignation letter?
- In most jurisdictions, no — verbal resignation is legally sufficient. But a written letter creates a clean record of the date, the notice period, and the terms, which protects both sides. It also helps your manager process the departure smoothly.
- How much notice should I give?
- Check your employment contract first — most specify a minimum (commonly 2 weeks in the US, 4 weeks in AU professional roles). If your contract is silent, 2 weeks is the standard professional minimum; senior roles and tightly-coupled teams often warrant longer.
This letter of resignation template is a professionally drafted starting point and is not legal advice. The clauses follow current US and AU practice; adapt the document for your specific jurisdiction and have qualified counsel review any clauses you add before signing or distributing. Full disclaimer.