You have made the decision, maybe signed the new offer, and now one email stands between you and your notice period. Most people spend an evening on it. It needs ten minutes, because a resignation letter does one thing: it puts your exit on record with a date nobody can dispute.
This page gives you 15 copy-ready templates, a generator that works out your last working day from your notice period, and the notice rules in seven countries, checked against official sources. Sending it by email? Pair it with one of our resignation email subject lines so it gets opened the same day.
A resignation letter is a short written notice telling your employer you are leaving and naming your last working day. It starts your notice period and becomes the record HR uses for your final pay and exit documents.
Tell your manager first, then send the letter the same day. Keep it under 150 words and put an exact date in the first paragraph. The date is the only detail that can cause a real dispute later.
- Under 200 wordsenough for almost any situation
- 1 exact dateyour last working day, in the first paragraph
- 2 weeks to 3 monthsthe usual notice range; your contract sets the exact period
Quick Summary: Resignation Letters
What a Resignation Letter Actually Does
A resignation letter is the written notice that ends your employment contract on a set date. Your manager reads it once. HR, payroll and your next employer’s background check team may read it again months later, because it is the document that shows you left voluntarily and when.
Once it lands, HR uses the date to start offboarding: access removal on your last day, the final payslip, any unused leave payout and the exit documents your next employer may ask for, such as a P45 in the UK or a relieving letter in India. Many companies hold those documents until your notice period is settled.
The letter is the record. The conversation with your manager is the courtesy. You need both.
It also protects you. If there is ever a disagreement about your notice, your final pay or whether you resigned or were let go, the letter and the reply acknowledging it are what both sides point to. Some countries go further: in Singapore, notice from either side must be in writing. Australia’s Fair Work Ombudsman says employees can resign verbally, but even there a written letter is the safer record.
Resignation Letter Format: The Six Parts
Every good resignation letter has the same six parts in the same order, and none needs more than two sentences. Hover over a part to see where it sits in a real letter.
Daniel Reyes
daniel.reyes@gmail.com
- 01Subject lineThe word “Resignation”, your name and your role. Nothing to decode.
- 02SalutationYour manager by first name, or “Dear Ms. Lee” if your workplace is formal.
- 03Resignation and last dayBoth in the first two sentences. This is the part HR acts on.
- 04ThanksOne specific line. Specific reads as sincere, generic reads as filler.
- 05HandoverWhat you will finish, document or pass on before you go.
- 06Sign-off and contactA personal email or phone, since your work account closes on your last day.
Email or printed letter?
Most companies accept resignation by email, and it is the fastest way to get a time-stamped record. Send it to your manager with HR copied. Some employers, public sector bodies and unionized workplaces still ask for a signed printed letter with your employee ID, so check your HR policy. If your company has an HR portal, submit there too, since that is what triggers the exit workflow in most HRIS platforms.
How to Write a Resignation Letter, Line by Line
Write it in this order and you will rarely need more than 150 words. Each step below is one or two sentences in the finished letter.
Open with the resignation and the date
The reader should know what the letter is before line two. Lead with the resignation, your role and your last working day.
Give an exact last day, not a notice length
“One month’s notice” makes HR calculate a date, and their count may differ from yours. Write the date itself, and mention the notice period only as the reason for it.
Keep the reason to one neutral line, or leave it out
In most countries you do not have to give a reason, and Singapore’s Ministry of Manpower says so plainly. If you include one, keep it neutral and short: a new role, a move, studies, family. Leave out the salary you were offered and the manager or policy that pushed you out.
Thank them for something specific
A specific line of thanks reads as sincere. “Thank you for the opportunity” reads as a template, because it usually is.
Offer a handover you can deliver
One or two sentences on what you will finish, document and pass on. Promise only what fits inside your notice period. An open offer to “help in any way, even after I leave” tends to get taken literally.
Close and sign
Use “Sincerely” or “Best regards”, your full name and a personal email or phone number. On a printed letter, sign above your typed name and add your employee ID.
15 Resignation Letter Templates
Each template is complete and ready to copy. Filter by your situation, replace the highlighted parts, and read the note beside it before you send: it explains what the template is doing and what to watch for.
Standard Two-Week Notice
Dear [Manager’s Name],
I am writing to resign from my position as [Job Title] at [Company Name]. My last working day will be [Date, two weeks from today].
Thank you for the support and the opportunities I have had here, especially [one specific project or lesson].
Over the next two weeks I will finish what I can and hand over the rest with clear notes. Please let me know who should pick up my open work.
Sincerely,
[Your Name]
[Personal Email] | [Phone]
The standard US letter. It leads with the date, thanks them for one specific thing and asks who takes over, which starts the handover conversation instead of waiting for it.
Notice as per Contract (30, 60 or 90 Days)
Dear [Manager’s Name],
Please accept this letter as formal notice of my resignation from the position of [Job Title] at [Company Name], submitted today, [Date].
As per my appointment letter, my notice period is [30/60/90] days, which makes my last working day [Date].
I am grateful for the [X years] I have spent with the team. During my notice period I will complete [key deliverable] and train [Colleague Name] on [process].
Please confirm my last working day and share the next steps in the exit process.
Regards,
[Your Name]
[Employee ID], [Department]
Built for the long notice periods common in India and the Gulf. It cites the appointment letter, states the resulting date and asks HR to confirm it, which protects you if the date is questioned later.
Immediate Resignation
Dear [Manager’s Name],
I am writing to resign from my position as [Job Title] at [Company Name], effective immediately. My last working day is today, [Date].
Personal circumstances mean I am unable to serve my notice period. I know this puts pressure on the team, and I am sorry for that.
I have saved handover notes for my open work in [shared folder] and I am available by email until [Date] for questions. I understand this may affect my final settlement, and I am happy to discuss it with HR.
Sincerely,
[Your Name]
It names the impact, leaves notes and a window for questions, and accepts the notice issue without arguing it. Check your contract first: in the UK, the UAE and India, skipping notice can mean paying for it.
Resignation with Notice Buyout Request
Dear [Manager’s Name],
I am writing to resign from my position as [Job Title] at [Company Name]. My notice period is [90] days, which would make my last working day [Date].
I have accepted an offer that requires me to join by [Joining Date]. I would like to request an early release on [Requested Last Day], and I am willing to buy out the remaining notice period or adjust it against my earned leave balance of [X] days, as per company policy.
I will complete the handover of [project] to [Colleague Name] before my requested last day.
Regards,
[Your Name]
[Employee ID]
It states the contractual date first, then asks for the earlier one with two concrete ways to pay for it. Managers approve buyouts faster when the handover is already planned.
New Job
Dear [Manager’s Name],
I am writing to let you know that I am resigning from my role as [Job Title]. I have accepted a position elsewhere, and my last working day here will be [Date].
Working with you has taught me a lot about [skill or area], and I will take that into my next role.
I want to leave my work in good shape, so I suggest we use the next [two weeks] to move [client or project] to [Colleague Name] and document the rest.
Best regards,
[Your Name]
It says you have a new job without naming the company or the salary, which keeps counter-offer pressure low. Name the new employer only if you want to.
Career Change
Dear [Manager’s Name],
I am resigning from my position as [Job Title] at [Company Name], with my last working day on [Date].
I have decided to move into [new field], a change I have been working toward for some time. It has nothing to do with the team, and I have valued my time here.
Before I go, I will finish [deliverable] and write up the processes I own so the next person can pick them up quickly.
Sincerely,
[Your Name]
It frames the exit as a change of direction, which is hard to take personally and easy to support. Naming the new field is optional but makes references easier later.
Relocation
Dear [Manager’s Name],
I am writing to resign from my position as [Job Title] at [Company Name]. I am relocating to [City or Country], and my last working day will be [Date].
If there is an option to continue remotely or in a different capacity, I would be glad to discuss it. If not, I understand completely.
I will make sure my work is handed over properly before I leave.
Sincerely,
[Your Name]
Relocation is a neutral reason that needs no defense. The middle paragraph opens the door to a remote arrangement without making it a condition, so delete it if you do not want one.
Health Reasons
Dear [Manager’s Name],
I am writing to resign from my position as [Job Title], effective [Date].
I need to step away from work for personal health reasons. This was not an easy decision, and it is not a reflection of the team or the company.
I will hand over my current work to [Colleague Name] and leave notes on everything in progress.
Thank you for your understanding.
Sincerely,
[Your Name]
“Personal health reasons” is enough, and a diagnosis does not belong in the letter. If burnout is behind it, you are far from alone, as our workplace stress statistics show. Ask HR about medical leave or a career break before you resign.
Higher Studies
Dear [Manager’s Name],
I am writing to resign from my position as [Job Title] at [Company Name], as I have been admitted to [Program] at [University], starting [Month Year]. My last working day will be [Date].
The work I did here on [project] is a large part of why I applied, and I am grateful for the chance to learn on the job.
I will complete the handover before my last day and would be glad to stay in touch.
Regards,
[Your Name]
A study exit is one of the few where naming the program helps you. It explains the timing, keeps the relationship warm and makes a return after graduation easier to ask for.
Personal Reasons, No Details
Dear [Manager’s Name],
Please accept this letter as notice of my resignation from my position as [Job Title] at [Company Name]. My last working day will be [Date].
I am leaving for personal reasons and would prefer to keep the details private.
I will do everything I can to make the handover smooth during my notice period.
Sincerely,
[Your Name]
Polite and complete without a reason. The middle line closes the topic so you are not asked twice. In most countries you are not required to say why you are leaving.
Resigning During Probation
Dear [Manager’s Name],
I am writing to resign from my position as [Job Title] at [Company Name]. As I am still in my probation period, my notice period is [X days or weeks] under my contract, which makes my last working day [Date].
After careful thought, I have decided the role is not the right fit for me. I appreciate the time the team has spent onboarding me.
I will return all company equipment and hand over my work before I leave.
Sincerely,
[Your Name]
Probation notice is usually short, often one or two weeks, so quote your contract. “Not the right fit” is honest and neutral. In Germany, probation notice is two weeks by law. Elsewhere, your contract decides.
Remote Employee or Employed Through an EOR
Dear [EOR HR Contact] and [Manager’s Name],
I am writing to give formal notice of my resignation from my employment with [EOR Legal Entity], where I work on assignment with [Client Company] as [Job Title]. Under my employment contract, my last working day will be [Date].
[Manager’s Name], thank you for the past [X months or years]. I will share a handover document by [Date] and I am happy to set up calls across time zones to walk the team through it.
Please confirm my last working day and the timeline for my final pay and exit documents.
Best regards,
[Your Name]
[Personal Email]
One email reaches your legal employer and your day-to-day manager, so the notice starts on the right date. It uses the EOR legal entity name, which is the name on your contract. Fully remote teams, which our remote work statistics show are now common, can use the same structure.
Contractor Ending a Contract
Dear [Client Contact],
In line with clause [X] of our agreement dated [Date], I am giving [notice period] notice to end my engagement as [Role] with [Company Name]. My last day of work under the contract will be [Date].
Before then I will deliver [remaining deliverables] and share all files and credentials as agreed. I will send my final invoice for work completed through [Date].
Thank you for the work we have done together. I would be glad to work with you again.
Best regards,
[Your Name]
Contractors end a contract rather than resign, so the letter cites the notice clause and confirms the final invoice. Companies managing many contractors track these terms in freelancer management software.
Senior or Manager Level
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name]. My last working day will be [Date].
Leading [team or function] has been the most rewarding work of my career, and I am grateful for the trust you placed in me.
A leadership change needs careful planning, so I suggest we agree on a transition plan this week: who leads [team] in the interim, how we tell the team and key clients, and which decisions I should close before I leave. I am also happy to help brief my successor.
Sincerely,
[Your Name]
At senior level the letter carries the transition plan. Proposing it, including how the team hears the news, shows you are leaving responsibly and gives your manager control over the message.
Retirement
Dear [Manager’s Name],
After [X] years with [Company Name], I am writing to let you know that I will retire on [Date], which will be my last working day.
I have been lucky to spend so much of my career here, and I am grateful to you and the team for [a specific memory or achievement].
I would like to help train my successor and document what I know about [area] before I go. Please let me know how you would like to plan the coming months.
With warm regards,
[Your Name]
Retirement allows more warmth and a longer notice. Raise gratuity, pension or retiree benefits in a separate email to HR rather than in the letter itself.
Short Resignation Samples: Email, Letter and Message
Sometimes you need a shorter version, the formal printed format some employers still ask for, or the message you send before any of it to ask your manager for a few minutes. Pick a situation and copy the version you need.
Hi [Manager’s Name],
Following our conversation today, this is my formal notice of resignation. My last working day will be [Date].
Thank you for everything over the past [X years]. I will send a handover plan by [Date].
Best regards,
[Your Name]
[Your Address]
[Email] | [Phone]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
Please accept this letter as formal notice of my resignation from my position as [Job Title]. In line with my [X]-week notice period, my last working day will be [Date].
Thank you for the opportunities I have had at [Company Name]. I will complete a full handover before I leave.
Sincerely,
[Signature]
[Your Name]
Hi [Manager’s Name],
Due to personal circumstances, I am resigning effective today, [Date]. I am sorry for the short notice. My handover notes are in [location], and I can answer questions by email this week.
Regards,
[Your Name]
[Your Address]
[Email] | [Phone]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
Due to personal circumstances, I am resigning from my position as [Job Title], effective [Date]. I understand this is short notice, and I would appreciate it if the notice period could be waived or settled under company policy.
My handover notes are in [location], and I can answer questions by email.
Sincerely,
[Signature]
[Your Name]
Hi [Manager’s Name],
As we discussed, I have accepted a new role and am resigning from [Company Name]. My last working day will be [Date].
Thank you for the past [X years]. I will make sure [Project] is in good hands before I go.
Best,
[Your Name]
[Your Address]
[Email] | [Phone]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
I am writing to resign from my position as [Job Title]. I have accepted a role with another company, and my last working day will be [Date], in line with my notice period.
Thank you for your guidance and support during my time here.
Sincerely,
[Signature]
[Your Name]
Hi [Manager’s Name],
I am resigning from my role as [Job Title] for personal reasons. My last working day will be [Date].
Thank you for understanding that I would rather not go into detail. I will hand over my work fully before I leave.
Regards,
[Your Name]
[Your Address]
[Email] | [Phone]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
I am resigning from my position as [Job Title] for personal reasons. I will serve my notice period of [X] weeks, and my last working day will be [Date].
Thank you for your understanding. I will make sure my work is fully handed over.
Sincerely,
[Signature]
[Your Name]
Hi [Manager’s Name],
I am resigning from my role as [Job Title]. My contractual last day is [Date], but my new role starts on [Joining Date].
Could we agree on an early release on [Requested Date]? I am happy to buy out the balance or adjust leave as per policy, and I will finish the handover before then.
Regards,
[Your Name]
[Your Address]
[Email] | [Phone]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
Further to my resignation dated [Date], I am requesting an early release on [Requested Date] instead of my contractual last day of [Date]. I agree to the deduction of pay for the remaining [X] days of notice from my final pay.
I will complete my handover before the requested date.
Sincerely,
[Signature]
[Your Name]
How to Resign, Step by Step
The letter is step four. What you do before and after it decides how smoothly the next few weeks go.
- Get the new offer in writingWait for a signed offer letter. If your new employer runs a background check, ask whether it needs to clear before you resign.
- Read your notice clauseFind your notice period, whether it can be bought out and how unused leave is handled. It is in your contract or appointment letter.
- Tell your manager firstIn person or on a call. Keep it short: you are leaving, your last day, and that the written letter is coming today.
- Send the letter the same dayEmail it to your manager with HR copied, and submit it in the HR portal if your company has one.
- Get your last day confirmed in writingAsk HR to reply with the date. If they want you to leave earlier or stay longer, agree that in writing too.
- Hand over and collect your exit documentsDocument open work, return equipment, and confirm when your final pay and relieving letter or employment verification will arrive.
On your last day, set an auto-reply that points clients and colleagues to whoever has taken over your work.
Read nextOut of Office Email Templates: 20 Examples + Free Generator→Notice Period Rules in 7 Countries
Your contract sets your notice period, but the law sets the floor and sometimes the ceiling. These are the rules for an employee who resigns, which are often different from the notice an employer must give.
Sources: Employment Rights Act 1996, s.86, Fair Work Ombudsman, UAE Federal Decree-Law No. 33 of 2021 (Articles 9 and 43), Ministry of Manpower Singapore, German Civil Code, Section 622 and the US Department of Labor. Typical contract ranges are what we see in the market, not law. Checked October 23, 2026.
Two points that many guides get wrong. In Australia, the extra week of notice for employees over 45 applies when the employer ends the job, not when you resign. In the UAE, older guides still mention a one-year work ban for leaving early, which comes from the previous labor law. Under Article 43 of Federal Decree-Law No. 33 of 2021, the side that does not serve notice pays the other side compensation equal to wages for the notice period.
What Happens After You Resign
Your letter starts a clock on both sides. You owe your notice, and your employer owes you final pay and your exit documents. How fast your employer has to pay depends on where you work. Some countries set a deadline in days, others leave it to your normal payday.
Final pay deadlines by country
Verified 23 Oct 2026Sources: US Department of Labor, California Labor Commissioner, Citizens Advice, Fair Work Ombudsman, Federal Leave Act (BUrlG), Ministry of Manpower, UAE Federal Decree-Law No. 33 of 2021 and the Code on Wages, 2019. Contracts and collective agreements can set shorter deadlines, so check yours.
Exit documents
Ask for these before your last day, because they are harder to chase once you have left. In the UK you get a P45 showing your pay and tax to date. In Germany you have a legal right to a written reference, the Arbeitszeugnis, under Section 109 of the Trade Regulation Act. In India, the relieving letter and experience certificate have no statutory deadline and are usually issued once dues are cleared. Wherever you are, ask HR for a written breakdown of your final pay so you can check it against your last payslip.
Counter-offers
Some employers respond to a resignation with more money. Decide how you will answer before you resign, not in the meeting.
Resigning When You Are Employed Through an EOR
If an Employer of Record employs you on behalf of the company you work for, your resignation has two audiences. The EOR is your legal employer, so your notice has to reach it to count. The client company is where your manager and your work sit, so they need to hear it from you directly.
Send one email to your EOR contact, or submit through its portal, with your client manager copied, and use the EOR’s legal entity name in the letter. Your notice period follows your contract with the EOR, which is written to local law. A US client used to two weeks cannot shorten a German employee’s statutory four weeks on its own, and any early exit needs written agreement from you, the EOR and the client.
Most large EORs, including Deel, run offboarding through their platform: final pay in local currency, statutory payouts, tax documents and an employment certificate. If nothing happens within a few days of your resignation, ask the EOR in writing for your last working day, final pay date and the documents you will receive. Template 12 above is written for this setup, and our global payroll compliance guide covers how final pay works across markets.
If You Are HR: Handling a Resignation
The first 48 hours after a resignation lands set the tone for the whole exit. Check these before you reply.
- Confirm receipt in writing with the last working day you both agree on, ideally the same day.
- Check the notice clause and decide whether you want the full period, a shorter one or pay in lieu.
- Book the final pay date with payroll now. Deadlines range from the last day itself to the next regular payday, depending on the country and state.
- Plan access removal for the last day, not before, unless the employee is on garden leave.
- Agree the handover plan with the manager in week one, not the final week.
- Holding back final pay to force a handover or the return of a laptop is not allowed unless the law and the contract permit that deduction.
If exits still run on email threads and spreadsheets, same-day or two-day final pay deadlines are hard to meet, especially across several countries. Payroll software that can run an off-cycle final settlement, fed by an HRIS that records the resignation date, removes most of the manual work. Our HR software rankings compare platforms that cover both.
Mistakes That Cost People Their Reference
Most resignation problems come from what people do around the letter rather than what they write in it. These six cause the most trouble.
Resigning before the new offer is final
Offers get withdrawn after failed background checks or budget freezes, and you cannot take a resignation back on demand.
Resign after the signed offer, and after the background check where you can.Giving a notice length instead of a date
“One month’s notice” leaves HR to count, and counts differ. The gap shows up in your final pay.
Write the exact last working day.Putting grievances in writing
The letter goes into your file and can come up in reference checks years later.
Save feedback for the exit interview, and keep it about processes, not people.Resigning by chat message only
A WhatsApp or Slack message can be missed, deleted or disputed, and it rarely starts the HR process.
Follow any chat with an email or portal submission the same day.Leaving before your notice ends without agreement
It can cost you notice pay, delay your relieving letter or, in the UK, invite a breach of contract claim.
Agree any early exit or buyout in writing first.Not getting written acknowledgement
Without it, the date your notice started is your word against HR’s.
Ask HR to reply confirming your last working day.
Frequently Asked Questions
Do I have to give a reason in my resignation letter?
No. In most countries you are not legally required to explain why you are leaving, and Singapore’s Ministry of Manpower says so directly. A one-line neutral reason such as a new role or relocation is fine if you want to give one.
Can I resign by email?
Yes. In most companies email is the standard way to resign, and it gives you a time-stamped record. Some employers, especially in the public sector, also want a signed letter or a portal submission, so check your HR policy.
Can my employer refuse to accept my resignation?
In most countries an employer cannot refuse a resignation, though it can require you to serve your notice period or pay in lieu of it. Some contracts and company rules say a resignation takes effect only once accepted, so check yours and keep proof of the date you submitted it.
Can I withdraw my resignation?
You can ask, but your employer does not have to agree once it has accepted your resignation. Ask in writing as early as possible, ideally before a replacement is hired or the exit process starts.
Do I have to serve notice during probation?
Usually yes, but it is shorter. Many contracts set one or two weeks during probation, Germany sets two weeks by law, and in the UAE the rule depends on whether you are moving to another UAE employer or leaving the country.
What happens if I leave without serving my notice period?
It depends on your contract and country. You may have to pay wages for the notice you skip, as in the UAE and Singapore and through buyouts in India, or face a breach of contract claim in the UK. In the US, at-will employment usually means no legal penalty unless your contract says otherwise.
Can I use my leave balance to shorten my notice period?
Often, if your employer agrees. Singapore’s Ministry of Manpower allows annual leave to offset notice and bring your last day forward with the employer’s agreement, and many Indian employers allow the same. Ask for it in writing, the same way you would put in a leave application.
How long should a resignation letter be?
Under 200 words, and 100 to 150 is enough for most people. It needs your resignation, your last working day, a line of thanks and a handover offer.
Should I tell my manager before sending the letter?
Yes. Tell them in person or on a call, then send the letter the same day. The conversation is the courtesy and the letter is the record.
When will I get my final pay after resigning?
It depends on where you work. In the US it is set by state law, and in the UK and Germany it usually arrives on your next normal payday. Singapore requires payment on your last day if you served notice, India within two working days and the UAE within 14 days. Your contract can set a shorter deadline.
Should I mention a counter-offer or my new salary?
No. Salary details and counter-offers do not belong in a resignation letter. If your employer makes a counter-offer, handle it in conversation and decide before you put anything else in writing.
Hiring or managing people across countries? Notice periods, final pay and exit documents follow local law in each one. An Employer of Record handles that compliance for you, and our rankings compare providers on price per employee and country coverage.
