How to Write a Resignation Letter | Template

A letter of resignation is a formal letter to your manager or human resources that states you are resigning and includes information about when you will be leaving the organization. Resignation letters also typically include a reason for leaving and words of thanks. An offer to help your boss with the transition of your responsibilities is also commonplace.

Use QuillBot’s Paraphraser tool in Formal mode to help you to craft a good letter of resignation.

How to write a letter of resignation

Formally declaring your intention to leave in a resignation letter ensures there’s no confusion about your final day of work and is a professional courtesy that will help you leave on good terms.

A notice period may be specified in your contract; if not, two weeks’ notice is standard practice in the US. Check your employee handbook to see if it contains any information about the expected period of notice for your role.

The essential elements of a letter of resignation are:

• The date you are submitting the letter
• A clear statement of resignation, including the date of your final working day
• The address where you can be contacted after you leave
• Your full name
• Your signature

Resignation letters also typically include:

• A brief reason for leaving
• Expressions of gratitude
• A statement of willingness to assist with the transition of your duties

Bear in mind that the information you include in your letter may be used to assess potential unemployment benefits.

Resignation letter template

Here is a resignation letter example, including a reason for leaving and an offer to assist with the handover of duties.

Simple resignation letter sample

This simple resignation letter sample includes only the essential elements: your contact details, the date, a clear statement of resignation specifying your final working day, and your name and signature.

While this is sufficient, including a reason for leaving, some words of thanks, and an offer to help with the transition of your responsibilities will create a more professional impression and help you maintain a good relationship with the employer.

Using an AI resignation email writer

When using a generative AI tool to write your resignation letter, like QuillBot’s free resignation email writer, start by providing a prompt that includes the following key details:

• Information about your resignation (e.g., the date you plan to resign and any other details about your departure or your reason for leaving)
• Your relationship to the company (e.g., your role within the company, the length of time you’ve worked there, any important projects or responsibilities you held)
• Positive experiences (e.g., learning opportunities, valuable relationships, or professional growth you’ve experienced at the company)
• Your plans for transitioning (e.g., the status of outstanding tasks, your willingness to train a replacement)

Avoid including any sensitive personal information or anything too negative in the input. You can prompt the chatbot to ask follow-up questions to make sure it gathers all the necessary details for a respectful, professional resignation email/letter.

Once the AI tool generates the first draft, read through it carefully for tone, clarity, and accuracy. Provide feedback to the generator for revisions. Repeat this process until the text feels right. After that, copy the output into your word processing software, add in any missing details like your name and contact info, and format the email/letter appropriately for submission.

Frequently asked questions about how to write a resignation letter

What is a good resignation subject line?

If you are writing a resignation letter and want to send it via email, possible subject lines include:

• Notice of Resignation
• Resignation Notification
• Letter of Resignation

Try QuillBot’s resignation email generator to help you quickly draft your letter of resignation.

What should I include in a short resignation letter?

A short resignation letter in the US includes the following essential elements.

• Your mailing address and other contact details
• The date you are submitting the letter of resignation
• A salutation (e.g., “Dear Jane:”)
• A resignation statement specifying your last day (e.g., “Please accept this letter as formal notice of my resignation as [Your job title] at [Name of organization]. My last day of work will be [Date].”)
• Your name and signature

To create a more professional impression, also include a reason for leaving, some words of gratitude, and an offer to assist with the transition of your duties.

Use QuillBot’s letter of resignation generator to quickly draft a short resignation letter.

What is a good resignation letter format?

A resignation letter is a formal letter that should be written in an appropriate format, such as the block letter format.

This format uses a standard font such as Times New Roman or Arial, with a font size of 10–12 points and single line spacing. The text is aligned to the left margin, including the start of paragraphs, and you leave an empty line between each element of the letter.

The essential elements of a letter of resignation in the US are:

• Your contact details
• The date
• A salutation (e.g., “Dear X:”)
• A statement of resignation specifying your last day (e.g., “I am writing to inform you that I am resigning from my position as [Job title] at [Name of company/organization] effective from [Date], which will be my final day.”)
• Your name and signature

You will create a better impression if you also include a reason for your departure, an expression of thanks, and an offer to help with the transition of your responsibilities.

Why not use QuillBot’s AI resignation letter generator to help you craft an effective letter of resignation?