How to Write a Resignation Letter: Format, Sample, Free Generator
· 5 min read
To write a resignation letter, say in the first paragraph that you are resigning, from which position, and your last working day. Then thank your employer briefly, offer to help with the handover, and close politely with your name and signature. Keep it short and positive: it goes into your personnel file, and future employers may see it. The free Resignation Letter Generator writes it from your role, last day and notice period.
You do not need to explain why you are leaving. A resignation letter is a formal notice, not a conversation; the reasons belong in your talk with your manager or an exit interview, if at all.
Resignation letter format
Every good resignation letter has the same six parts.
| Part | Example |
|---|---|
| Subject | Resignation from the position of Accounts Officer |
| Opening | I am writing to resign from my position as Accounts Officer. |
| Last day | My last working day will be 15 November, after one month's notice. |
| Thanks | One or two lines on what you valued |
| Handover | An offer to train a colleague or finish open work |
| Closing | Sincerely, then your name and signature |
Put the date and your manager's name and the company at the top if you send it as a printed or PDF letter. In an email, the subject line does that job.
How to write a resignation letter (step by step)
- Check your notice period. Look in your employment contract or offer letter. Common periods are two weeks, one month or three months.
- Work out your last working day. Count the notice from the day you hand in the letter. If your contract says one month and you resign on 15 October, your last day is usually 14 or 15 November; HR will confirm the exact date.
- Tell your manager first, in person or on a call. The letter confirms the conversation; it should not be how they find out.
- Write the letter. Use the six parts above. Open the Resignation Letter Generator, enter your name, your manager's name, the company, your position, last working day and notice period, choose a professional, friendly or firm tone, and it writes the letter.
- Edit it. Add a personal line of thanks if you mean it, and check the dates.
- Send it. Email it to your manager and HR, or print and sign it. Download Word if your company wants a signed copy.
- Keep a copy and ask for a written acknowledgement.
Short resignation letter sample
Subject: Resignation from the position of Sales Coordinator
Dear Ms Rahman,
I am writing to resign from my position as Sales Coordinator at Northbridge Trading. As required by my contract, I am giving one month's notice, so my last working day will be 15 November.
Thank you for the support and the chance to work on the export accounts over the past three years. I have learned a great deal from you and the team.
I will make sure the handover goes smoothly, including notes on open orders and introducing my replacement to our key customers.
Sincerely, Daniel Okafor
That is all a resignation letter needs: about 100 words.
Resignation letter wording for common situations
The format stays the same; only one or two sentences change.
| Situation | Line to use |
|---|---|
| Standard notice | As required by my contract, I am giving one month's notice, so my last working day will be [date]. |
| Asking to leave early | My contract requires one month's notice; if possible, I would like my last working day to be [earlier date], and I am happy to discuss how to cover my work. |
| Using remaining leave | I would like to use my remaining [number] days of leave during the notice period, which would make my last day in the office [date]. |
| Resigning after a short time | Although I have been here only a short time, I have decided this role is not the right fit, and I am grateful for the opportunity. |
| Leaving on good terms with a firm tone | Please accept this letter as formal notice of my resignation, effective [date]. |
In every case, keep the tone calm and the dates exact. If you are resigning for health or family reasons, you can say "for personal reasons" and leave it there; you do not need to share more.
What not to put in a resignation letter
- Complaints or criticism of the company, your manager or colleagues. It stays on file.
- Your new employer's name or salary. It is nobody's business, and it can start a counter offer you do not want.
- Vague dates. "In a few weeks" causes arguments. State the exact last day.
- Promises you cannot keep, such as being available after you leave.
- Requests that belong elsewhere, such as final pay calculations. Ask HR separately.
Notice period and immediate resignation
Your contract decides the notice. If you need to leave sooner, ask in the letter whether an earlier last day is possible, or whether you can use remaining leave to cover part of the notice. Some employers accept payment in lieu of notice. Never just stop coming in: you may lose final pay or the experience letter you need for your next job. Labour laws differ by country, so check with HR or a local adviser if you are unsure.
After you resign: the letters you will need
On your last day, ask HR for a relieving letter (confirming you were released from duties) and an experience letter (confirming your role and dates). New employers often ask for both. See the relieving letter format and the experience letter format so you know what to expect. All our employee and HR letters are in HR Letters.
Resignation email or printed letter?
Either is fine in most workplaces; email is now the norm. Use the same wording, put "Resignation from the position of [your role]" in the subject, and attach a signed PDF if your company asks for a signed letter.
Ready? Open the Resignation Letter Generator, add your role, last day and notice, and get a polite, professional letter in under a minute.
Frequently asked questions
What should I write in a simple resignation letter?
That you are resigning, from which position, your last working day, a short thank you, an offer to help with the handover, and a polite closing with your name. About 100 words is enough.
Do I have to give a reason in my resignation letter?
No. A resignation letter is a formal notice. You can share reasons with your manager in person, but the letter does not need them.
How much notice should I give?
The notice in your employment contract. Common periods are two weeks, one month or three months. State the period and your exact last working day in the letter.
Can I send my resignation by email?
In most workplaces, yes. Use a clear subject such as Resignation from the position of your role, send it to your manager and HR, and attach a signed PDF if your company asks for one.
Is the resignation letter generator free?
Yes. The TradingForms Resignation Letter Generator is free with no sign up. You can edit the letter, download it as Word, print it or copy it into an email.