The resignation letter is one of the most overthought documents in professional life. Almost everyone I’ve coached has spent an evening agonising over the wording. The reality: the letter is a 5-minute administrative formality. The real conversation happens in person with your manager. The letter exists so HR has a dated record.
Below are five templates I’ve used myself, recommended to coaching clients, or received during my four years as a recruiter. Each one is followed by a “what NOT to include” note.
Template 1 — Standard UK resignation (1-month notice)
Dear [Manager Name],
I’m writing to formally resign from my position as [Job Title] at [Company]. As per my contract, my last working day will be [Date — exactly one month from today].
I’ve appreciated the opportunities I’ve had during my time at [Company], particularly [one specific positive — a project or piece of growth]. I’ll do everything I can to ensure a smooth handover during my notice period and will have a written transition document ready by [date a week before leaving].
Please let me know how you’d like to handle the team announcement.
Kind regards,
[Your Name]
[Date]
Template 2 — Standard US resignation (2-week notice)
Dear [Manager Name],
Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company], effective [Date — two weeks from today].
The past [time at company] has been a meaningful chapter, and I’m grateful for the chance to have worked on [one specific project or alongside specific people]. I’m committed to making this transition as smooth as possible and will prepare a thorough handover document for [Successor / Manager / Team].
Thank you for your support. I hope our paths cross again.
Sincerely,
[Your Name]
[Date]
Template 3 — Contractor / freelance end-of-engagement
Dear [Client Contact],
Following our agreement, I’m writing to confirm that I’ll be ending my engagement with [Company] on [Date], in line with the [X-week] notice period in our contract dated [contract date].
I’ll complete [specific deliverables in flight] before my last day and will provide handover notes covering [specific items: codebase, asset library, ongoing client relationships, etc.]. Final invoice for [Period] will be issued on [Date].
I’ve genuinely enjoyed working with the [Team] — please do keep me in mind for future work.
Best regards,
[Your Name]
[Date]
Template 4 — Resignation with garden leave / immediate effect
Dear [Manager Name],
This letter is to confirm my resignation from [Job Title] at [Company], following our conversation today. Per our agreement, my last working day in the office will be [Date], with my notice period [served on garden leave / waived by mutual agreement / shortened due to [reason]].
Thank you for the [period] I’ve spent with the team. I’ll handle any final handover items via email and will return my [equipment, ID, etc.] on [Date].
Kind regards,
[Your Name]
[Date]
Template 5 — Resignation due to ill-health / burnout (when you need to be brief)
Dear [Manager Name],
I’m writing to formally resign from my position as [Job Title] at [Company]. For personal health reasons, I need to step away from this role. My last working day will be [Date], in line with my notice period.
I’ll do my best to handle priority handovers during my notice. If you need to discuss any adjustment to my working arrangements during this period, please let me know.
Thank you for your understanding.
Kind regards,
[Your Name]
[Date]
Note: you are not obliged to disclose specific medical details. UK readers — see ACAS guidance on resignation during sickness absence for additional rights.
What NEVER to include in a resignation letter
- The name of your next employer
- Your new salary
- Complaints about colleagues, processes, or the company
- Vague threats or ultimatums
- Anything emotional
- Reasons (those go in the in-person conversation, if at all)
- Negotiation language (do that separately if you want a counter-offer)
Should I send it by email or hand-deliver?
Email is now standard in both UK and US. Send it to your manager with HR copied. Use a clear subject line: “Resignation — [Your Name] — [Date].” Some employers still ask for a printed signed copy for the personnel file — provide one if asked, but the email is the official notice.
What about the “Last Day Bonus” / Notice Period gotchas?
UK: if you have unvested bonuses or share options, check the vesting and “bad leaver” rules in your contract. Some bonuses are forfeited if you resign before the payment date. Time your resignation accordingly — a coaching client lost a £14K annual bonus by resigning two weeks before the payment date.
US: RSU and stock option vesting cliffs are the equivalent. If you’re within 90 days of a major vesting event, factor that into your timing.
What if my manager pressures me to stay?
Stay calm. Stay specific. “I’ve thought about this carefully and made my decision. I want to focus on making the next [notice period] as smooth as possible.” Don’t relitigate the decision. About 30% of professionals I’ve coached received counter-offers — about 80% of those who accepted left within 12 months anyway.
Related reading
For the broader exit process, see how to quit your job without burning bridges. For what comes next, how to negotiate a job offer covers the offer stage and how to find remote jobs covers the search. If burnout is part of the picture, the 30-day burnout recovery plan is worth reading.
FAQ
Q: Do I have to give a reason?
No. Your contractual notice is the only legal requirement. You can say “personal reasons” in conversation.
Q: Can I resign during my probation?
Yes. Probation periods often have shorter notice (1 week is common). Check your contract.
Q: Should I CC HR or wait for my manager to forward?
CC HR directly. It establishes the formal record on day one.
Q: What if my manager refuses to accept it?
They can’t refuse. Once the letter is sent, your notice is served regardless of their response.
Q: Should I write a separate goodbye email to colleagues?
Yes, in the final week. Keep it brief, warm, and forward-looking.
