ACROBAT | 10-MINUTE READ
How to write a resignation letter (+ downloadable template).
Write a resignation letter that helps you leave your job gracefully.
When deciding to part ways with your job, a resignation letter informs your employer that you are leaving. It establishes a formal departure in writing and shares details about your departure and the end date of your employment.
It’s best to write a letter of resignation to maintain a good relationship with your employer — it shows that you understand how your leave may impact the company. By leaving on a good note, you can likely ask for a letter of recommendation or referral for a future job.
This article will give you all the information you need to write a resignation letter that will help you make the transition simple for you and your company. We’ve also provided a template you can use to make your letter look as polished and professional as possible.
While resignation letter content will vary, there are several key components that should always be included in the letter. The following information helps your employer to prepare for your resignation.
At the top of your letter, include the following:
- Current date
- Business name and address
The body of your letter of your letter should include this content:
- A statement of resignation. Open your letter stating your intention to resign.
- The date you are leaving. Provide the date of your upcoming departure.
- A two weeks’ notice period. Mention the time period you have left with the company. While two weeks is a standard notice period, it may be more or less, depending on your circumstances.
- The position you are resigning from. Name your current position that you will be leaving.
- An expression of gratitude for the opportunity. Sharing your gratitude for the time you spent with the company sets a positive tone for your leave and keeps the door open for staying connected with colleagues later on.
- An offer to help with the transition. State your willingness to assist with the transition of your position to the next person who will fill your role.
Close out your letter with the following:
- Your name and signature. Sign off with your full name. You can use the Adobe Acrobat online services Fill & Sign tool to sign your letter.
- Contact information. This can be included at the top, body, or under the signature of your letter so the company can reach you after you leave.
Exploring the ‘why’ behind resignation letters.
In today's rapidly evolving job market, understanding the reasons behind employee resignations is crucial for employers who strive to retain their talent. We all know that people write resignation letters, but what are the top reasons people leave?
To find out more, we surveyed employed Americans who have left or are planning to quit their jobs to get more insight into resignation letters.
The reasons behind employee resignations can vary across all generations. Low pay and the pursuit of better compensation emerged as the primary driving forces for quitting among Millennials and Gen Z, citing this as their reason for resigning. Interestingly, among Gen X and Baby Boomers, low pay was still a significant concern, with 41.88% and 32.26% citing it as a primary motivator for quitting. This shows that employers must carefully consider the unique needs of each generation to create an inclusive and satisfying work environment to retain their talent.
Knowing the top things employers can do to retain their employees is vital. By addressing these concerns, employers can create a work environment that fosters motivation, growth, and work-life balance, ultimately reducing the number of employees writing resignation letters.
We also found that half of Americans considering leaving their jobs are already ‘quiet quitting’. Of those who are quiet quitting their jobs, 2 in 5 say that being offered a raise would make them stay. Employers need to proactively address and resolve any underlying issues and engage with their employees to prevent a wave of resignations.
Even still, knowing how to write a resignation letter is very important if you do find yourself itching for a new opportunity:
What to include in a resignation letter.
A professional resignation letter does not need to be a long, drawn-out essay. It should simply state when and why you are leaving while expressing gratitude for the opportunity to work with the company.
The key is to keep the tone pleasant and professional, as you may need to include your current employer as a reference later on. When creating your resignation letter, you may type it in a Microsoft Word document, but afterward, it’s best to convert the Word document to PDF.
By saving your document as a PDF, you can share it in a way that cannot be easily edited by mistake and will look the same on any device. If you need to add text or make other edits to your PDF, you can use the Acrobat online services Edit PDF tool.
Use these steps to get started writing your resignation letter:
1. Communicate the position you’re resigning from and the date of your leave.
You should be clear about your intentions from the start of your letter.
You can begin your letter of resignation with the following format:
[Current date]
Dear [Supervisor name],
Please accept this letter as my formal resignation from my role as [Title]. My last day with [Company name] will be [End date].
Although you’re leaving your current role, you can still help out as much as you’re able in your remaining days.
2. Offer to help with the transition period.
You will probably have around two weeks with the company following your resignation letter. Maintain good standing with the company by offering to help with the transition out of your position.
In your letter, state that you will help finish any work that you can and assist with preparing upcoming tasks for whoever fills your role next.
You can say something along the lines of the following:
To ease the transition after my departure, I am happy to assist you with any training tasks during my final weeks on the job. I intend to leave thorough instructions and up-to-date records for my replacement.
By offering assistance and expressing well wishes for future company success, you avoid any potential awkwardness and leave the company on a good note.
3. Thank your manager for the opportunity.
A simple thank you goes a long way. In your resignation letter, you can touch on the positive relationships and knowledge you’ve gained from working at the job. Even if you don’t like your job, sharing gratitude for the positive aspects will help you down the road.
Whether you want to use your manager as a reference in the future or not, it’s better to stay on good terms with them than to burn any bridges.
Your expression of gratitude can read something like this:
I would like to take this opportunity to thank you for the knowledge and experience I have gained by working here. I am grateful for the time I have spent on our team and the professional relationships I’ve built. It has been a pleasure working for you, and I hope our paths will cross again in the future.
Sincerely,
[Your signature]
[Your printed name]
Many companies check references with previous employers to see if you’re a good fit. A great recommendation can make a huge difference in your job search.
Resignation letter method and timings revealed
Resignation letter methods and submission timings vary among employees. You should be sure to consider any individual preferences, contractual obligations, and industry norms to ensure a smooth and respectful departure process.
Use a downloadable resignation letter template (+ 2 examples).
Sometimes, however, the most difficult part of writing a letter is getting started. That’s why we’ve provided a few examples of resignation letters to give you some inspiration for your own.
Check out our full general resignation template and two sample resignation letters below.
General resignation letter template.
Sample formal resignation letter #1.
October 6, 2023
Ginny’s Gym
123 Dumbbell Drive
Miami, FL 33146
Beverly,
This letter is to inform you of my intention to resign from my position as senior content strategist with Ginny’s Gym. This will be effective two weeks from today on October 20, 2023.
I’m thankful for the time I spent working here as a senior content strategist. I’ve learned many valuable skills throughout my time here, such as how to write and edit engaging content for the fitness community through Instagram campaigns. I enjoyed discovering new ways to be an effective writer throughout my projects.
I know the knowledge and experience I’ve gained here will help me as I progress in my career, and I’m grateful for the opportunity.
I’m happy to help train new team members if necessary. I’ll complete all outstanding tasks to the best of my ability during these last two weeks. If there’s anything else I can do to help with this transition, please don’t hesitate to ask.
I hope to stay in touch and wish all the best for the company moving forward.
Sincerely,
Abby Smith
Sample formal resignation letter #2.
February 10, 2023
Cosmetics Central
345 Lashes Lane
Austin, TX 73301
Michael,
I’m writing this letter to inform you that I’m resigning from my position as an associate graphic designer with Cosmetics Central. This will be effective two weeks from today on February 24, 2023.
I’m grateful for the time I spent working here as an associate graphic designer. I’ve gained valuable skills and developed a better understanding of the design and creative branding process. I know the knowledge and experience I’ve gained here will help me as I progress through my career, and I appreciate the opportunity to work with the Cosmetics Central team.
I’m happy to help out with the transition period and will help wrap up my work in these last two weeks.
Thank you for your advice and support over the years — I hope to stay in touch in the future. I wish all the best for you and the company going forward.
Sincerely,
Olivia Rogers
What not to include in a resignation letter.
It’s best to keep your resignation letter thoughtful, but there’s no need to go into too much detail about why you’re leaving your role.
You’ll want to leave out the following details in your resignation letter:
- The reason you’re leaving. While you may feel like you need to explain why you’re leaving, this information doesn’t need to be included in your resignation letter. Perhaps your new role has a better working environment, benefits, or salary, but you shouldn’t share this information in your letter. Keep the letter professional, positive, and to the point.
- What you didn’t like about the job. Your resignation letter is not the place to vent about your co-workers or soon-to-be former employer. Ensure you’re in a calm state of mind before writing your letter, and have someone else review it before you submit it to check that the tone is polite and professional.
- Emotional statements. Keep a calm, respectful tone throughout your letter. Using an aggressive tone is not helpful for anyone, especially yourself, if you potentially want a letter of recommendation for a future job. Even if the job was not your cup of tea, don’t get emotional in your letter.
Focusing on the positive aspects of the role will set you up for future success by maintaining a network of individuals in your line of work.
Can I resign by email?
Depending on your circumstances, you may not be able to resign from your position in person. Perhaps you work remotely or have a personal circumstance that will not allow you to be in person to resign. In these cases, it’s okay to resign over email.
When sending the email to quit your job, keep the content brief and include only essential details. You should send your letter to your immediate supervisor and your human resources department. It’s best to send it to your personal email address as well so you have it in your records.
Your message should include the following information:
- Date your resignation is effective
- How your final paycheck should be distributed if it’s not through direct deposit and you’re not returning to work
- Any questions you have about benefits and compensation
- Your contact information
You can also thank the company for your time there. Keep the subject line straightforward and simple — you can use something like “Resignation — [your name]” to note the high importance of the email.
Methodology:
We surveyed 1,002 employees who have left or are planning to leave their jobs to reveal insight into resignation letters trends.
Frequently asked questions.
How do I write a simple resignation letter?
How do you write a graceful resignation letter?
What is the best sample letter of resignation?
Keep exploring
