Free Resignation Letter Template

A resignation letter is a short, formal document that tells your employer you’re leaving your position. It typically includes your last working day, a brief thank-you, and an optional offer to help with the transition.

A clear, respectful resignation letter helps you:

• Maintain a good relationship with your employer
• Secure a positive reference for future jobs
• Leave a record of your departure for HR

Most people give at least two weeks’ notice. Check your company’s policies before submitting your letter.

Every resignation situation is a little different. Document Genius’s free resignation letter template is flexible enough to cover all of the most common scenarios — download as PDF or Word and customize in minutes.

• Simple resignation letter: The most common type. Short, professional, and to the point — just your resignation, last day, and a brief thank-you.
• Two-week notice letter: States your last working day as 14 days from submission. The standard notice period for most US jobs.
• Resignation email: Suitable for remote workplaces or informal environments. Use our template to build your letter, then attach it as a PDF to your email for a formal record.
• Immediate resignation letter: For situations where you need to leave without notice. Keep it brief and professional regardless of the circumstances.
• Resignation letter for personal reasons: You don’t need to go into detail, but a brief mention of personal circumstances is acceptable if it feels appropriate.

Follow these steps to write a simple, professional resignation letter.

1. Add Your Contact Details

Include your name and address at the top of the letter. You can also add your phone number or email address.

2. Address the Recipient

Write your manager’s or supervisor’s name, title, company name, and company address below your details.

3. State Your Resignation Clearly

Begin with a direct sentence stating your intention to resign and your planned last working day.

4. (Optional) Provide a Reason

You don’t need to give a reason, but you can briefly mention one if it feels appropriate—such as a new opportunity, relocation, or personal decision.

5. Express Gratitude

Thank your employer for the opportunity and note anything positive you’ve gained from the experience.

6. Offer Transition Support

If possible, offer to help with the transition—whether that’s training a replacement or wrapping up your tasks.

7. End with a Courteous Closing

Finish with a short line wishing the company well and sign your name.

Sample Resignation Letter

Rachel Tan
382 Willowbend Lane
Austin, TX 78701

Mark Ellison
HR Manager
Summit Marketing Group
2170 East 6th Street
Austin, TX 78702

Dear Mr. Ellison,

Please accept this letter as formal notice of my resignation from the position of Marketing Associate at Summit Marketing Group, effective August 30, 2025.

I’m sincerely thankful for the opportunities and mentorship I’ve received during my time at Summit. It’s been a rewarding experience that’s shaped my professional growth and confidence.

To support a smooth transition, I’m happy to assist with training or project handoffs over the next few weeks.

Wishing you and the team continued success.

Sincerely,

Rachel Tan

Keeping your resignation letter professional protects your reputation and your reference. Avoid the following:

• Negative feedback or complaints: Even if you’re leaving due to issues with management or the workplace, leave it out. Your letter may be kept on file.
• Emotional language: Keep the tone calm and professional regardless of your circumstances.
• Overly specific personal reasons: You don’t owe your employer a detailed explanation for leaving.
• Jokes or sarcasm: These rarely land well and can damage an otherwise positive departure.
• Immediate departure without notice: Unless unavoidable, always give as much notice as possible.