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Professional Resignation Letter Template – with Samples

Professional Resignation Letter Template – with Samples

Updated September 12, 2023

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A professional resignation letter is a formal written notice announcing intention to leave a job. It is usually addressed to a supervisor or member of HR, and should be brief, specific, and courteous.

Table of Contents

What to Include

Though not strictly necessary, you may choose to suggest changes to work duties or other provisions for the final weeks to ease the transition. Some employees also choose to share a bit of context for their departure – though this may be more easily conveyed in a face-to-face meeting.

The purpose of this letter is to formalize resignation plans in writing, so it should include:

  • The intended date of departure
  • Any provisions for the transition, if relevant

How to Resign Professionally (4 steps)

  1. Know Policies
  2. Inform Employer
  3. Follow Requests
  4. Obtain Letter

1. Know Policies

The professional standard is to provide two weeks notice. Though this is not binding, it is a norm that ensures that workplaces are not thrown into disarray by a departure. Before announcing plans to leave, learn about your company’s policies for the notification process. Try to stick to protocol.

2. Inform Employer

It’s usually best to break the news in person and provide the resignation letter as a supporting document. Though it can be an awkward conversation, announcing plans to leave a job is a normal, even exciting, part of the career cycle. Just try to be clear and gracious, and do not feel bad for deciding to move on.

3. Follow Requests

Try to accommodate employer requests for the transition period. There may be higher priority tasks, or other project or training objectives that should be accomplished before the last day.

4. Obtain Letter

Professional recommendations are an important currency in the working world. For all that a spiffy cover letter and resume might accomplish, nothing is better advertising for a job candidate than the endorsement of a former manager.

If you leave your position on good terms, it should be no issue to get a general recommendation letter that can be used in future job applications.


How to Write (Format)

The formatting of a professional resignation letter should be brief and to the point. It must include the current date, the last day of employment, notification of resignation, and a formal sign-off. You should avoid going into detail regarding the time spent in your current position or what you intend to do next. You are also not required to list your reason(s) for quitting. However, it is acceptable to offer a helping hand in the transitional period to come and include a short line in appreciation of the opportunities you have been given.

Do not include any negative comments concerning the company or your coworkers. This letter is meant to leave a good impression, so keep it polite and cordial.


A professional resignation letter header should consist of your contact information, the date, and your employer’s contact information. Begin the letter with a formal greeting.

Example Header

Tiffany Pelugio
2055 Peavey Road
Dallas, TX, 75032
(484) 276-1617

May 5th, 2017

Jean-Mitchell Powell
Chief Human Resources Officer
Global Communications Enterprises
803 W Illinois Ave.
Dallas, TX, 75208

Dear Mr. Powell,


The body of a professional resignation letter explains the intent of the letter and should contain your last day of employment. It’s also customary to thank the company/manager/supervisor and offer your services in training a new employee to take over any responsibilities that will be passed along.

Example Body

This letter represents my formal resignation from Wilson and Wilson Law Firm. My last day will be April 23rd, 2017.

I have enjoyed my time at W&W, and will cherish the memories and experiences I’ve shared with my coworkers.

The support I have been given during my time with this company has not gone unnoticed. I am happy to assist with the training of a new paralegal should the company deem it necessary.

Ending and Signature

To end the letter, use a formal sign-off and include your signature and printed name. A signature adds legitimacy to the letter and lets the recipient know you take this resignation seriously.

Example Ending and Signature



Karim A. Moushav

Delivering the Letter

Handing in your resignation should be done in person if possible, but mailing or e-mailing the letter is also acceptable. If you choose to e-mail your resignation, you can print it out first, sign it, and then scan it over to maintain proper formatting. The best method is to meet with the appropriate manager/supervisor and offer the letter at the same time as verbally expressing your resignation.

It would be wise not to hesitate as it appears unprofessional. Once the letter has been written and your affairs are in order, present the letter to upper management in the morning of your next work day to demonstrate sincerity and professionalism.

Sample 1

David Kent
6002 35th Ave.
Tuscaloosa, AL, 35010
(205) 390-0320

June 18th, 2017

Martha Greensburg
Branch Manager
Wells Fargo Bank
1427 Greensboro Ave
Tuscaloosa, AL, 35401

Dear Mrs. Greensburg,

I am writing in regard to my formal resignation from Wells Fargo Bank. I would like to make it known that my last day will officially be the 2nd of July, 2017.

Everyone at Wells Fargo has been extremely supportive and the work environment has been most pleasant. This is why I would like to extend a helping hand in preparing another employee to take over my position.

Thank you for all the opportunities you have given me.



David Kent

Sample 2

Brenda Wynn
3210 E Santa Ana St
Anaheim, CA, 92788
(714) 202-8483

September 29th, 2016

Stephen Markell
Direct of Sales and Operations
Hyatt Regency
11000 Harbor Blvd
Garden Grove, CA, 92805

Dear Mr. Markell,

It is with deep regret that I inform you of my official resignation from the position of Hotel Manager of Hyatt Regency Orange County, effective October 13th, 2016.

I am appreciative of the time spent in my position and of the wealth of knowledge I have accumulated over the years. The kindness and support bestowed upon me won’t be forgotten.

Please let me know if I can be of any assistance during the final weeks of my employment. Thank you for your understanding.



Brenda Wynn

Sample 3

Claire McAleenan
455 Pennsgrove St
Philadelphia, PA, 19434
(215) 545-9922

April 7th, 2017

Mary Tezak
Chief of Staff
U.S. Customs and Border Protection
N 2nd St & Chestnut St #102
Philadelphia, PA, 19102

Dear Ms. Tezak,

The intent of this letter is to notify you of my resignation from the Commissioner’s Staff at the U.S. Customs and Border Protection. The final date of my employment will be Friday, April 21st, 2017.

Thank you for the encouragement over the years and the responsibilities you so confidently entrusted to me. I have gained a lot from my time here at CBP and I greatly admire your administrative expertise.

Please let me know if there is anything I can do to help make this transition run smoothly.



Claire McAleenan