Step by step
Address it correctly
Use your manager's name ("Dear Jamie,"). If your company routes resignations to HR, address HR and copy your manager.
State that you are resigning
Say it in the first sentence: "Please accept this letter as formal notice of my resignation from my position as [title]."
Give your last day
Write the full date. Two weeks is the US norm; check your contract. Use the notice calculator if you are unsure.
Say thank you
One or two sentences of genuine thanks. Mention something specific if it is true.
Offer to help with the handover
Promise to document your work and help train a colleague. This is the line people remember.
Close and sign
End with "Sincerely" or "Best regards" and your name. For a printed letter, add a signature above your typed name.
How long should a resignation letter be?
Three to five short paragraphs, usually under 200 words. It is a record, not a speech. Anything you want to discuss, such as feedback or reasons, belongs in a conversation or an exit interview.
What to leave out
- Complaints about colleagues, pay or management
- Details of your new job or salary
- Promises you cannot keep during the notice period
- Medical or personal details you would rather keep private
Letter or email?
Both are acceptable in most US workplaces. Tell your manager in person or on a call first, then send the letter or email the same day. For email, use a plain subject line such as "Resignation – Your Name".