Resignation notice letter templates for different situations
There are five main parts to a resignation notice letter, which includes the date, your manager’s name, a resignation statement, the final day of work, and a brief thank you. Choose the sample below that pertains to your case, fill in the brackets, and submit. Notice periods are often derived from your employment contract first and the law of your country second, so make sure to read both before you pick a last day. Here are 6 templates copy/paste, use them according to your needs.
The night before you hand in your notice
You have decided to leave your job, but writing the resignation notice letter is still pending. You start writing, type a few words and wonder what you should say. You want to leave on good terms, and maintain a good reference.
The most effective way is to keep your resignation notice letter succinct and professional. Inform the employer that you’re leaving and want to thank them for their opportunity, and set the date of your last day. Don’t give all the reasons for leaving or take responsibility for your decision. If you send a clear letter, you’re giving your employer the information they need and providing less opportunity for confusion.
Check your notice period first
Review how much notice is required before selecting a resignation notice letter template. The final day of your working life will depend on your employment contract and the law which governs your occupation.
Look at the notice period or termination clause of your contract. Normally, if 30 days notice is required, then you will have to provide 30 days notice unless there is a valid exception in the contract or applicable law.
Then review the employment law in your country. The notice periods vary from country to country, and some vary depending on length of service or employment type. The rules in six jurisdictions are explained below.
If you didn’t sign a formal contract, review your offer letter, staff handbook and emails related to your terms of employment. These documents will be helpful in determining what you agreed upon prior to making your final working day decision.
What a resignation notice letter template must include
Every professional resignation notice letter has the same four parts.
Date and recipient
Put the date you send the resignation notice letter, then name to whom you are writing and the company name. Check your contract to see who should receive your resignation. If it names HR or a director, address the letter to that person and send a copy to your manager.
A direct statement
Start with “I am resigning from my position as [job title].” No long stories. The reader should know your decision from line one.
Your last working day
Include the exact date you are submitting your resignation. Avoid phrases such as “two weeks from now,” which can lead to disagreements about when your notice period began.
A thank you and a handover offer
One or two sentences are enough. Thank them for the role and offer to hand over your work. Leave out complaints and gossip, and say nothing about your new job.
Template 1, standard resignation with a notice period
Use this when your contract sets a notice period and you plan to work all of it.
Date: [Date]
To: [Manager’s name]
[Company name]
Subject: Resignation, [Your name]
Dear [Manager’s name],
I am resigning from my position as [job title] at [company name]. My last working day will be [date], which completes the [number]-day notice period in my employment contract.
Thank you for the opportunity to work here. I have learned a great deal from the team, and I want the handover to go well. I will document my current projects and train anyone you choose before I leave.
Please tell me what you need from me in the coming weeks.
Sincerely,
[Your name]
[Phone number]
[Email address]
This resignation notice letter template fits most full-time roles because it names the contract and the date, the two facts a dispute turns on.
Template 2, two weeks’ notice resignation letter
Two weeks is the custom in the United States and Canada, and many private companies elsewhere follow it. Use this resignation notice letter template when your contract is silent or says 14 days.
Date: [Date]
Dear [Manager’s name],
Please accept this resignation notice letter as my two weeks’ notice. I am resigning from my role as [job title], and my last day will be [date, 14 days from today].
I appreciate the support I received during my time at [company name]. Over the next two weeks I will finish my open tasks, update my files, and prepare a handover document for my replacement.
Sincerely,
[Your name]
Count 14 days from the day you hand in the resignation notice letter, not from the day your manager replies. If your last day falls on a weekend, write the date of the last day you will actually work.
Template 3, 30-day resignation notice
A 30-day notice is common in India and the UAE, and in senior roles in many countries. This resignation notice letter template gives your employer time to hire and gives you a clear exit date.
Date: [Date]
Dear [Manager’s name],
This letter is my formal 30-day notice of resignation from the position of [job title]. My employment will end on [date, 30 days from today], in line with clause [number] of my contract.
I will use this month to complete my current work, brief my team on ongoing files, and train my successor if one is hired in time. I am grateful for the experience I gained at [company name].
Yours sincerely,
[Your name]
[Employee ID, if you have one]
Quote the contract clause number. It shows you read the terms and it ends any argument about how long the notice must be.
Template 4, immediate resignation letter
Immediate resignation means you leave without working a notice period. Use this immediate resignation notice letter template only for a serious reason. Which are unpaid wages, a safety danger, harassment, or a medical emergency. Most contracts treat this exit as a breach, so some employers deduct pay in lieu of notice or claim damages.
Date: [Date]
Dear [Manager’s name],
I am resigning from my position as [job title] at [company name], effective immediately, on [date].
I am leaving because [one factual sentence, for example, my salary for the months of June and July remains unpaid]. I request that my final salary, unused leave pay, and my experience certificate be sent to me by [date or reasonable deadline].
I will return all company property, including [laptop, ID card, keys], on [date].
Sincerely,
[Your name]
Keep the reason to one factual sentence and attach proof if you have it. If the reason is serious, talk to a lawyer in your country before you send the resignation notice letter. In some places, leaving over unpaid wages or unsafe conditions counts as a justified exit.
Template 5, resignation with a request for early release
Use this resignation notice letter template when your new employer wants you sooner than your notice period allows. You are asking, not announcing, so keep the tone polite and the request clear.
Date: [Date]
Dear [Manager’s name],
I am resigning from my position as [job title]. My contract sets a notice period of [number] days, which would end on [date].
I have accepted a new role that begins on [date]. I request your approval to leave on [earlier date]. To make this possible I will finish [tasks] by [date] and hand over [files or accounts] to [colleague’s name].
I understand the decision rests with you, and I will work the full notice period if you need me to. Thank you for your support during my time here.
Sincerely,
[Your name]
Two things help this request: a concrete handover plan and written approval. A verbal “fine, go early” means nothing if HR disagrees later. If your employer refuses, you work the full period or accept pay deductions where your contract allows them.
Template 6, resignation email format
Many workplaces accept notice by email, and some contracts require it. Check your contract for the approved method before you rely on email alone. Then paste this resignation notice letter template into the body of the email and attach your signed letter.
Subject line: Resignation, [Your full name], [Job title]
Dear [Manager’s name],
I am writing to resign from my position as [job title] at [company name]. My last working day will be [date], in line with my [number]-day notice period.
Thank you for the chance to work with you and the team. I will complete my pending tasks and prepare a handover note before I go.
I have attached a signed copy of my resignation notice letter for your records.
Kind regards,
[Your full name]
[Phone number]
Attach a signed PDF, keep the sent email, and ask for a reply that confirms receipt. If your manager does not answer in two working days, send the same text to HR. The time sent on your email is proof of the date notice began.
Notice period rules by country
Resignation notice period will vary depending on employment requirements and location. Please check your contract, and the employment law in your jurisdiction, before setting your last working day, but use the information below as a guide.
United States
Federal law does not provide a general notice requirement for resigning employees. Most employment in the private sector is at-will, which means that employees can be terminated without notice, unless there is a contract, collective-bargaining agreement, or policy requiring it. Two weeks is a common courtesy, and not a legal requirement. This is the same as the statement.
United Kingdom
The provisions of the Employment Rights Act 1996 (s. 86), an employee with at least one month’s continuous service must give a minimum of one week’s notice. Length of contract is often longer (particularly for senior positions).
Canada
Notice requirements are provincial/territorial (or federal, for federally regulated industries). Note, some jurisdictions require statutory notice to be given to an employee who resigns, others do not. The Civil Code of Quebec requires that contracts of indeterminate duration be notified. Staff should refer to relevant legislation and contractual conditions. This is the reason that the statement is correct.
Australia
The minimum notice requirements in the Fair Work Act 2009 apply to the termination of employment by the employer (National Employment Standards). The rules on employee resignation notice are contained in the applicable modern award, enterprise agreement or contract of employment. The statutory minimum notice for all staff members who are resigning is not set.
United Arab Emirates
In general, the notice period for termination of an employment contract in accordance with Federal Decree-Law No. 33 of 2021 is 30-90 days (Article 43). The exact time frame is determined in the contract within that time frame. When the required notice is not provided, it can lead to compensation claims. Free zone rule may vary and must be verified.
In all jurisdictions, the employment contract (or award/agreement) may have more or extra requirements. Before exiting an employment, always check the contract, employee handbook and local laws. The summaries are not legal advice as the rules may change and individual situations (e.g. probation, misconduct, mutual agreement) can affect the result.
How to write a short notice resignation letter
A short resignation notice letter gives your employer less time than the contract asks for. You need one when a family emergency or a new start date forces an early exit.
Read your contract first and find the cost of leaving early. Some employers deduct pay in lieu of notice. Others do nothing. Then pick the right version of the resignation notice letter template. If you want your employer to agree, use Template 5. If you must leave and your reason is serious, use Template 4.
State the reason in one or two sentences, offer a fast handover, and propose a fair fix, such as using your leave balance to cover part of the notice. Employers agree to short notice far more readily when you give something back.
Mistakes that cost people money
Many people quit by stating it verbally to the employer, without making an official record in writing. Normally notice periods will be counted from the day the employer actually received the resignation, so always send it by written notice and retain a copy.
Once you submit a resignation notice letter of resignation, it goes into your permanent employment file. It will be read by lawyers in case of a dispute. It would be best if the resignation notice letter remains short and professional and the issues or complaints are addressed in another formal manner, not in the resignation itself.
For many people, the date of the resignation notice letter or the date it is sent marks the beginning of counting their notice. The clock usually does not start until the employer receives it, so never forget to have proof of receipt, such as an email read receipt, registered post receipt, or even a written receipt.
Finally, don’t neglect the monetary aspect. Make an official written request dated for your final salary, any unexpired leave pay, and experience/service certificate. Verbal requests are often forgotten and disputed.
Don’t be tempted to take client lists or company documents out with you when you leave. Copying material that is not the property of the employer can result in legal issues that may not have existed before. Give back what is theirs and only keep what is truly yours.
Frequently Asked Questions
How do I write a resignation letter with notice?
State that you are resigning, your current job, your last working day and a note of thanks (brief). Place the date of the letter at the top and sign it. Use Template 1 for a standard notice period, or Template 2 for a 2 week notice period.
How do I write a resignation notice?
Send a brief resignation letter or e-mail and include the end date of your job. All the resignation templates above do this within 150 words. Keep in mind that the notice period is typically from the day that your employer receives the notice. Make sure to retain a copy and request a written receipt.
How do I write a short-notice resignation letter?
Give a concise one-sentence explanation, outline the handover plan, and request approval to leave early. If you are asking for agreement to leave early please use Template 5, if you have to leave early for an important reason please use Template 4. Note that the employer may call up deductions for any notice period not worked under the contract.
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How do I write a resignation letter that includes a notice period?
Specify notice period (in your contract, e.g., 30 days) and exact last working day. Use the clause of your contract if available. The wording in Templates 1 and 3 are appropriate.
Do I have to give notice if my contract says nothing?
This varies by country. Two weeks’ notice is a professional custom for workers in “at will” employment contracts in the U.S. A court in Canada and Australia will typically require reasonable notice. The law in the UK stipulates that at least one week’s notice be given after one month of continuous service.
Is email enough to resign?
Most offices allow use of email to communicate, unless the contract states that a signed paper letter is required. Send the email, attach and print out a signed PDF if possible, and record the employer’s response to keep.
Can my employer refuse my resignation?
No. Upon the proper giving of notice, the employment shall terminate at the expiration of the notice period. The resignation is not something an employer can refuse, but if they refuse to pay for an early release, they may require you to do your notice period.
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