Resignation Letter Form

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A resignation letter form is a tool for employees who want to leave their current position for a new one. Addressed to their manager, the letter provides official notice that the employee plans to leave their position. It also lists the date that the employee will no longer be with the company. Once completed, the employee should make a copy of it to keep for their records and provide the original to their employer.

What is a Resignation Letter? 

A resignation letter should be a professional, formal letter that is given to the employee's supervisor in order to put their intentions in writing. A resignation letter is an appropriate way to leave a job while still remaining on good terms with other employees and the supervisor.

A resignation letter should include various information about the employee and their job so that they can be identified appropriately. The employee should make sure to include their name, current job position, a brief explanation of why they are resigning, and what date their last day will be. It is best to submit a resignation letter as soon as possible to give the employer adequate time to prepare for your departure from the company.

Types of Resignation Letters

More Than Two Weeks

  • Giving more than two weeks notice is generally not the standard practice in terms of resignation. Usually, two weeks is the timeframe that most choose to give when they resign because it gives their company time to begin making the transition of hiring a new employee to take their place or to dispense their work among other co-workers. However, some still provide more than a two weeks notice to their employers, perhaps because of company dynamics, or because projects are assigned months in advance. Nevertheless, the process of giving more than a two weeks notice is similar to the standard two week’s letter. The information, sections, and format are all the same. We will explore all that is in a resignation letter below.

Two Weeks Notice

A two week resignation letter notifies your employers that you will be departing from the company in roughly two weeks, which is the standard practice among resignations. This gives you time to wrap up any projects that you may be working on, while also allowing your company to fill your position and minimize disruptions within the company; smoothing the transition process with the new employee. There several different forms of a two-week resignation letter.

  • Simple Two Weeks Resignation Letter
    • A simple resignation letter is appropriate when you may not know your boss that well, or you do not wish to include a reason as to why you are leaving the company. This letter is very much short, sweet, and straight to the point.
  • Formal Two Weeks Resignation Letter
    • This type of resignation letter is appropriate for more formal and professional settings, or if you are not very close with your manager and want to keep your resignation professional and nothing more. Formal resignation letters do not always provide a reason for the resignation.
  • Professional Two Weeks Letter
    • This resignation letter is great if you are in an industry where your reputation plays a determining factor in your future employment, such as being a salesman, or leader in the company. This letter is even appropriate if you want to keep the door open so you may possibly return to the company or work with the team again in the future.

Short Notice (less than 2 weeks)

Sometimes circumstances do not allow a two weeks notice. Some job opportunities simply cannot wait.  Whether its due to an emergency or a new position that requires you to start your new job right away, a short notice, or no-notice resignation letter would be appropriate here. These types of situations often put your employer in a tough position, however, it happens. With short notice resignations, try to speak with your employer face to face before following up with a letter. Make sure that you include the following in your short or no-notice resignation letter:

  • Provide the date
    • Be sure to include the date that you plan to leave the company (even if that date is today)
  • Avoid specifics
    • You don’t need to go into lengthy detail as to why you're leaving the company (if you don't want to).
  • Express gratitude
    • Be sure to thank your employer for the opportunity. Even if you are leaving because of a disagreement, or because you are unhappy with the company, do not express that in this letter. You want to try to maintain the best relationship with your employer as possible, especially if you may need to use them as a reference in the future.
  • Provide your contact information
    • Remember to include your personal contact information should your employer need to contact you for any other interactions, such as where to send your final paycheck etc.

Components of a Resignation Letter

The basic components of a resignation letter are listed below.

  1. Letter date
    • This is where you include the date you submit the letter. Be sure that if you type the letter on an earlier date, write the date you plan to present the letter and not the date you typed it.
  2. Address
    • Following a business letter setup, be sure to include the company name, address, zip code and other pertinent contact information at the top of the page.
  3. Addressee
    • The addressee is generally your manager, however, if you need to address a larger department, state the name of the department or division of the company.
  4. Resignation notification
    • This is where you make it clear that you are resigning.
  5. Date of departure
    • This is the date where you state the exact date you will be leaving the company.
  6. Reason for leaving (this is optional)
    • You do not need to give your manager or company a reason as to why you are leaving. If you wish to state why you are departing, make sure that your reasons do not include any negative connotations. You always want to leave on a good note, ensuring you may use your manager as a contact or reference in the future.
  7. Gratitude/Thank you
    • Ensure that you thank your employer for the opportunity and that it has been a pleasure to work for/with them.
  8. Signature
    • Sign your name above your typed name.

How to Write a Resignation Letter

Below, we will take the components above and put them to use, giving you a step-by-step guide to writing a professional resignation letter.

Step by step

Below are the essential steps to writing a solid resignation letter.

  1. Step 1: Type your name, and contact info at the very top of the page.
  2. Step 2: Write the company's name, address, and phone number
  3. Step 3: Address your superior, manager, or department. “Dear Mr. or Ms.” will suffice.
  4. Step 4: Your resignation statement goes here. An example of a simple, clear statement is as follows: “Please accept this formal notice as my resignation from the position of…”
  5. Step 5: Your last day. An example of a last-day statement can be as simple as “March 13th will be my last day”.
  6. Step 6: Gratitude. One example of a gratitude statement is: “Working for you has been a wonderful experience, and I thank you for the opportunity to learn and grow under your leadership.”
  7. Step 7: Your signature. Type your name at the bottom of the page, and sign above.

Tips for Writing

Sometimes you may want to personalize your resignation letter, which can be difficult, as these types of notices may not be the easiest to write. Here are some helpful tips to keep in mind when writing your best resignation letter.

  • Try to give an appropriate notice
    • If you know that you will be leaving on a certain date, do not wait until the last minute to give notice to your superiors. Try to give at least two weeks notice in your resignation letter.
  • Be Grateful
    • Try to be thankful throughout your letter. Resigning is not always the best news to break to your employer, but thanking them for their leadership and the opportunity to work with the company will not only show your appreciation, but may also open your employer up to providing future references.
  • Don’t Complain
    • You don’t want to burn any bridges, and writing a resignation letter is not the place to vent frustrations with your job or the inner workings of the company.

Writing an Email Resignation

Sometimes you may not be able to hand your employer a hard copy resignation letter, perhaps because you work remotely, or your supervisor does not work at your work location. Nonetheless, just because it is an email, doesn't mean it should not be just as professional and structured as a physical resignation letter. An email resignation is similar to a hard copy resignation letter. Their main difference is their method of delivery. Additionally, here are a few things to keep in mind.

Try to speak with your Human Resources department, if possible.

  • This avoids blindsiding your employer by emailing your resignation letter out of the blue, especially if you may have just spoken with him or her or showed up to work with no indication that you are departing. You should try your best to use a hard copy resignation letter unless you either do not feel safe delivering one in person, or you work remotely from home and do not physically interact with your supervisor.

Include the pertinent information

  • Include all the information that your supervisor will need in the resignation email. This includes your effective resignation date, where the company can send your final paycheck, as well as any questions that you may have about your departure. Some of these questions may include inquiring about what happens to your paid time off and sick time. Some businesses allow you to cash out on these perks, including them in your final paycheck, while others have a “use it or lose it” policy. Also, make sure that your subject line is professional and direct. “Resignation - (Your  Name)” or “Departure - (Your Name)” will suffice, and is a better subject line than “I Quit”.

Proofread and Format

  • Lastly, you want to make sure that you proofread your email before sending it. The last thing you want is a resignation letter that looks like you sent it from your smartphone during your evening commute home. Though it may be an email, which is generally considered much more casual than a hard copy letter, you still want your resignation letter to be as professional as possible. Read through it twice, checking for typos, correct information, and dates. Additionally, make sure it is structured just like a hard copy resignation letter. Remember that sometimes with digital communications, their format or structure changes when they are sent to different computers of devices. Try sending the email to yourself to check its format, or try sending it to someone you know who will look over it for you before you send it to your superior. This gives your resignation letter a chance to be looked at with fresh eyes to catch any small mistakes or typos.

The Essential Guide to Quitting Your Job

By FormSwift Editorial Team
June 25, 2018


Here is our guide to quitting your job. We cover good and bad reasons to do so, how to inform your boss, how to write a resignation letter, and how to prepare to enter new industries and positions thereafter. Quitting a job is a major decision. We hope this guide helps guide you through the process in a manner that maintains professionalism and courtesy.

Quitting your job basics

There are good and bad reasons for quitting a job. Therefore, if you are considering quitting, it is important you do so with good reason.

You should begin by asking yourself the following:

  1. Will quitting make you happier (personally, emotionally, mentally, financially, etc.)?
  2. Is the timing right?
    • Are you in a situation, financially, to get by, support your family, etc. without your current paycheck?
  3. How will you cover your expenses?
  4. Are you willing to change your lifestyle to accommodate the loss of income?

Good reasons for quitting

There are good reasons for quitting your job, including:

  • You are offered a new job: make sure, if you are offered a new job, that you have a signed offer before you tell your current boss you are leaving.
  • You are very unhappy in your current job: again, before quitting, take time to research and plan your transition out of your current job and into the next one, how you will support yourself in the interim, etc.
  • Serious Illness: personal or family illness is a legitimate reason to quit your job.
    • Be sure to assess what quitting means for your health insurance and how that impacts your treatment.
  • Your current job does not work with your schedule: perhaps, for example, you require more flexibility than your current position can offer.
  • Returning to school
  • Career change
  • Leave a part-time job for a full-time position elsewhere

Reasons to reconsider quitting

  • You are underpaid: unless you have another offer at a higher salary, quitting will not improve your financial situation. You should instead research the market salary rate for your position and experience and consider approaching your boss about a raise.
  • You feel under-appreciated: rather than quit, determine what type of appreciation you are missing and consider whether or not speaking with your boss can resolve the issue.
  • You are unfulfilled in your current role: again, rather than quitting, consider requesting more responsibilities or set up a meeting with your boss to discuss opportunities for an expanded role.
  • You are unhappy with your work-life balance: again, consider negotiating within your current company and position.
  • You are recruited: if you are not looking for a new job and are recruited for a new position, be sure to evaluate all of your options before taking the new job.

Questions to consider before talking to your boss

If you decide to quit, ask yourself the following before informing your boss:

  1. Will you stay longer than your planned quit date if your boss asks?
  2. If your boss makes a counter-offer to retain you, would you consider it? If so, what do you need in order to stay?

How to tell your boss you are quitting

It is imperative you quit your current position with class and professionalism. Although you may think you will never work with your current boss again, the future is uncertain. Moreover, your professional reputation and character follows you wherever your career takes you.

Therefore, be sure to do the following when you quit:

  1. Express gratitude
  2. Explain why you are leaving
  3. Ask how you can help make this transition easier for the company
  4. Remember that your resignation is an opportunity for networking and maintaining future connections and relationships.
  5. Remember that you should follow-up an in-person resignation with a formal resignation letter.

Do’s and don’ts for quitting

Here is our essential list of do’s and don’ts when quitting:


  • Give notice when possible.
    • Give at least 2 weeks notice, unless your contract requires longer, in which case, be sure to provide the required notice.  
    • When you tell your boss you are quitting, give them the exact date you will stop working.
  • Write a formal resignation letter even if you resign via email or phone.
  • Clean up personal files and email messages on your computer.
  • Know what you are entitled to when you leave.
    • Benefits, salary, health insurance, unused vacation/sick day pay, rolling over 401k, etc.
  • Ask your boss/coworkers to write you a reference
    • They can do this on Linkedin, but also ask if they will also be available via phone and email in the future
  • Return all company property


  • Write an antagonistic or animus-filled resignation letter
    • Remember, your professional reputation extends well beyond your current position. A rude letter may come back to haunt you in the future.
  • Make the resignation personal, in any way
  • Tell your co-workers you are/were unhappy with your current job
  • Brag about your new job
  • Bad mouth your old job or coworkers
  • Leave without saying goodbye to your colleagues
    • This can be done in person, or via email.
  • Write a negative review of your company on Glassdoor or any other site that can be traced back to you.

What to do before leaving your job

After you inform your current company you are leaving, it is important to continue to do your job sufficiently and professionally until you leave. Here are some tips to do so:

  • Offer to help your team or manager train a new hire or help them adjust without you.
    • Make a list of your job responsibilities and share that list with your manager or new hire.
  • Update your Linkedin profile and resume.
  • Write recommendations for others and ask them to do the same for you.
  • Save whatever samples of your work you can (assuming you are legally permitted to, of course) to your personal computer so you can use them for future job interviews.
    • Make sure any work you keep does not violate any company NDAs.
  • Have a plan in place when you stop your current position
    • How will you cover expenses, what does your financial safety net look like, etc.?
    • Make a new budget, if necessary
  • Calculate your retirement income 

Do you need a formal resignation letter?

Whether or not you need a formal resignation letter depends on several factors. You should therefore do the following:

  • Consult your employee handbook/agreement
  • It should indicate if a resignation letter is required
    • If it is, your HR representative should notify you.
  • Consider drafting one anyway: having one on hand is a good idea, should you need it.
  • If you do not want to write one, make sure there is written evidence of your resignation (in an email, etc.) in order to avoid any potential confusion.
  • If you resign via email or phone call, you should still follow the resignation letter format (provided below)

How to write a resignation letter

If you need or decide to write a resignation letter, here’s how to do so:


  1. Header: your contact info, employer compact info and the date
  2. Salutation: address your manager with their formal title
  3. Introduction: begin the body of your letter with a clear and concise statement
    1. E.g. “Please consider this letter to be my formal notice that I will no longer work at x company, effective y date.”
  4. Thank you: thank your manager(s) and team, even if you hated your job
  5. Explain how you will help transition
    1. When will you complete current projects, what will be the status of any you cannot complete, how will you prepare the rest of your team for your departure, will you train a new employee, etc.
  6. End on a positive note
  7. Signature (handwritten) followed by typed name and contact information


  1. Keep the letter concise (no more than one page typed)
  2. Use a traditional font and size (10-12 point)
  3. Format the letter properly--single-spaced with one-inch margins all around  
  4. Make sure to edit and proofread the letter before submission

How to write a no notice resignation letter

In some instances, you may have to resign your current position immediately and without notice. If such a situation arises, we recommend you do the following:

  • Speak with your manager first, then follow up with HR (in person is always best)
  • Write a letter
    • You do not have to go into details, but be sure to express your gratitude
    • Apologize for not being able to provide proper notice

Preparing to quit your job--Millennial edition

According to one study, here are the five most common reasons millennials quit jobs:

  1. Minimum wage growth
  2. Lack of advancement opportunities
  3. Excessive overtime
  4. Corporate culture that discourages collaboration
  5. Not enough flexibility

Therefore, if you are a Millenial and considering quitting your job, be sure to consider the following tips, geared specifically for the Millenial generation:

  1. Prepare your finances: in general, Millennials do not have as much in savings as older generations, so it’s important to determine how you will pay for expenses like rent, food, utilities, emergencies, etc.
  2. Look for full time roles: if you can’t find one, consider relevant freelance positions
  3. Don’t be impulsive: think carefully about why you are quitting, why are you unhappy, and why quitting will make you happier?

Preparing to quit your job to pursue entrepreneurship

Many workers quit their jobs to pursue their own entrepreneurial ventures. While it may seem like a good idea to quit your day job in order to pursue entrepreneurship full time, it is important to assess a few things before taking that plunge:

  1. Assess the viability of your business concept: have you conducted extensive market research, talked to investors and potential partners, etc.?
  2. Are you ready for your role and expanded responsibilities with your new business?
    • There are many additional responsibilities when running your own business
  3. Assess your finances
    • If your new business tanks, can you support yourself?
    • Do you have a back up plan?
  4. Seek advice, from friends and relatives, past co-workers, managers and mentors.


It is likely that all workers will find themselves in a situation at some point in their career where they seriously contemplate quitting a job. It is essential that when they do they proceed without impulse, immaturity, and unprofessionalism. Hopefully this guide equips you with the tools to navigate quitting a job in the best way possible.

Firings and Resignations Under Nixon and Trump

June 25, 2018

Infographic timeline of firings and resignations under Nixon and Trump.


Our team at FormSwift created a timeline of the resignations and firings under President Trump and President Nixon. The timeline includes the amount of time between the inauguration and each president and the firing or resignation.

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