Resume Builder guide
How to Write a Resignation Letter (With a Template You Can Copy)
By Muhammad Shahid Khan · · 5 min read
Quick answer
A resignation letter should be short, polite and factual: say you are resigning, name your role, give your last working day based on your notice period, thank your employer, and offer to help with the handover. Address it to your manager, date it, sign it, and keep a copy. Do not include complaints or reasons you would not want on file.
Resume BuilderAI Resume, Cover Letter PDF · Free on the App StoreDownload free →| Length | Three or four short paragraphs, under one page |
|---|---|
| Must include | Intent to resign, role, last working day, date, signature |
| Notice | Check your contract. One month is common; one week is the UK legal minimum after a month of service |
| Leave out | Complaints, criticism and salary demands |
| Send as | PDF by email, or printed and signed |
Resigning is awkward, but the letter itself should not be. A resignation letter is a formal record, not a speech. Its job is to confirm your decision and your last day in a way that keeps the relationship good, because the people you work with now are the references and contacts you will need later.
I build Resume Builder – CV Maker AI, a free iPhone and iPad app for résumés, CVs, cover letters, biodata and resignation letters, and the screenshots here come from it. If you want to follow along on your phone, get Resume Builder on the App Store.
What should a resignation letter include?
- The date and your manager's name.
- A clear statement that you are resigning, and your job title.
- Your last working day, based on your notice period.
- A short thank you for the opportunity. One or two sentences is enough.
- An offer to help with the handover.
- Your signature and contact details.
Resignation letter template
Dear [Manager's name],
Please accept this letter as formal notice of my resignation from my position as [Job title] at [Company]. In line with my [one-month] notice period, my last working day will be [date].
Thank you for the opportunities I have had here, and for your support during my time with the team. I have learned a great deal, particularly [one specific thing].
I will do everything I can to make the handover smooth, including documenting my current work and helping to train my replacement. Please let me know how I can help.
Kind regards,
[Your name]
That is all it needs. Keep it to one page, and usually well under it.
How much notice should I give?
Your contract decides. Many jobs require one month, senior roles often three. In the UK, if your contract says nothing, the legal minimum after one month of employment is one week. In the US, two weeks is the usual courtesy for at-will jobs. Count from the day your employer receives the letter, and check whether your notice includes or excludes holiday you have not taken.
What should I leave out?
- Complaints or criticism of your manager, colleagues or the company. Raise those in an exit interview if you want, not in a permanent document.
- Detailed reasons for leaving. "To take up a new role" is plenty, or no reason at all.
- Where you are going, unless you are happy to share it.
- Negotiation. If you might stay for a counter-offer, have that conversation before writing the letter.
Should I email or print my resignation letter?
Either is fine unless your contract says otherwise. Most people now email a PDF to their manager and HR, with a one-line message: "Please find attached my letter of resignation." A PDF keeps the formatting and looks deliberate. Always tell your manager in person or on a call first. Finding out by email is the one thing that sours the conversation.
What happens after I resign?
- Your employer confirms your last day and any remaining holiday.
- You plan the handover: notes, passwords handed over properly, introductions to clients.
- You may have an exit interview.
- Ask for a reference while relationships are good.
Next, update your résumé with your latest role while the details are fresh. See how to make a resume on iPhone, and if you are starting fresh in a new field, how to write a resume with no experience.
How Resume Builder helps
- Unlimited résumés, CVs, cover letters, biodata and resignation letters, free.
- Professional templates with a live preview that matches the exported PDF.
- An ATS check that shows how employer software reads your resume.
- Writing help that works on-device, or with your own AI key.
- Import an old CV from PDF or Word, or scan a printed one with the camera.
- No account: your documents stay on your iPhone unless you share them.
Download Resume Builder free on the App Store and have a clean PDF ready to send in minutes.
How to write and send a resignation letter on iPhone: step by step
- Check your notice period. Read your contract or offer letter to find how much notice you must give, and work out your last working day.
- Tell your manager first. Tell your manager in person or on a call before you send anything in writing.
- Open a resignation letter template. In Resume Builder, create a resignation letter and fill in your name and contact details.
- Write three short paragraphs. State that you are resigning and your last day, thank your employer, and offer to help with the handover.
- Export and send the PDF. Preview the letter, export it as a PDF, and email it to your manager and HR. Keep a copy.
Frequently asked questions
What should I write in a resignation letter?
That you are resigning, your job title, your last working day, a short thank you and an offer to help with the handover. Add the date and your signature.
How long should a resignation letter be?
Three or four short paragraphs. It should fit comfortably on one page.
Do I have to give a reason for resigning?
No. A reason is optional. "To take up a new role" is enough if you want to give one.
How much notice do I need to give?
Whatever your contract says. In the UK the legal minimum after one month of service is one week if your contract says nothing; one month is common.
Can I resign by email?
Usually yes, unless your contract requires a signed letter. Attach the letter as a PDF and tell your manager in person first.
Who should I address my resignation letter to?
Your direct manager. Copy HR if your company has an HR team.
Should I mention my new job in my resignation letter?
Only if you are happy to. It is not required.
Can I take back my resignation?
Only if your employer agrees. Once the letter is accepted, they do not have to let you withdraw it.
Should I complain in my resignation letter?
No. Keep it positive and factual. Raise concerns in an exit interview if you want to.
When should I hand in my resignation letter?
After you have a signed offer for your next role, and after telling your manager in person or on a call.
Can I make a resignation letter on my phone?
Yes. Resume Builder includes resignation letter templates and exports a clean PDF you can email or print.
Is Resume Builder free for resignation letters?
Yes. You can create unlimited resignation letters, résumés, CVs, cover letters and biodata for free.
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