How to write a resignation letter – with downloadable templates.

What is a resignation letter?

A resignation letter is a written piece of communication that lets your employer know you’re leaving their organisation. It establishes a formal departure in writing and shares details about your departure and the end date of your employment.

It’s best to write a letter of resignation to maintain a good relationship with your employer — it shows that you understand how your leave may impact the company. Leaving on good terms also increases your chances of securing a positive reference—and keeps the door open should you ever wish to return.

What should be included in a resignation letter?

While your resignation letter should reflect your specific circumstances, there are a few key elements that should be included in any formal resignation letter. These details help your employer plan for your departure and ensure a smooth handover.

At the top of your employee resignation letter, examples include the following:

• Current date
• Business name and address

The body of your letter of resignation should include this content:

• A statement of resignation. Open your resignation letter stating your intention to resign.
• The date you are leaving. Provide the date of your upcoming departure.
• Notice period. Mention the period you have left with the company. While a common notice period is one month, this can vary depending on your role, length of service, or what’s outlined in your contract. If no contract exists, UK law requires at least one week’s notice if you’ve been employed for a month or more.
• The position you are resigning from. Name your current position that you will be leaving.
• An expression of gratitude for the opportunity. Sharing your gratitude for the time you spent with the company sets a positive tone for your leave and keeps the door open for staying connected with colleagues later.
• An offer to help with the transition. State your willingness to assist with the transition of your position to the next person who will fill your role.

Close out your letter with the following:

• Your name and signature. Sign off with your full name. You can use the Adobe Acrobat online services Fill & Sign tool to sign your letter.
• Contact information. These details can be included at the top, body, or under the signature of your letter, so the company can reach you after you leave.

Why are resignation letters important?

Writing a letter of resignation is important when leaving a job. It helps you exit on a positive, professional note, maintaining a good relationship with your employer. It also ensures clear, direct communication—so your employer hears about your departure from you, not second-hand.

Why it’s important:

• Provides a formal record of departure. Documents your intention to leave, final notice period, and the last day you’ll work.
• Ensures smooth transition. Gives employers time to prepare for you to leave, letting you hand any tasks over to colleagues.
• Shows professionalism. Reflects well on your character, helping you to maintain your reputation as a good employee.
• Preserves relationships. Allows you to leave on good terms, keeping the door open for future opportunities and references.
• Clarifies end details. It lets your current employer prepare any remaining HR tasks, such as holiday pay, benefits, or other obligations.

Reasons behind letters of resignation.

Employees leave their jobs for many reasons. In today's rapidly evolving job market, understanding the reasons behind employee resignations is crucial for employers who strive to retain their talent. We all know that people write resignation letters, but what are the top reasons people leave?

To find out more, we surveyed employed people who have left or are planning to quit their jobs soon.

The reasons behind employee resignations can vary across generations. Low pay and the pursuit of better compensation emerged as the primary driving forces for quitting among Millennials and Gen Z.

Interestingly, among Gen X and Baby Boomers, low pay was still a significant concern, with 41.88% and 32.26% citing it as a primary motivator for quitting. This shows employers must consider the unique needs of each generation to create an inclusive and satisfying work environment to retain their talent.

Knowing the top things employers can do to retain their employees is vital. By addressing these concerns, employers can create a work environment that fosters motivation, growth, and work-life balance. This can help reduce the number of employees writing resignation letters.

We also found that half of the people studied considering leaving their jobs are already ‘quiet quitting’ – a term used to describe employees doing the bare minimum. Of those, 2 in 5 say being offered a raise would make them stay. Employers need to proactively address and resolve any underlying issues and engage with their employees to prevent resignations.

Even still, knowing how to write a resignation letter is very important if you do find yourself looking for a new opportunity:

How to write a resignation letter.

A professional resignation letter needs to state when and why you are leaving while expressing gratitude for the opportunity to work with the company.

Keep it pleasant and professional, as you may need to include your current employer as a future reference. When creating your letter of resignation, you may type it in a Microsoft Word document, but afterwards, it’s best to convert the Word document to a PDF.

By saving your document as a PDF, you can share it in a way that cannot be easily edited by mistake and will look the same on any device. If you need to add text or make other edits to your PDF, you can use the Acrobat online services Edit PDF tool.

Use these simple steps as a template to start your resignation letter:

When should I write a resignation letter?

Methods for submitting a resignation letter and the timing of your notice can vary. Be sure to consider your contract terms, workplace norms, and any personal or professional expectations to help ensure a smooth and respectful departure.

Download a resignation letter template (+ 2 examples).

You don’t need to start with a blank slate. We’ve provided a few examples of resignation letters to give you some inspiration for your own.

Check out our full general resignation letter template and two resignation letter samples below.

What not to include in a resignation letter.

It’s best to keep your resignation letter thoughtful. But there’s no need to go into too much detail about why you’re leaving your role. Keep it short and sweet.

You’ll want to leave out the following details in your letter of resignation:

• The reason you’re leaving. Don’t explain why you’re leaving the job in your resignation letter. Perhaps your new role has a better working environment, benefits, or salary, but you shouldn’t share this information in your letter. Keep the letter professional, positive, and concise.
• What you didn’t like about the job. Avoid complaining about your co-workers or your soon-to-be former employer. Ensure you’re in a calm state of mind before writing your letter, and have someone else review it before you submit it to check that the tone is polite and professional.
• Emotional statements. Keep a calm, respectful tone throughout your letter. Using an aggressive tone is not helpful for anyone, especially yourself, if you potentially want a reference for a future job. Even if the job was not your cup of tea, don’t get emotional in your letter.

Focusing on the positive aspects of the role will set you up for future success by maintaining a network of individuals in your line of work.