Resignation letter templates: two weeks’ notice, short notice and email

What is a resignation letter and do you need one?

A resignation letter is the written record that you are leaving and when your last day will be. HR uses it to process your separation, schedule your final paycheck and end benefits, and it usually goes into your personnel file. Some employers require resignations in writing, addressed to your immediate supervisor.

The letter follows the conversation, not the other way round. Tell your manager in person or on a video call first, then send the letter the same day. If you are still planning your exit, start with the guide on how to quit a job, which covers benefits, final pay and timing.

Even if your workplace is informal, a short letter protects you. It fixes the date you gave notice, which matters if there is any later confusion about your last day, final pay or eligibility for rehire.

What to include in a resignation letter

A good resignation letter is three short paragraphs or fewer. The essential parts are a clear statement that you are resigning, your job title, and your last working day. Everything else is optional courtesy.

Leave out anything you would not want read aloud at a future reference check. The letter is not the place for grievances, salary comparisons or a detailed account of why you are leaving. If you want to give feedback, save it for a calm conversation or an exit interview.

• Date, and your manager’s name (and HR, if your employer asks for that).
• A direct statement: “Please accept this letter as my resignation from my position as…”
• Your last working day, written as a full date.
• One or two sentences of thanks, if you mean them.
• An offer to help with the transition, with one concrete example if you have it.
• Your name, and a personal email if you want to stay in touch after you leave.

How to format a two weeks’ notice letter

Use a simple business letter format if you are printing it: your name and contact details, the date, your manager’s name and the company, a salutation, the body, and your signature. Keep it single-spaced, left-aligned, and on one page. For email, put the key facts in the subject line and skip the addresses.

Two weeks’ notice is customary in the U.S. for most jobs, but check your contract, employee handbook or collective bargaining agreement first, because they can set a longer notice period. Managers and people in specialized roles often give more notice, such as a month. Count your last day from the day you actually deliver the letter.

Write the last day as a date, not “two weeks from today.” Dates avoid disputes, especially around holidays, shift schedules or pay periods.

Resignation letter templates for common situations

Replace the bracketed text and delete anything that does not fit. The names and companies below are illustrative. Keep the tone plain; a letter that sounds like you is better than one that sounds like a legal document.

Short-notice, immediate and retirement resignation letters

Sometimes two weeks is not possible. If you must leave sooner because of health, safety, a family emergency or a situation you cannot stay in, you can still resign professionally. Say that you are giving shorter notice, give a date, keep the reason brief, and offer whatever help you realistically can. You do not need to share medical or personal details.

If you are leaving because of harassment, discrimination or unsafe conditions, consider getting advice from HR, a legal aid organization or an employment attorney before you send anything, because the wording and timing may matter for any later claim. Keep your letter factual either way.

Retirement letters usually give more notice, often several months, so your employer can plan a replacement and you can sort out pension or retirement-plan paperwork.

How do you send a resignation letter by email?

Email is acceptable at most workplaces, especially for remote and hybrid teams, and it gives you an automatic timestamp. Send it to your manager, and copy HR only if your employer’s process says to or your manager asks. Paste the letter into the body of the email rather than attaching a file so it is easy to read on a phone.

Use a subject line that says exactly what it is. Avoid vague subjects like “Quick update,” which can get missed.

• Resignation: [Your name], last day [date]
• Two weeks’ notice: [Your name]
• Notice of resignation, [job title]

How to deliver your resignation letter and what happens next

Hand the letter to your manager, or email it, immediately after your conversation. If your manager is hard to reach, schedule a short meeting rather than leaving a letter on their desk. Keep a copy of the letter and a note of the date and time you delivered it.

Your employer may ask you to work your full notice, reassign your duties, or end your employment sooner. Ask HR when you will receive your final paycheck and any payout of unused paid time off. Federal law does not require immediate final pay, but some states set short deadlines, and PTO payout rules vary by state and employer policy.

If you are resigning because you accepted a new offer, confirm that the offer is final and in writing before you send the letter; the guide to accepting a job offer explains what to confirm. If you are weighing a counteroffer, use the job offer evaluation guide to compare both options fairly. If this move is part of a bigger shift in direction, the career change guide covers the next steps.