How to write a resignation letter professionally

Quitting a job might feel like slipping out the back door and hoping no one notices, but of course, that’s not the right way to handle it. A well-written resignation letter shows respect, wraps things up neatly, and gives your soon-to-be-former teammates the clarity they need and deserve. Even if you’re more than ready to move on, this is your last chance to leave a strong, positive impression and, with any luck, retain potentially vital business relationships.

Jotform can help you write a resignation letter with grace and tact. We’ll look at a few resignation letter templates and share a sample resignation letter to bring it all together.

What is a resignation letter?

A formal resignation letter is an official message you provide to your employer to let them know you’re planning to leave your position. This notification usually includes your last working day and a brief acknowledgment of your time with the company. That’s all it really needs to be: simple, clear, and respectful.

But here’s the thing: this letter isn’t just a box to check. It’s a relationship-preservation tool. Whether you’re leaving on great terms or you’ve been mentally checked out for a while, putting your resignation in writing helps avoid confusion, provides documentation, and gives everyone a heads-up. When done well, it prevents you from going “scorched earth” and leaving your work relationships in rubble.

You don’t need to write a novel. A short resignation letter or even a resignation email should work just fine, as long as it’s professional, direct, and well-mannered. Send it to your direct manager, not the group Slack channel or even an HR rep. And don’t wait until the day you’re packing your desk. Two weeks’ notice is still the standard in most industries, unless your contract says otherwise.

What makes a resignation letter graceful and effective?

You don’t need flowery language or dramatic flair. You just need to get a few important things onto the page. A graceful resignation letter hits the right tone, says what needs to be said, and skips anything that could raise eyebrows or burn bridges. Focus on

• Tone: Keep your letter professional, respectful, and equanimous. Even if you can’t wait to leave this workplace forever, this isn’t the time for sarcasm, scathing criticism, or a mic drop moment.
• Brevity: A page or less is usually plenty to accomplish what’s necessary. There’s no need to rehash your entire career arc.
• Facts: State that you’re resigning, provide your last day, and avoid going off on any unnecessary tangents.
• Privacy: You don’t have to explain your reason for leaving unless it’s relevant or expected. A simple explanation, such as “I’m moving on to a new opportunity,” covers a lot of ground.
• Appreciation: Even a single kind sentence is fine. Mention a positive takeaway from your time with the organization, or thank your manager for their support (even if you had to chase them down to get it).
• Grace: If you’re up to the task, include a mention that you’re available to help with the transition or to train your replacement. Keep it light and helpful, not as if you’re auditioning for sainthood.

What you leave out is just as important as what you include. This isn’t the place to vent, confess, or wax poetic. Stay on track, stay respectful, and stay focused until your last day while avoiding drama.

How to write a resignation letter (with templates)

Figuring out how to write a resignation letter can feel awkward. You want to sound professional but not robotic, polite but not gushy, grateful but not disingenuous. The good news is that it doesn’t have to be complicated. A decent resignation letter follows a simple format, and with the right tools at your fingertips, you can compose your letter from start to finish in mere minutes.

How to structure a two weeks’ notice letter

Let’s break down the standard format: the two weeks’ notice letter. This version of the resignation letter is appropriate for most situations and strikes a balanced tone.

1. Greeting: Start with a simple salutation.
2. Statement of resignation: Your first line should get straight to the point. 
3. Last working day: Include the exact date. This avoids any guesswork on their end.
4. (Optional) Reason for leaving: You’re not required to give a reason, but if it’s relevant or you feel compelled, you can add something brief.
5. Gratitude: Keep this short and genuine. There’s no need to overdo it.
6. Offer to help with the transition: Even if your heart’s already out the door, offering your assistance goes a long way.
7. Sign-off: Wrap up the letter politely.

Once you have composed your letter, double-check it for tone and clarity. It can be helpful to have someone else look it over, as well. Then send it as a resignation email or print it out, sign it, and deliver it to your manager — whichever is standard or acceptable in your workplace.

Want a fast start? Try the AI resignation letter generator

If you find yourself staring at a blank page with no inspiration give Jotform’s AI resignation letter generator a try. Just answer a few short questions, such as your job title, when your last day will be, and the tone you want to use, and our generator will build a letter that fits your criteria. You don’t have to guess, worry about awkward phrasing, or risk offending anyone; the generator will provide you with a clean, personalized first draft that gets the job done.

It’s a great option if you’re unsure how formal your letter should be or how much you’re supposed to say. And to make the process even simpler, you can choose from one of our ready-to-use resignation templates

• Two weeks’ notice letter: Polite, standard, and perfect if you’re following the usual protocol
• Simple resignation letter: Quick and to the point
• Board resignation letter: Best for formal or board-level resignations
• Professional resignation letter: Polished language with a respectful tone

We built all of these templates using powerful forms from the easiest online form builder, so you can make changes on the fly or even save your letter as a PDF.

Resign the right way, with Jotform

Writing a professional resignation letter isn’t about perfect spelling, grammar, and punctuation, although those things do lend credence to your respectability. Instead, your letter should be your way to leave your role with respect and courtesy. This moment matters, even if you’ve been mentally halfway out the door for months.

In your letter, use a tone that reflects your professionalism. Don’t over explain or try to justify your choice. Just state your intent, provide your final working day, thank your employer, and you can walk out for the last time with your head held high. There’s not much more to it than that.

If you’re not sure how to write a resignation letter from scratch, don’t sit there staring at a blinking cursor. Jotform has you covered with several resignation letter templates and our free AI resignation letter generator, both of which can help you write something polished and stress-free. Whether you need a short resignation letter, a two-week notice letter, or a more formal resignation letter, you can find one that fits and customize it with our powerful forms in minutes.