What a resignation letter must include
Only three things. First, a clear statement that you are resigning from your position. Second, your last working day, written as a full date so there is no argument later about when notice started. Third, a line of thanks, even a short one, because the letter goes in your personnel file and is the last thing a future reference-checker may read. Everything else, including the reason, the handover offer and the request for a reference, is optional. The generator above keeps to that order and lets you switch the optional parts on or off.
How much notice to give
The letter should match what your contract says, and the contract almost always asks for more than the law does. In the United States there is no legal minimum in 49 states; two weeks notice is the professional convention, and skipping it mostly costs you the reference. In the United Kingdom the statutory minimum is one week once you have been employed a month, but salaried contracts usually say one to three months. In Canada it depends on the province: Ontario has no employee notice requirement under the ESA for most jobs, while British Columbia and Alberta ask for one to two weeks depending on service. In Australia the Fair Work Act sets one to four weeks by length of service, and awards and agreements often add to that. To turn the notice length into a date, use the last working day calculator, and see the resigning and notice hub for the rules in each country.
What not to write
- Complaints about your manager, your pay or a colleague. Say them in the exit interview if you must, not in a document that gets filed.
- Where you are going and what they are paying you. "A new opportunity" is enough.
- A long explanation. One sentence of reason is plenty, and no reason at all is fine.
- Conditions or ultimatums. If you are hoping for a counter-offer, have that conversation before you hand in the letter, not inside it.
- Anything you would not want read aloud in a reference call two years from now.
How to hand it in
Tell your manager in person or on a call first, then send the letter the same day so the date is on record. In most offices that means a short meeting followed by an email with the letter pasted in or attached. If you work remotely or your manager is away, the email version above is the whole thing. Keep a copy, note the date you sent it, and ask HR to confirm your last day and how any unused leave will be paid. Some employers accept notice only in writing, so a verbal resignation on its own may not start the clock.
Resignation letter examples
Three finished letters you can copy and adapt. The generator produces the same structure with your own details filled in.
Example 1: standard two weeks notice letter
Alex Morgan Marketing Coordinator September 25, 2026 Ms. Priya Patel Northwind Traders Dear Ms. Patel, Please accept this letter as formal notice of my resignation from my position as Marketing Coordinator at Northwind Traders. My last working day will be Friday, October 9, 2026, which gives two weeks' notice. I am committed to making the transition as smooth as possible. I will complete my current work where I can, document anything still in progress, and help train whoever takes over my responsibilities. Thank you for the opportunities I have been given during my time at Northwind Traders. I have valued the experience and the support of my colleagues. Please let me know if there is anything you need from me before October 9. I wish you and the company continued success. Sincerely, Alex Morgan
Example 2: immediate resignation letter
Jordan Lee Customer Support Specialist September 25, 2026 Mr. Daniel Reyes Contoso Ltd Dear Mr. Reyes, Please accept this letter as formal notice of my resignation from my position as Customer Support Specialist at Contoso Ltd, with immediate effect. My last day will be today, Friday, September 25, 2026. I am sorry that I cannot work a full notice period. Personal circumstances mean I need to step away now. I will write up everything that is in progress before I leave today, and I am happy to answer questions by email over the next few weeks so nothing is left hanging. Thank you for the opportunity to work at Contoso Ltd. Please let me know what you need from me to close things out, including how any outstanding pay and leave will be handled. Sincerely, Jordan Lee
Example 3: retirement letter
Margaret Chen Senior Accountant September 25, 2026 Ms. Hannah Brooks Fabrikam Inc. Dear Ms. Brooks, After a great deal of thought, I have decided that the time has come for me to retire. Please accept this letter as notice of my resignation from my position as Senior Accountant at Fabrikam Inc. My last working day will be Friday, October 23, 2026, which gives four weeks' notice. I want to make the handover as easy as possible for the team. Between now and October 23 I will finish the quarter-end close, document the reporting procedures, and help whoever takes over get settled. Thank you for the years I have spent at Fabrikam Inc. I am grateful for the colleagues, the work, and the support I have had along the way. Please let me know if there is anything else you need from me. I wish you and the company continued success. With thanks, Margaret Chen
This page gives wording, not legal advice. Your contract and local employment law decide the notice you owe.
FAQ
How do I write a simple resignation letter?
Three short paragraphs. Say that you are resigning from your position and give your last working day as a full date. Offer to help with the handover. Thank them for the opportunity, then sign off with your name. Put the date at the top and address it to your manager. That is 100 to 150 words, and the generator above produces exactly that from your details.
Do I have to give a reason for resigning?
No. In the US, UK, Canada and Australia a resignation letter only needs to state that you are resigning and when your last day is. A reason is optional and most people either leave it out or keep it to one neutral sentence such as "I have accepted a new role." Save anything critical for the exit interview.
Can I resign with immediate effect?
You can, but check the cost first. In the US, at-will employment means no notice is legally required, though you may lose a PTO payout or a reference. In the UK, Canada and Australia leaving without the contractual notice is a breach of contract; employers rarely sue, but they can withhold discretionary pay and will not give a good reference. Ask first; many will agree to a shorter notice.
Should I resign by email or letter?
Tell your manager in person or on a call first, then put it in writing the same day. An email with the letter pasted in or attached counts as written notice in all four countries and gives you a dated record. A printed, signed letter is only needed if your contract or HR policy asks for one, and many employers still like to have it for the file.