Resignation letter format
A resignation letter follows normal business letter format. If it's printed, it has your details, the date and your manager's details at the top. If it's an email, those go away and the subject line does the work.
Here's each part in order, then a complete example you can copy.
Resignation letter generator
Resignation letter format: 2 to copy
1. Full business letter format
[Your name] [Street address] [City, State ZIP] [Email] | [Phone] [Date] [Manager's name] [Manager's job title] [Company] [Company address] Dear [Manager's name], Please accept this letter as formal notice of my resignation from my position as [job title] at [Company]. My last day of employment will be [date]. I'm grateful for the opportunities I've had during my [time] here, particularly [one specific thing]. During my notice period I'll complete my current projects and prepare handover notes. Please let me know if there's anything specific you'd like me to focus on. Sincerely, [Signature] [Your typed name]
2. Email format
Dear [Manager's name], Please accept this email as formal notice of my resignation from my role as [job title]. My last working day will be [date]. Thank you for your support during my time at [Company]. I'll make sure my work is handed over properly before I leave. Best regards, [Your name] [Phone]
The parts of a resignation letter, in order
- Your contact details. Name, address, email and phone at the top left (printed letters only).
- The date. The day you hand it in, written out: "March 3, 2026".
- Recipient details. Your manager's name, title, company and address.
- Greeting. "Dear [first name]," if you normally use first names, otherwise "Dear Mr./Ms. [surname],".
- Opening paragraph. You're resigning, from which role, and your last day.
- Middle paragraph (optional). A short thank-you or a highlight.
- Closing paragraph. Your offer to help with the handover.
- Sign-off. "Sincerely," "Kind regards," or "Best regards,".
- Signature and typed name.
Formatting checklist
- One page. Most good resignation letters are under 200 words.
- A standard font like Arial, Calibri or Times New Roman at 11 or 12 pt.
- 1-inch (2.5 cm) margins, left-aligned, single spacing, a blank line between paragraphs.
- No complaints, no salary talk, no criticism of colleagues.
- Save as PDF if you're attaching it to an email, so the layout doesn't shift.
- Name the file clearly: "Resignation – Jane Smith.pdf".
Frequently asked questions
What is the correct format for a resignation letter?
Standard business letter format: your details, the date, the recipient's details, a greeting, two or three short paragraphs (resignation and last day, thanks, handover), a sign-off and your signature.
How long should a resignation letter be?
Usually three short paragraphs and under one page. Longer isn't more professional.
Does a resignation letter need an address?
A printed letter normally includes addresses at the top. An email doesn't need them; your email signature is enough.
What date goes on a resignation letter?
The date you submit it. Your last working day goes in the body of the letter.