What to do first
Do not use a resignation letter as an exit interview. Keep it factual, future-safe, and clear about your final date.
Start with the Simple Resignation LetterHow this guide was prepared
This guide is written to help readers handle a work & career message with enough context to choose, customize, and send the right template.
- Prepared for the Work & Career category, with links back to 4 related templates so readers can choose a matching format.
- Checked for practical include-and-avoid guidance, including 5 include points and 5 avoid points when available.
- Reviewed for cautious wording around records, policies, timing, and follow-up steps before a reader sends the message.
Read more about Simple Letter Templates or review the general-use disclaimer.
When to use this letter or template
- Use this guide when a manager, HR contact, recruiter, or interviewer needs a professional written message about a resignation letter.
- Use it before you send something that may become part of a workplace, hiring, or offboarding record.
- Use it when you need the tone to stay clear and respectful without oversharing private details.
Email, portal, or online message
Use email for most workplace, hiring, PTO, follow-up, and resignation messages because it creates a dated record.
Printed letter or signed note
Use a printed letter when your employer expects a signed document, formal resignation, or personnel-file copy.
Before you send
If a handbook, contract, recruiter, or HR process names a specific channel, use that channel.
What to include and what to avoid
Include
- Resignation statement.
- Final day.
- Brief thanks if appropriate.
- Transition note.
- Professional closing.
Avoid
- Insults or complaints.
- Threats.
- Detailed HR allegations.
- Oversharing personal information.
- Vague timing.
Tone examples
Neutral
Do not use a resignation letter as an exit interview. Keep it factual, future-safe, and clear about your final date.
Polite
I am resigning from my position, and my final day will be May 22. I appreciate the opportunity and will help with a practical handoff before then.
Follow-up
Use a separate conversation or appropriate process for detailed feedback, disputes, safety concerns, or HR issues.
Situation-specific advice
Manager message
Lead with the request or update, then include dates, role details, or availability.
HR or formal record
Keep the wording neutral and confirm the process, policy, or final date in writing.
Hiring follow-up
Reference the role and conversation briefly, then ask for the next update without pressuring the recipient.
Mistakes to avoid and next step
Mistakes to avoid
- Insults or complaints.
- Threats.
- Detailed HR allegations.
- Oversharing personal information.
- Vague timing.
FAQ
Can I copy the example exactly?
Yes, but replace names, dates, account details, and any wording that does not match your situation.
Should I print it or email it?
Use the channel the school, employer, landlord, office, or company accepts, and keep a dated copy.
Is this advice?
No. These guides provide general writing help only; rules, forms, deadlines, policies, and requirements can vary.