A resignation letter is the formal written notice that you are leaving your job. It needs exactly three things: the position you are resigning from, your last day of work, and a professional tone. Everything else (reasons, feedback, grievances) is optional and usually better left out.
The letter goes into your personnel file and outlives your departure: it is the document a future background check or reference call may surface, so its only goal is a clean, graceful exit.
What to include, and what to leave out
- Include: your position, your last day, and a thank you if you can offer one sincerely
- Include: an offer to help the transition, which managers remember and repay in references
- Leave out: criticism of the company, your manager, or colleagues, even justified criticism
- Leave out: detailed reasons, salary comparisons, or where you are going next
- Leave out: negotiation attempts; a resignation letter is notice, not leverage
Say it in person first
Best practice is to tell your manager face to face or by call, then hand over the written letter the same day. Nobody should learn about a resignation from an envelope or an email chain.
How much notice should you give?
In at-will employment, no law requires notice from either side in most states. Two weeks is the professional convention, and it exists for a reason: it gives the employer time to plan and preserves your reference. Check your employment contract or handbook first: some agreements require longer notice, and some employers pay out accrued vacation only when proper notice is given, where state law allows that condition.
What happens after you hand in the letter
Expect a conversation about your last day, the handover of your projects, and the return of company property. Your employer must pay your final wages within the deadline set by your state, which ranges from your last day (California, for quits with notice) to the next regular payday in most states. Ask HR in writing about accrued vacation payout, your last benefits day, and COBRA continuation so the answers are on record.
Be ready to leave the same day
Some employers accept the notice but end access immediately, especially in sensitive roles. Back up personal files and personal contacts (never company data) before you announce your resignation.
Frequently asked questions
Am I legally required to give a resignation letter?
In most cases no: at-will employment lets you leave at any time. The letter is a professional courtesy that creates a clear record of your notice and your last day, which protects you in disputes about accrued pay or rehire eligibility.
Do I have to give a reason for resigning?
No. 'Please accept this letter as formal notice of my resignation' is entirely sufficient. This template lets you optionally mention a neutral reason like a new opportunity or relocation.
Can my employer refuse my resignation?
No. Resignation is a unilateral act: you do not need approval. An employer can propose a counteroffer or ask you to reconsider, but cannot force you to stay.
Will I get my unused vacation paid out?
It depends on your state and your employer's policy. Some states (like California) treat accrued vacation as earned wages that must be paid out; others let the employer's written policy decide. Ask HR in writing before your last day.
Should I send the letter by email or on paper?
Both work legally. The professional standard is to resign in person, then follow up with the letter (printed or PDF by email) the same day so HR has it on file with a clear date.