Letter of Intent to Resign (Samples & Templates)

This letter of intent is an official document that an employee writes to their company/employer informing them of their intent to resign from their current employment.

There are four main reasons employees need to draft these letters as soon as they provide their employers with formal verbal resignation notices.

This includes the following:

  • To avoid misunderstandings with their employers
  • To ensure that employers have enough time to hire and train a suitable replacement
  • To be able to leave their employment on good terms and maintain a positive employer-employee relationship for future job opportunities
  • To have a record of when they will have left their job to receive benefits, vacation pay, etc

When you decide to quit your employment with a given company, you must submit a formal and professionally written resignation letter notifying your employer of your decision to leave. Despite your reasons for resigning from your job, it would be best if you strived to leave your employer gracefully because you may need them to provide you with solid recommendation letters for your future job-searching process. You may also need to be rehired in the company once your grievances have been resolved; thus, avoid burning any bridges with your professional networks.

This article will shed some light on writing it effectively and the essential tips to consider while drafting it.

Free Sample Letters

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    Free Printable Personal Reasons Intent to Resign Letter Template for Word File
    Free Printable Family Reasons Intent to Resign Letter Template for Word File

      Basics of Resignation Letter

      It is written to formally notify your employer that you want to resign from your post. Most employers require this document to consider the resignation binding; thus, it should be written in a formal, professional tone and address the key issues that prompted you to resign. However, before submitting it to the employer, consider scheduling a face-to-face meeting with them to discuss your intent to resign.

      If a face-to-face discussion is impossible, speak to your employer directly over a phone call or video chat as a sign of respect. It is also standard practice to submit your resignation letter immediately after this conversation or in person during your meeting. Its content should also be well thought out and address the critical issues that may affect the employer in hiring a suitable replacement, and it should be signed and dated.  

      Generally, it should contain a statement indicating your intention to leave, your final working day, a thank you note to the employer and your colleagues, your next steps, and any other relevant information.

      Resignation Letter Format and Layouts

      It is formal business correspondence, and like any formal letter, it should follow the appropriate business letter format. The right font type to use while writing should be Times New Roman, Calibri body, or Arial Black. The standard font size to use is 12. Always leave a blank line between the sender’s address, the date, the receiver’s address, and the salutation. Similarly, leave a blank line between each of the main paragraphs and the sign-off to make your document more organized.

      There should be about seven lines to one page of a resignation letter, with a single or 1.15 spacing between lines. The typical length is half a page to one full page in length. The margins of the letter should be one inch on both four sides. Within the body, left-align your paragraphs and justify your text. Remember to save and submit it in PDF format.

      Writing a Letter of Intent to Resign

      You should communicate your purpose for writing the letter positively and respectfully. Use a polite tone throughout the document and provide only the essential information to ensure it is brief and to the point.

      The following key points need to be addressed in it:

      Provide a professional header

      The letter should begin with the sender’s information. The sender’s information includes their name and contact information. The date of writing should also be stated in day-month-year format, and the receiver’s information should include their full name, title, and company name/organization they represent.

      After this, provide a brief and concise subject line that indicates your letter’s purpose, then write a professional salutation addressed to the letter’s receiver using their full name and correct title, Dear Mrs. Hannah Keller.

      Introduce yourself by mentioning your job title

      Begin your letter with a brief introductory paragraph describing who you are and the job title you hold within the organization. Introducing yourself is important because it lets the receiver know more about you.

      State the purpose of writing

      In the same introductory paragraph, establish your purpose for writing it.


      State clearly that you are writing to notify your employer of your intention to leave their company.

      Announce the intent of resignation with a specific date

      Use the first body paragraph of your letter to explain why you are leaving the company. While providing a specific reason for resigning is not mandatory, some employers may require you to provide a reason for leaving to accept your resignation formally. Therefore, providing a more generalized reason for leaving the job, such as “due to personal reasons,” is strongly recommended, mainly if your reasons are not related to the job itself.

      Along with explaining your reasons for resigning, provide the exact date you intend to exit the company. The date should be at least two weeks before your resignation to allow your employer enough time to find and train your replacement. The notice period to give may also vary depending on the nature and requirements of your job; thus, be sure to check your employee handbook or confirm with your company’s HR department.

      Express gratitude to your employer for hiring you

      Generally, it is appropriate to state your appreciation and gratitude in your letter to avoid coming off as an ungrateful employee. Mention how grateful you are to the company for providing you with an opportunity for growth in your career and thank your colleagues. Including a thank you note for your employer ensures you maintain a positive relationship with your professional networks, and it helps foster a peaceful transition.

      Express your quality time during the job

      Despite your reason for submitting it, you should make an effort to show your employer that you have spent some quality time during your employment tenure at the company and that you are proud of the work you have accomplished over the years. Mention the projects that you were proud to be part of and briefly explain how these projects have helped impact your career life and prepared you for your next steps in life.

      Offer assistance to train the new replacement

      If possible, offer to help your employer with the transition process to strengthen your professional relationship with them further.


      State that you are willing to train and onboard the new replacement so that they’ll have an easier time handling the job’s responsibilities and duties. In addition, offering assistance to train the new hire enables the company to understand your initiative and desire to see them succeed.

      Ask queries (if you have any)

      Given that you have any concerns or queries that need to be clarified by your employer, make sure that they are addressed diplomatically in the concluding paragraph of your letter. It is also vital to add that you value the conversations and appreciate their responses to any of your questions.

      Sign off

      After providing all the relevant information in your letter, end it with an appropriate sign-off such as “sincerely,” “yours truly,” “kind regards,” “thank you,” etc., then provide your signature.


      You may need to leave your current job due to several reasons, including the need for a career change, to find a new job with better remuneration and benefits, to spend time caring for your family due to personal reasons and emergencies such as an illness or death in the family, relocation, etc. You may also need to leave your job if the current working conditions are toxic/unbearable for you or due to a disagreement with your supervisors or colleagues.

      Letter of Intent to Resign Template

      [Your Full Name]

      [Your Job Title]

      [Your Address]

      [City, State, Zip Code]

      [Email Address]

      [Phone Number]


      [Supervisor’s Full Name]

      [Their Job Title]

      [Company Name]

      [Company Address]

      [City, State, Zip Code]

      Subject: Resignation – [Your Full Name]

      Dear [Supervisor’s Full Name],

      I am writing to formally announce my resignation from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].

      This decision has not been easy and reflects much consideration. After [briefly mention reason, e.g., “exploring new opportunities,” “personal reasons,” or “career growth”], I have decided that it is time for me to move on to the next chapter of my career.

      I want to express my sincere gratitude for the opportunities for professional and personal development that you have provided me during my time at [Company Name]. I have enjoyed working for the company and appreciate the support provided to me during my tenure with the company.

      I am committed to ensuring a smooth transition and will do everything in my power to wrap up my duties and assist in the process of finding and training my replacement. I am also willing to provide additional support during this transition, if necessary.

      Please let me know how I can assist further during this transition period. I wish [Company Name] and my colleagues the very best moving forward, and I look forward to staying in touch in the future.

      Thank you again for the opportunity to work at [Company Name]. I am grateful for the invaluable experience and knowledge gained and look forward to applying it in my future endeavors.


      [Your Signature (if sending a hard copy)]

      [Your Printed Name]

      Sample Letters

      sample 01

      Subject: Resignation – Jordan Matthews

      Dear Alexis,

      I am writing to formally announce my resignation from my position as Senior Graphic Designer at Innovative Designs Inc., effective two weeks from today, March 8, 20XX. This decision comes after much consideration and is made due to significant family circumstances that require my full attention and presence.

      The opportunity to work at Innovative Designs Inc. has been one of the most rewarding experiences of my professional career. I am truly grateful for the support, encouragement, and the environment of creativity and innovation you have fostered. Working alongside such a talented team has not only enhanced my skills but also enriched my personal growth and professional ethos.

      Understanding the implications of my departure, I am fully committed to ensuring a seamless transition. I will complete all current projects to the best of my ability and am more than willing to assist in the process of finding and training my replacement. Furthermore, I am available to help remotely, if necessary, following my last day to ensure continuity and support for the team.

      Please let me know how I can further assist in making this transition as smooth as possible. I hope to maintain a positive relationship with you and everyone at Innovative Designs Inc. and look forward to the possibility of our paths crossing again in the future.

      Thank you again for the opportunity to be a part of such a groundbreaking team. I carry forward the lessons learned and experiences gained with deep appreciation and respect for what we have accomplished together.


      Jordan Matthews

      Sample [Email Format]

      Subject: Resignation Notice – Alex Johnson

      Dear Michael,

      I hope this email finds you well. After much deliberation and consideration of my career goals and path, I have decided to resign from my position as Lead Software Developer at Tech Solutions, effective two weeks from today, March 8, 20XX. This decision comes after receiving an offer that aligns closely with my long-term career aspirations in advanced artificial intelligence research, an opportunity that presents a significant step forward in my career journey.

      Working at Tech Solutions for the past four years has been an immensely rewarding experience. The projects I’ve had the chance to lead and the innovative solutions we’ve developed have not only contributed to the company’s success but have also allowed me to grow significantly as a professional. For this, I am deeply grateful.

      I want to extend my sincerest thanks to you and the team for the support, mentorship, and opportunities for professional development I’ve received during my tenure. It’s been a privilege to work alongside such a dedicated and talented group of individuals.

      To ensure a smooth transition, I am committed to completing all outstanding tasks and assisting in the handover process to my successor. I am also willing to provide additional support or training over the coming weeks, should the team require it.

      Please let me know a convenient time for us to discuss how I can make this transition as seamless as possible for the team. I look forward to your guidance on the formalities required by HR for my resignation process.

      Thank you once again for the opportunity to be part of Tech Solutions. I am excited about this next chapter in my career but will always value the experiences and friendships made here. I hope to keep in touch and possibly collaborate on future projects where our paths may cross again.

      Warm regards,

      Alex Johnson

      Lead Software Developer

      Tech Solutions


      (555) 123-4567

      Sample [Email Format]

      Subject: Resignation – Jessica Chen

      Dear Elizabeth,

      I hope this message finds you well. After considerable thought and discussion with my family, I have made the difficult decision to resign from my position as Marketing Manager at Global Enterprises, effective April 15, 20XX. This decision has not been easy but it stems from my desire to take a career break to focus on raising my young children during these formative years.

      My time at Global Enterprises has been incredibly fulfilling. Over the past five years, I have had the privilege of working on impactful campaigns, contributing to our brand’s growth, and learning from some of the most talented individuals in the industry. I am profoundly grateful for the opportunities for professional development and personal growth that have been afforded to me during my tenure.

      I am deeply appreciative of the support and understanding you and the team have shown me, especially in times when I needed flexibility for my family. It is this culture of empathy and teamwork that makes Global Enterprises a remarkable place to work.

      To facilitate a smooth transition, I am committed to working closely with my team over the next month to ensure all my current projects are completed or appropriately handed over. I am also available to assist in training my successor to ensure continuity in our marketing efforts.

      Please let me know a suitable time to discuss the next steps and how I can support the team during this transition period. I aim to leave my role with everything in excellent order for my successor.

      Leaving Global Enterprises is not a decision I take lightly, and it is my hope to return to the workforce in the future. Until then, I look forward to staying in touch and hopefully collaborating again in some capacity down the line.

      Thank you once again for the incredible opportunity to be a part of Global Enterprises. I am eternally grateful for the mentorship, challenges, and successes that have shaped my career thus far.

      Warmest regards,

      Jessica Chen

      Marketing Manager

      Global Enterprises


      (555) 987-6543


      The provided resignation letters, despite varying in context and specific reasons for departure, share common effective communication strategies essential for maintaining professionalism and positive relationships upon resigning. Each letter begins by formally stating the intent to resign and the effective date, providing clear and direct communication about the writer’s decision. They all express gratitude for the opportunities and experiences gained during their tenure, highlighting specific aspects of their roles or projects that were particularly rewarding. This acknowledgment serves to appreciate the employer’s support and foster goodwill.

      Furthermore, the writers outline their commitment to ensuring a smooth transition, offering to complete outstanding tasks, assist in finding and training replacements, or provide remote support if necessary. This demonstrates a sense of responsibility and dedication to the company’s ongoing success, even in their departure. Each letter concludes with a forward-looking statement, expressing hope for future interactions or collaborations, and reinforcing the desire to maintain positive professional relationships.

      Overall, these letters exemplify how to resign with grace, focusing on clear communication, appreciation, responsibility for transition, and the intention to sustain professional connections, embodying best practices in resignation etiquette.

      Letter Writing Tips

      Writing correctly is essential if you want your employer to accept it. Submitting a well-written resignation letter is not difficult if you follow these valuable tips and keep it positive:

      Keep it positive

      You must write a letter that demonstrates your appreciation for the employer and the opportunities they have presented to you. Your tone should remain positive throughout it.

      Deliver it in person

      It is considered more appropriate to deliver it in person as a sign of courtesy and to demonstrate your professionalism. However, consider sending it as an email attachment if an in-person meeting is impossible.

      Avoid complaining

      Refrain from complaining or blaming anyone else for why you are leaving and focus only on the positive aspects of your job. Remember that this letter is the first glance they will get about your professionalism and personality. As such, avoid including any negative comments in the letter.

      Remember networking opportunity

      Just because you are resigning from your current place of work does not mean the job search stops. If your existing employer stays in touch with you, they may recommend you to their contacts in the future, so make it a point to always remain professional and courteous.

      Keep it brief

      Prepare your resignation letter in less than a page and include just the relevant information. Remember that this is your parting shot before leaving your previous employer, so do not leave out any crucial details. However, please refrain from making it too long, as this may negatively affect your professional relationship with your employer.

      Plan for immediate departure

      If you are leaving your current employer shortly, make it a point to submit your letter a week or two before your last day at work. This way, you can use the time to tie up loose ends and prepare yourself for your new responsibilities once you leave the company.

      Edit the letter

      Grammar and spelling mistakes and repeated or irrelevant information should be edited out of your resignation letter to make the letter seem more professional. Additionally, confirm that the notice period you are providing for your resignation complies with your company’s policy by double-checking your resignation notice.

      Send it directly to the HR department

      Such letters should generally be sent directly to the company’s Human Resources department, with a copy also sent to your supervisor. This is because it consolidates all relevant information and simplifies it for their records.

      Frequently Asked Questions

      What is a two weeks’ resignation notice letter?

      It is a formal business letter that serves as your official notice to your current employer, indicating that you will be resigning from your post two weeks from the date the resignation letter is submitted.

      Should you write a resignation letter?

      Yes. Although you will be giving your supervisor verbal notice of your intent to leave the company, submitting a formal resignation letter is still considered polite. It will also serve as official documentation of your intention to leave, preventing any problems or misunderstandings in the future.

      How much notice should I give in my letter of resignation?

      At least two weeks’ notice is expected from you, but it is reasonable to submit one month’s notice if you have been employed by the company for more than two years. Besides, the resignation notice to give may vary depending on the specific employer, the nature of your job, and your position within the organization. Therefore, confirm with your specific employer or check your employee handbook.

      What is the best time to resign?

      The most appropriate time to resign is at the end of a workweek or whenever your employer has scheduled their annual vacation. However, if you are planning to leave early, it is best to resign at the end of your working day to avoid any awkward or uneasy situations with your boss.

      What are the things that I should not include in my resignation letter?

      It is best to avoid making any negative comments in your resignation letter and including unnecessary details. Also, avoid any reference to personal reasons for leaving your current employer.

      About This Article

      Ryan Powell
      Authored by:
      Professional Business Management, Quality Assurance, Human Resources, Supplier Management
      With over 15 years in professional business management and an additional 4 years in e-commerce, Ryan Powell has distinguished himself as a strategic leader, steering sites to generate revenues exceeding $100 million. His approach emphasizes proactive problem-solving and profit optimization. Personal attributes such as strong organization, time management, and team collaboration bolster his professional portfolio. Ryan's experience spans leadership roles from Supervisor to General Manager, with notable contributions in Tier 1 Aerospace sectors, partnering with industry leaders like Boeing and Raytheon. He's adept at quality assurance, aligning with AS/ISO 9001 standards, lean methodology, financial management, including P&L oversight, and human resource strategies that prioritize employee retention. Ryan's comprehensive skill set positions him as an invaluable asset to growth-focused organizations.

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