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Resignation Letter template

A resignation letter formally notifies your employer that you are leaving your job, confirms your last working day, and helps you leave on good terms with a clear handover plan.

A resignation letter is a short written notice telling your employer that you are leaving, stating your last working day. You need one whenever your contract requires notice in writing, and it is wise even when it does not, because it fixes the date your notice started and avoids arguments about your final day and pay.

Use this template — sign onlineOpens as a ready-to-send document with signature fields placed.
Replace everything in [BRACKETS], export to PDF, then send it for signature.

1. Letter Details

[YOUR NAME] [YOUR ADDRESS] [YOUR EMAIL] Date: [DATE] To: [MANAGER NAME] [MANAGER TITLE] [COMPANY NAME] [COMPANY ADDRESS] Subject: Resignation — [YOUR NAME] Dear [MANAGER NAME],

2. Statement of Resignation

Please accept this letter as formal notice of my resignation from my position as [JOB TITLE] at [COMPANY NAME].

3. Last Working Day

In accordance with my [NOTICE PERIOD, e.g. four (4) weeks'] notice period, my last working day will be [LAST WORKING DAY]. [OPTIONAL: I understand I have NUMBER days of unused leave, and I would like to discuss whether these will be taken before my last day or paid out.]

4. Handover

I am committed to making the transition as smooth as possible. Before I leave, I will [HANDOVER ACTIONS, e.g. document my current projects, complete PROJECT, and train COLLEAGUE on my responsibilities]. Please let me know how else I can help during the notice period.

5. Return of Property and Final Matters

I will return all company property, including [LAPTOP, ACCESS CARD, KEYS, DOCUMENTS], on or before my last working day. Please send my final payslip and any employment documents to [PERSONAL EMAIL OR ADDRESS]. I understand my confidentiality obligations continue after I leave.

6. Thanks

Thank you for the opportunities I have had during my time at [COMPANY NAME]. [OPTIONAL: I have particularly valued SPECIFIC EXPERIENCE OR SUPPORT.] I wish you and the team continued success. Kind regards,

7. Signatures

This letter may be signed electronically, and electronic signatures have the same effect as handwritten signatures. EMPLOYEE: [YOUR NAME] Signature: ____________________ Date: [DATE] ACKNOWLEDGMENT OF RECEIPT Received on behalf of [COMPANY NAME]. Confirmed last working day: [CONFIRMED LAST WORKING DAY]. Signature: ____________________ Name: [MANAGER OR HR NAME] Title: [TITLE] Date: [DATE]

Our take: Our take: keep it short. A resignation letter is not the place to explain why you are leaving or to air grievances; that belongs in an exit conversation, if anywhere. The thing people get wrong is the date: count your notice period from the day your employer receives the letter, and check whether your contract says working days or calendar days. Asking your manager to sign an acknowledgment gives you a timestamped record, which is useful if your final pay or leave balance is disputed. If you are the employer, the counterpart document is a termination letter, and you may want to review our employment contract template.

When should you use a resignation letter?

  • When you have accepted a new job and need to give formal notice
  • When your contract requires notice of resignation in writing
  • When you want a dated record of when you gave notice
  • When you want to offer a handover plan and keep a good relationship with your employer

How do you fill in this template?

  1. Check your employment contract for the required notice period and how notice must be given.
  2. Enter your details, your manager's details, your job title, and the date.
  3. Calculate your last working day from your notice period and note any unused leave.
  4. Describe your handover plan and where final documents should be sent.
  5. Upload the letter to eSignSimple, sign it, and send it to your manager or HR to acknowledge receipt, creating a timestamped record of your notice.

How do you get it signed online?

  1. Save it as Word or PDF. Paste the filled-in text into Word or Google Docs and keep it as a .docx file, or export it as a PDF. eSignSimple accepts both, plus DOC, ODT and RTF, up to 25 MB; Word files are converted to PDF on upload.
  2. Upload and place the fields. Sign up with Google, upload the file and drag signature, initials, date and text fields onto the page for each signer. Set a signing order if one party must sign first.
  3. Send it for signature. Each signer gets a private link and signs in the browser without creating an account. Automatic email reminders go out every three days (up to three) until everyone has signed.
  4. Keep the signed copy. When the last person signs, everyone can download the final PDF with a certificate of completion, an audit trail and a SHA-256 fingerprint you can verify later.

Signing on your own device only? The guide to signing a PDF covers the free built-in options, and the security page explains how signed files are stored and verified.

This template is general information, not legal advice. Laws differ by country and state; have a lawyer review contracts with high stakes.

Written by Buğra Sözeri, founder and editor, eSignSimple · Last reviewed

Buğra builds eSignSimple and writes and maintains its guides. He researches each legal page against the official texts linked on it and updates pages when the law or the product changes. He is not a lawyer, and nothing here is legal advice. About eSignSimple

Frequently asked questions

How much notice should I give when resigning?

Follow the notice period in your employment contract or, if there is none, the minimum under local law or custom. Two to four weeks is common in many places, but senior roles often require more.

Should I give a reason in my resignation letter?

It's not necessary. A short, positive letter that confirms your last day and offers a handover is usually best. You can explain your reasons in person if you wish.

Can I resign by email or e-signature?

Often yes, unless your contract requires a specific format. Sending it through eSignSimple records when it was signed and acknowledged, with timestamps and IP addresses in the audit trail.

Can I withdraw a resignation letter?

Once your employer has received it, withdrawal usually requires their agreement. Make sure you are ready to leave before sending it.

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