Leaving a job can feel awkward, and a polite resignation letter helps you leave on good terms. It states your decision clearly, thanks your employer and offers real help with the handover.
Below are 5 polite resignation letter examples: standard, personal reasons, a new opportunity, maternity leave and relocation. After them, use the free builder to create your own, then print it or copy it.
AdvertisementAll names, companies and dates are fictional. Replace every detail with your own, and check your contract before you send a letter.
5 Polite Resignation Letter Examples
Quick jump: StandardPersonal reasonsNew opportunityMaternity leaveRelocation
Standard Polite Resignation Letter
Megan Ross
Columbus, OH
megan.ross@email.com | (555) 010-0901
October 30, 2026
Ms. Janet Pruitt
Human Resources Manager
Quillan Logistics Group
1200 Broad Street
Columbus, OH 43215
Dear Ms. Pruitt,
I am writing to resign from my position as Project Coordinator at Quillan Logistics Group. My last day will be November 13, 2026, two weeks from today.
Thank you for the opportunities and support I have received over the past four years. I have learned a great deal, and I have enjoyed working with you and the team.
Before I leave, I will finish the November shipment schedule, document my active projects and train a teammate on our tracking tools. Please let me know if anything else would make the handover easier.
I wish you and the company continued success.
Sincerely,
Megan Ross
Resignation for Personal Reasons
Brian Keller
Toledo, OH
brian.keller@email.com | (555) 010-0912
October 30, 2026
Mr. Michael Dunlap
Operations Manager
Harlan Ridge Manufacturing
400 Industrial Parkway
Toledo, OH 43604
Dear Mr. Dunlap,
Please accept this letter as my resignation from my position as Operations Analyst at Harlan Ridge Manufacturing, effective November 13, 2026.
I have made this decision for personal reasons that need my attention. It was not an easy choice, because I have valued my time on the team and the people I have worked with.
In my remaining two weeks, I will update my reports, share my files and walk a colleague through the weekly production summary. I am glad to help in any way that eases the transition.
Thank you for your understanding and for everything I have learned here.
Sincerely,
Brian Keller
Resignation for a New Opportunity
Jessica Moore
Atlanta, GA
jessica.moore@email.com | (555) 010-0923
October 30, 2026
Ms. Rebecca Shaw
Director of Sales
Calloway Software Solutions
850 Peachtree Street
Atlanta, GA 30303
Dear Ms. Shaw,
I am writing to resign from my position as Sales Representative at Calloway Software Solutions, effective November 13, 2026. I have accepted a new role that fits my long-term goals.
I am grateful to you and the sales team for the mentorship and encouragement I have received. Learning from you has shaped the way I work with clients, and I will carry that with me.
Over the next two weeks, I will update my client notes, introduce my accounts to the team and train my successor if you would like. Please tell me how I can help most.
Thank you again. I wish you and the team every success.
Sincerely,
Jessica Moore
Resignation While on Maternity Leave
Emily Crawford
Portland, OR
emily.crawford@email.com | (555) 010-0934
October 30, 2026
Mr. Thomas Wilder
Studio Director
Larkwood Design Studio
315 Burnside Street
Portland, OR 97204
Dear Mr. Wilder,
I am writing to let you know that I have decided to resign from my position as Project Manager at Larkwood Design Studio, effective November 13, 2026.
After careful thought about my family’s needs, I have decided not to return from maternity leave. Thank you for the kindness and flexibility you and the team showed me during my pregnancy and leave. I have loved working with the team.
I would be happy to help with the transition. I can share my project notes and answer questions by email while I am on leave.
Thank you for everything. I wish you and the studio continued success.
Sincerely,
Emily Crawford
Resignation Due to Relocation
Kevin Walsh
Des Moines, IA
kevin.walsh@email.com | (555) 010-0945
October 30, 2026
Ms. Olivia Grant
Regional Manager
Meadowlark Home Goods
2100 Grand Avenue
Des Moines, IA 50309
Dear Ms. Grant,
Please accept this letter as my resignation from my position as Store Supervisor at Meadowlark Home Goods. I am moving to Phoenix, so my last day will be November 13, 2026.
Thank you for the trust you placed in me and for the chance to lead such a great team. Managing the holiday display set-up with everyone here has been a highlight of my time at the store.
For the next two weeks, I will finish the holiday schedule, update the closing checklist and help train a new supervisor. Please let me know if there is anything else I can do.
I wish you and the team a wonderful holiday season.
Sincerely,
Kevin Walsh
Free Polite Resignation Letter Builder
Step 1. Do you want to give a reason?
Step 2. What tone fits your workplace?
Step 3. Tap the help you can really offer during your two weeks.
Step 4. Click any text in the letter to edit it.
Replace every [bracket] with your real details. Tell your manager in person or by phone first if you can, then send the letter.
No reason: you are not required to give one. A neutral letter keeps things professional and brief.
New opportunity: keep it positive and short. Do not name the new employer unless you want to, and do not compare it with this one.
Relocating: a simple, factual reason is fine. Add your last day and your offer to help with the handover.
Personal reasons: you do not need to explain details. A short, general line is enough.
Brief tone: best when you want to keep things short and formal, or the relationship is neutral.
Standard tone: the safe default. Thankful, professional and positive.
Warm tone: for a long tenure and a good relationship. Mention one real highlight.
[Your Name]
[Your Address]
[Email | Phone]
[Date]
[Manager Name]
[Manager Title]
[Company Name]
Dear [Manager Name],
Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company Name]. My last day will be [date, two weeks from today]. I have accepted a new opportunity that fits the next stage of my career.I am relocating to [city or region] and will not be able to continue in the role.I need to step away from the role for personal reasons.
Thank you for the opportunity to work here.Thank you for the opportunities and support I have received during my time at [Company]. I have learned a great deal and appreciate working with you and the team.Thank you for the trust, guidance and opportunities you have given me over the past [number] years. Working with you and the team on [project or achievement] has been one of the highlights of my career, and I will always value it.
I am glad to train a replacement or help with the hiring process.
Before I leave, I will document my duties, key contacts and the status of my current projects.
I will complete [project or task] before my last day.
After I leave, I am happy to answer brief questions at [email or phone] to help the transition.
I wish you and the company continued success.
Sincerely,
[Signature, if printed]
[Your Full Name]
To save: press Ctrl+P (Windows) or Cmd+P (Mac) and choose Save as PDF. Only the letter prints. To copy part of it, select the text and press Ctrl+C or Cmd+C.
Why These Letters Work
| What works | Why it helps |
|---|---|
| The resignation and last day come first | Your manager knows right away what the letter is about |
| A sincere thank-you | Leaves a good impression for a future reference |
| A short, honest reason | Keeps the letter professional and private |
| Specific handover tasks | Shows you care about the team |
| A positive close | Helps you leave on good terms |
How to Write a Polite Resignation Letter
- Check your contract and handbook. A contract can set notice terms. For at-will employees, written notice is generally not required, but two weeks is the courteous standard.
- Tell your manager first. If possible, say it in person or by phone, then send the letter for the record.
- State the resignation and last day clearly, in the first paragraph.
- Keep the reason brief or leave it out.
- Thank your employer sincerely. You may need a reference later.
- Offer specific transition help, and then do what you promise.
- Keep it positive and keep a copy.
What to Include in the Letter
| Part | What to write |
|---|---|
| Contact and date | Your name and contact details, the date, and your manager’s name, title, company and address |
| Clear statement | That you are resigning, from which role, and your last working day |
| Reason (optional) | One short, factual, positive sentence, or none |
| Thanks | A sincere sentence about the opportunity, the team or what you learned |
| Transition help | What you will do in your last two weeks: train, document, finish projects |
| Closing | Good wishes, a closing and your signature |
Final Pay, Vacation and Benefits
These rules vary by state and by employer, so check them before you resign. This page is general information, not legal advice.
- Notice: at-will employment generally lets either side end the job at any time, but a contract or statute can require notice or other conditions.
- Final paycheck: deadlines vary by state and by how you left. Check your state department of labor.
- Unused vacation or PTO: no federal law requires a payout. Roughly 24 states treat accrued vacation as earned wages, and others require payment only if the policy promises it.
- Using PTO during notice: your employer’s written policy governs. Requests for a day or two are more likely to be approved than using all your PTO.
- Health insurance: coverage may end immediately or at the end of the month, depending on the company and your separation date.
Mistakes to Avoid
- Complaining or criticizing your manager, coworkers or the company.
- Being vague about the last day. Give a date.
- Surprising your manager with a letter and no conversation.
- Promising help you cannot deliver.
- Sending it to the wrong person or with the wrong company name or date.
- Forgetting to keep a copy.
Resignation Letter Checklist
Tick each item as you finish. Your letter is ready when the counter reaches 10.
Frequently Asked Questions
What makes a resignation letter polite?
A polite letter states clearly that you are resigning and gives your last day, thanks your employer sincerely, offers realistic help with the handover and stays positive. It avoids complaints and keeps the reason brief or leaves it out.
Do I have to give a reason for resigning?
No. A reason is optional. If you give one, keep it short, factual and positive. Many people simply state the resignation and last day.
How much notice should I give?
Two weeks is the common courtesy. For at-will employees, written notice is generally not required, but an employment contract or other agreement can require it, so check yours first. Exceptions and details vary by state and employer.
Should I tell my manager before sending the letter?
If you can, tell your manager in person or by phone first, then send the letter for the record. It shows respect and avoids a surprise.
Can I resign while on maternity leave?
Generally yes, but check your employer’s leave policy, your employment agreement and any benefits or repayment terms first. Rules vary by employer and state, and this page is general information, not legal advice.
Should I name my new employer in the letter?
You do not need to. Saying that you accepted a new opportunity is enough, and it keeps the letter short and positive.
Can I send a resignation email instead of a letter?
Yes, in most workplaces. Use a clear subject line, such as Resignation: [Your Name], and the same content as a letter. Follow your company’s policy if it requires a signed letter. See our guide to writing a two weeks notice email.
Can I use my vacation or PTO during my notice period, and will unused time be paid?
It depends on your employer’s written policy and your state. No federal law requires payout of unused PTO. Roughly half the states treat accrued vacation as earned wages, and others require payment only if the policy promises it. Check your handbook and your state labor department.
When do I get my final paycheck?
Deadlines vary by state and by whether you resigned or were terminated. Some states require payment by your last day, and others allow it by the next regular payday. Check your state department of labor.
Can I ask for a reference?
Yes. Ask your manager in person or by email separately from the resignation letter, and leave on good terms. A polite, well-timed resignation helps keep a manager willing to be a reference.
Conclusion
A polite resignation letter protects the relationships you have built. State your decision clearly, say thank you and help the team with a smooth handover. Then use the builder above to write yours.
Related Reading
- One-week notice resignation letter samples
- Lecturer resignation letter examples
- Sales associate resignation letter samples
- Resignation letter examples for family reasons
- Educator resignation letter samples
- Dental assistant resignation letter samples
- More resignation letter samples
Sources: Chron, Tips on giving notice and receiving final pay; TriNet, Can I use PTO after giving two weeks’ notice? (reviewed February 2026). Rules vary by state and employer. Sample letters are fictional. This page is general information, not legal advice.