Free Resignation Letter Template (Word + PDF): 4 Examples for Every Situation
You have decided to leave your job. Now you need to put it in writing — professionally, not awkwardly. Below is a free resignation letter template to copy, paste, and adapt in Word, PDF, or email: four versions, a two-weeks-notice letter, and two filled-in examples.
What Is a Resignation Letter?
A resignation letter is a short written note telling your employer you are leaving. It states your last working day and keeps the tone polite and professional. That is all it needs to do. No detailed reason or long farewell is needed. A brief, clear letter protects your reference and gives your employer a planning date.
How to Resign in Four Steps
1. Check your notice period. Look at your contract or handbook first — the table below shows the usual rules by country.
2. Tell your manager first. Speak to your manager in person or on a video call before you send anything in writing.
3. Send your letter. Use a template below. State your last day clearly and offer to help with the handover.
4. Work your notice and hand over. Finish open tasks, brief your replacement, and return company equipment.
Template 1: Simple Resignation Letter
Use this one for most jobs. It is polite, clear, and works in almost every situation.
[Your Full Name] | [Your Address] | [Your Phone Number] | [Your Email Address]
[Date]
[Manager's Full Name], [Manager's Job Title], [Company Name]
Dear [Manager's First Name],
Please accept this letter as formal notice of my resignation as [Your Job Title] at [Company Name]. My last working day will be [Last Working Day].
Thank you for the opportunities I have had here. I am happy to help with the handover during my notice period.
Yours sincerely,
[Your Full Name]
Template 2: Formal Resignation Letter
Use this version for senior roles, public-sector jobs, or workplaces where a formal tone is expected.
[Your Full Name] | [Your Address] | [Your Phone Number] | [Your Email Address]
[Date]
[Manager's Full Name], [Manager's Job Title], [Company Name]
Dear Mr/Ms [Manager's Last Name],
I formally notify you of my resignation from [Your Job Title] at [Company Name], effective [Last Working Day].
I have valued my time here and will do all I can to ensure a smooth handover.
Yours faithfully,
[Your Full Name]
Template 3: Immediate Resignation Letter
Use this one only when you cannot work a notice period — for example, a family emergency or a health problem. Keep it calm and factual.
[Your Full Name] | [Your Address] | [Your Phone Number] | [Your Email Address]
[Date]
[Manager's Full Name], [Company Name]
Dear [Manager's First Name],
Please accept this letter as notice of my resignation as [Your Job Title] at [Company Name], effective immediately.
Due to [brief reason], I am unable to work a notice period. I apologise for the inconvenience.
I will return company property and complete leaving paperwork promptly.
Yours sincerely,
[Your Full Name]
Template 4: Short Resignation Letter
For a few lines only — short is fine.
Dear [Manager's First Name],
Please accept this letter as formal notice of my resignation from my role as [Your Job Title] at [Company Name]. My last working day will be [Last Working Day].
Thank you for the opportunity. I wish you and the team all the best.
Kind regards, [Your Full Name]
Two Weeks Notice Letter: The Same Document, Done Right
A two weeks notice letter is not a different kind of document. It is simply a resignation letter giving two weeks' notice before your last day — a custom mainly in the United States.
Use Template 1 and make the notice explicit. The key sentence is: "My last working day will be [date], two weeks from today." Here is a complete version you can copy:
Dear [Manager's First Name],
Please accept this letter as formal notice of my resignation as [Your Job Title] at [Company Name]. This is my two weeks' notice; my last working day will be [Last Working Day, 14 days from today].
Thank you for the opportunities I have had here. I am happy to help hand over my work over the next two weeks.
Yours sincerely, [Your Full Name]
Word vs PDF vs Email: Which Format Should You Use?
All three work — pick the one your employer expects.
| Format | Best for | Pros | Cons |
|---|---|---|---|
| Word (.docx) | Most office jobs | Easy to edit | Formatting can shift on another computer |
| Formal letters, HR records | Looks the same everywhere | Harder to edit after saving | |
| Remote teams, fast resignations | Instant, time-stamped record | Can feel less formal |
Write it in Word, save a PDF copy, and email it with the PDF attached. Use "Resignation — [Your Full Name]" as the subject line.
How Much Notice Do You Have to Give? US vs UK vs Canada vs Australia
Notice rules differ by country, and your contract can require more than the legal minimum. Check your contract first; the figures below are usual minimums, not legal advice.
| Country | Usual minimum / custom | What to check | |---|---|---|---| | United States | None for most at-will staff; two weeks is customary | Your contract; senior roles may need 30–90 days | | United Kingdom | 1 week minimum after 1 month; contracts often require 1–3 months | Your contract — it usually applies and is often longer | | Canada | Varies by province; in several, 1 week after 3 months and 2 weeks after 2 years | Your province's employment standards and your contract | | Australia | 1 week (under 1 year) to 4 weeks (over 5 years) | Your contract or award — most professional roles require 4 weeks |
If your contract says one month and the legal minimum is one week, the contract normally wins. Leaving earlier without agreement risks a lost reference — so ask for an early release rather than simply not turning up.
Example 1: Filled-In Simple Resignation Letter
A complete, realistic example — replace the details with your own.
Sarah Mitchell, 14 Oakfield Road, Leeds LS6 2BR | 07700 900123 | sarah.mitchell@email.com
3 November 2026
James Carter, Head of Marketing, Brightline Media Ltd, 22 Park Row, Leeds LS1 5JF
Dear James,
Please accept this letter as formal notice of my resignation as Marketing Executive at Brightline Media Ltd. My last working day will be Friday, 27 November 2026.
Thank you — I am happy to help with the handover during my notice period.
Yours sincerely, Sarah Mitchell
Example 2: Filled-In Two Weeks Notice Letter
Daniel Okafor, 418 Maple Avenue, Toronto, ON M4W 2L6 | (416) 555-0148 | daniel.okafor@email.com
3 November 2026
Priya Sharma, Store Manager, Northgate Retail Group, 90 Queen Street East, Toronto, ON M5C 1S1
Dear Priya,
Please accept this letter as formal notice of my resignation as Assistant Store Manager at Northgate Retail Group. This is my two weeks' notice; my last working day will be Tuesday, 17 November 2026.
Thank you — I am happy to help train colleagues and hand over my work over the next two weeks.
Yours sincerely, Daniel Okafor
Frequently Asked Questions
Do I have to give two weeks' notice?
In most of the United States, no law requires it for at-will employees — two weeks is a professional custom. In the UK, Canada, and Australia, the rules depend on your contract and local employment law.
Is a two weeks notice letter the same as a resignation letter?
Yes — it is a resignation letter that gives two weeks' notice. The terms are interchangeable.
Should I resign by email or on paper?
Email is fine in most workplaces and creates a clear time-stamped record. For formal roles, send it as a PDF attachment and keep a copy.
Do I need to give a reason for resigning?
No. A simple thank-you is enough. You can say you are moving on to a new opportunity if you wish, but you do not have to explain your decision.
Can I change my mind after I resign?
Only if your employer agrees. Once accepted, a resignation is hard to withdraw, so be sure first. If you change your mind, ask quickly, in writing.