How To Write a Resignation Letter And Leave Your Job on Good Terms

Every once in a while, you get a better offer or simply feel it is time to move on. The decision to leave is already big. The way you leave can be just as important.

Colleagues move between companies. Managers become future references. People in the same industry talk. Long after your last working day, your professionalism during this phase can still influence your reputation, your network, and even future job offers.

A clear, respectful resignation letter is one part of that story. How you behave in your notice period, your exit interview, and those final days is the rest.

In this article, you will see how to write a resignation letter that leaves the door open, what to check before you hit send, how to handle NDAs and exit interviews, and how to navigate your last weeks so you leave on genuinely good terms.

In this article

How to write a letter of resignation

The first thing you need to do is prepare a letter of resignation. If you’ve never made one or just need some inspiration, you should find an example of a letter of resignation. A template is always useful to help you stick to the form and format and help you stay on track.

Stay professional while writing the letter. This is still a formal document and may go to the archive to be analyzed later. At that point, the HR at the company may have a completely different composition and consist of people who have never met you. Try to be impartial and professional. 

Start with a clear statement of resignation. You need to avoid ambiguity and be as concise as possible. There’s no better opening statement than just to say outright that you’re leaving.

Then, you want to mention the effective date. Study your contract and see how long you have to submit your resignation. Even then, don’t just do it for the contract. Your employer deserves time to find someone to replace you. You may even have to stick around to train your replacement (or at least onboard them). This might take a while.

Then, you need to express your gratitude. Mention how long you’re there, thank them for your opportunities, and even point out what you’ve learned in their employ. If there’s anyone there that you believe benefited your career, now’s the time to mention them. It could make a difference. Don’t shy away from using some storytelling in your letter of resignation.

Ultimately, offer some assistance in this transition period. It would mean the world to them and give you a chance to say goodbye. 

Check, edit, proofread

Let the letter sit on your desk for a while when it is done. Sure, you may be eager to wrap it all up. After all, this is a big move, and you may be anxious about how your current employer will take it. 

Even taking an hour’s break before returning to the letter will make a difference in your perception of it. One of the biggest mistakes that most writers make (even if they’re just writing a letter) is assuming that what’s clear to them is clear to the reader. You know more than you’ve written; you also know what you want to write, which sometimes makes a huge difference. 

Ideally, you want someone else to read this letter, as well. A friend, family member, partner, or acquaintance would help.

Read it aloud to make sure everything’s in order. You would be surprised how many errors this simple proofreading trick has prevented. 

You want to check grammar and punctuation. Failing to do so will send a message that you didn’t even try. Especially today, when there are so many AI tools that can help you check your grammar, the only explanation to why you have spelling, grammar, and punctuation errors is that you didn’t try.

The most important part of the letter is verifying names and details. The last thing you want is to mispronounce the name of someone you’ve worked with for years and years. 

Finally, keep a formal tone and avoid any negative or emotional language. If you give the letter to someone to check it for you, instruct them to watch out for these elements. 

Keep the NDA in mind

Many people sign an NDA either when they start working at a certain company or just before they quit. Now’s the time for you to carefully review the NDA terms. If you’re unsure what some of the things in your NDA mean, you could ask HR or legal to clarify them.

Now, the majority of NDA agreements usually involve several clauses:

• Maintain confidentiality: This is the most important part of every NDA. It means that, even after leaving the company, you must keep client data, trade secrets, and any other form of sensitive information secret. Without it, corporate espionage would be too potent, and all it would take for a competing company to poach a single employee to learn all their secrets.

• Return company property: If you have electronic devices (like a company phone or a laptop) that you’ve received in the line of duty, you must return them. Company documents, access cards, keys, and other materials fall under this category. Lastly, even digital files and copies of private information you’ve kept on your devices count.

• Non-compete clause: Some NDAs require you to sign a non-compete clause. This means you may not be allowed to work in a similar field after leaving the company. This one is quite rare but is the most important clause you should focus on.

In the end, your NDA is something that you should read carefully when signing and something that you should check before resigning. 

How to act during the exit interview

Coming up with some nice phrases is always welcome, but now you must show that you mean it. More likely than not, you’ll be summoned for the exit interview. Pay attention to your behavior during this critical moment. 

• Start prepared: Have a few positive (and even one or two negatives) experiences to share. Remember that people from HR aren’t talking to you just to honor the form. They need feedback. Try to give them something constructive.

• Avoid personal attacks: This is no longer relevant, even if you leave because of a single person. Chances are you’ve already tried to sort things out by any means necessary. All that’s left for you is to keep your dignity while leaving.

• Express gratitude: Here, you can afford to be less formal. Recognize the positive aspects of your time working there and be prepared to specifically state one positive thing about the workplace that you’ll miss.

• Actively listen: While this is the time for you to speak, don’t ignore what the interviewers have to say. You may benefit from their insight. They also want to part ways; the least you can do is listen to them. 

Two key things you need to express here are your professionalism and respectfulness. Still, people will understand even if you are a bit more emotional now. 

Learn how to act during these last few weeks

This is a test that a lot of people fail. Many people mentally quit their job even before submitting their resignation letters. They feel like they’re no longer obliged to care or try just because they’ve decided to leave. This is the last thing you want. It’s the easiest way to ruin everything you’ve done well in this enterprise and earn some negative reputation.

Remain a team player. Fulfill all your obligations and ensure your replacement gets the right onboarding. You want to tie all loose ends before you leave.

Also, keep the communication active. You want to use this last networking opportunity. You never know if one of your colleagues will be in one of the next enterprises you apply to. Always think three steps ahead.

As we’ve mentioned, there are company items to return and company profiles to log out of. So, make a logistical plan for handling all of this during the last few days. 

Right now, many top-ranking articles combine “how to write” guidance with concrete resignation letter examples.

To match that search intent, here is a simple sample you can add to your article as a reference.

You can adapt it to your tone and situation:

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, e.g. 30 June 2025].

This was not an easy decision, as I have genuinely appreciated the opportunity to work with you and the team over the past [time period]. I am grateful for the experience I have gained here, especially [one or two specific things you learned or enjoyed].

During my notice period, I am happy to help with a smooth handover, including documenting my current projects and supporting the onboarding of my replacement. Please let me know how I can best support this transition.

Thank you again for the opportunity and support. I wish you and [Company Name] continued success for the future.

Sincerely,[Your Name]

You can encourage readers to paste this into a document and customise it, or use it as a structure for their own letter.

Before you hand in your notice: a quick checklist

A lot of “leaving on good terms” content in the search results focuses not only on the letter, but on timing and preparation.

Adding a short checklist makes your article more actionable and keeps people on the page longer.

Here is a section you can add near the end:

1. Re-read your contract

Check your notice period

Look for clauses on garden leave, bonuses, non-compete, and NDA

Note any handover expectations that are written down

2. Pick the right moment to talk

Whenever possible, resign in person or via a video call before sending your letter. Choose a calm moment in your manager’s schedule instead of just dropping the letter in their inbox.

3. Prepare what you want to say

One or two honest but professional reasons for leaving

A clear last working day (in line with your contract)

A simple offer to help with handover

4. Make a handover list

Before your conversation, jot down:

Current projects and deadlines

Key contacts and logins (where appropriate)

Tasks that need attention before you leave

This shows you have thought about the team you are leaving behind.

5. Check your online presence

Update your personal contact details and think ahead about how you will connect with colleagues (for example, LinkedIn). This is still part of leaving on good terms.

How to talk to your manager before you send the letter

Most guides now emphasise that the conversation comes first, the letter second.

You can add a section like this:

Keep it simple and calm

You do not need a long speech. A short structure can help:

• Thank them for their time and support.
• Say clearly that you have decided to resign.
• Mention your planned last day based on your notice period.
• Share a short, neutral reason if you feel comfortable.
• Offer to help with the transition.

Focus on the future

Even if you have frustrations, try not to turn the conversation into a list of complaints. You can share constructive feedback in the exit interview. This first talk is mainly about clarity and respect.

Stay open but firm

If your manager brings up a counter-offer, you can:

Listen politely

• Ask for time to think, if you are genuinely unsure
• Or thank them and gently repeat that your decision is final
• You do not have to negotiate if you already know you want to move on.

Using AI tools (like StoryLab.ai) to draft your resignation letter

To differentiate your article and connect it more strongly to StoryLab.ai, you can add a short, practical section on using AI to write more confidently.

Make it clear that AI is a helper, not a substitute for judgment:

Start with your own bullet points

• Why you are leaving (short and neutral)
• What you want to thank them for
• How you are willing to help during the transition

Use AI to turn bullets into a first draft

Tools like StoryLab.ai can help you:

• Turn your notes into a polite, clear letter
• Adjust tone (more formal or more warm)
• Shorten or tidy up phrases that feel awkward

Edit back to your own voice

• Remove anything that does not sound like you
• Check every sentence against your real situation and contract
• Make sure names, dates, and job titles are accurate

Use AI for variants, not for facts

If you are unsure about wording, ask for two or three versions of a sentence and pick one that fits. You stay in control of the meaning and details.

Learning how to resign in style is a crucial part of your career journey

Remember, this is one of the last formal instances of your interaction with the firm where you spent so much time. Because of this and some of the reasons we’ve already listed, try to be as respectful as possible. If nothing else, honor your experience and the time you’ve invested in this enterprise. This is a sign of professional maturity and a positive work ethic. 

FAQ

What should be included in a resignation letter when you want to leave on good terms?

Include:

• A clear statement that you are resigning
• Your last working day
• A short, neutral reason for leaving (optional)
• A sentence or two of genuine thanks
• An offer to help with the transition

Keep it short, polite, and focused on the future.

How do I start a resignation letter professionally?

Most samples use a similar opening:

“I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day].”

You can then add a sentence that acknowledges your time at the company.

Do I have to explain why I am resigning?

No. You can keep your reason very brief or skip it completely in the letter. If you do mention it, stay constructive (for example, “to pursue another opportunity” or “for personal reasons”) and avoid criticism. More detailed feedback belongs in a private conversation or exit interview.

How much notice should I give when I resign?

Check your contract first. Many roles expect at least two weeks’ notice, while senior or specialist roles may require a longer period. If possible, give enough notice for a smooth handover and to protect your reputation.

Can I still leave on good terms if I need to resign quickly?

Yes, but communication becomes even more important. Explain the situation briefly, apologise for the short notice, and offer whatever help you can during or after your last days (for example, a quick handover call or documentation). Staying respectful and cooperative goes a long way.

Should I talk to my manager before sending the resignation letter?

In most cases, yes. A short, private conversation before you send the letter is seen as professional. It gives your manager a chance to hear the news directly from you, and sets a positive tone for the rest of your notice period.

How do I keep relationships strong after I resign?

• Finish key tasks and support the handover
• Stay engaged and courteous until your last day
• Thank colleagues individually where it feels right
• Connect on LinkedIn or share your personal contact details

Leaving well now can lead to references, future collaborations, or even a boomerang role later on.

Can AI tools help me write my resignation letter?

Yes, as long as you stay in control. AI can help you find the right tone, fix grammar, and turn your bullet points into a clear, respectful letter. You should still review every line, check details like dates and names, and make sure the message reflects your real situation and feelings.

What should be included in a resignation letter?

A resignation letter should include a statement of resignation, the date of your last working day, a brief reason for leaving (optional), expressions of gratitude, and an offer to assist with the transition.

How do you address a resignation letter?

Address your resignation letter to your immediate supervisor or manager, using their formal title (e.g., “Dear [Manager’s Name]”). If you’re unsure, a simple “Dear [Company Name] Team” can suffice.

What is the appropriate length for a resignation letter?

A resignation letter should be concise and to the point, typically no more than one page in length. Keep it focused on the essentials while expressing gratitude and professionalism.

How do you begin a resignation letter?

Begin your resignation letter with a clear statement of your intent to resign, followed by your last working date. For example, “I am writing to formally resign from my position as [Your Job Title] effective [Last Working Day].”

Should you mention reasons for resigning in the letter?

While it’s not necessary to go into detail, you may choose to briefly mention reasons for resigning if it’s constructive or relevant. However, keep it professional and avoid negativity.

Is it necessary to offer to assist with the transition in a resignation letter?

Offering to assist with the transition is a courteous gesture that can help leave a positive impression. It shows professionalism and a commitment to ensuring a smooth handover of responsibilities.

How should you express gratitude in a resignation letter?

Express gratitude for the opportunities and experiences gained during your tenure at the company. Acknowledge the support of colleagues, mentors, and the organization as a whole.

What tone should you use in a resignation letter?

Maintain a professional and respectful tone throughout the resignation letter. Even if your experience at the company has been challenging, focus on gratitude and optimism for the future.

Is it necessary to include contact information in a resignation letter?

It’s advisable to include your contact information (email and phone number) in the resignation letter. This makes it easier for your employer to reach out to you if needed during the transition period.

How should you end a resignation letter?

End your resignation letter on a positive note, expressing appreciation for the opportunity to work with the company and best wishes for its continued success. Sign off with “Sincerely” or “Best regards,” followed by your name.

Should you include your future plans in a resignation letter?

It’s generally not necessary to include detailed information about your future plans in a resignation letter. However, if you feel comfortable, you can mention broad career goals or aspirations.

How far in advance should you submit a resignation letter?

Submit your resignation letter at least two weeks before your intended last working day. This provides your employer with ample time to plan for your departure and initiate the transition process.

What font and formatting should you use for a resignation letter?

Use a professional font such as Arial, Times New Roman, or Calibri, and stick to a standard font size (e.g., 11 or 12 points). Format the letter with clear headings, paragraphs, and spacing for readability.

Should you hand-deliver or email your resignation letter?

It’s acceptable to email your resignation letter, especially if remote work is the norm. However, if possible, consider handing a printed copy to your supervisor or HR representative for a personal touch.

Can you customize a resignation letter template?

Yes, you can customize a resignation letter template to suit your specific circumstances and tone. Personalizing the letter ensures that it accurately reflects your reasons for leaving and expresses gratitude sincerely.

How should you address potential counteroffers in a resignation letter?

If you anticipate receiving a counteroffer, you can briefly address this in your resignation letter by expressing appreciation for the consideration but reaffirming your decision to resign based on your career goals.

Is it appropriate to express grievances in a resignation letter?

A resignation letter is not the appropriate venue for airing grievances or expressing dissatisfaction with the company. Keep the tone positive and professional, focusing on gratitude and appreciation.

What if you need to resign immediately without giving notice?

If extenuating circumstances require you to resign immediately without notice, inform your employer as soon as possible and provide a brief explanation for the sudden departure. Offer to assist with the transition remotely if feasible.

Should you request an exit interview in a resignation letter?

If you wish to participate in an exit interview, you can request one in your resignation letter. Express your willingness to provide feedback and contribute to the company’s ongoing improvement efforts.

How should you handle confidentiality and non-disclosure agreements in a resignation letter?

Reaffirm your commitment to maintaining confidentiality and adhering to any non-disclosure agreements (NDAs) in your resignation letter. Assure your employer that you will continue to uphold these obligations even after your departure.

By Srdjan Gombar

Veteran content writer, published author, and amateur boxer. Srdjan is a Bachelor of Arts in English Language & Literature and is passionate about technology, pop culture, and self-improvement. His free time he spends reading, watching movies, and playing Super Mario Bros. with his son.

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