# How to write a resignation letter (with three examples)

> Four lines: that you are resigning, the date, the notice you are giving, and a thank you if you mean it. Leave out the reasons and the grievances.

Canonical: https://dev.swirlai.app/blog/how-to-write-a-resignation-letter
Last updated: 2026-10-28

A resignation letter does four things and nothing else: says you are resigning, gives your last working day, states your notice period, and thanks them if you can do it honestly. The reasons go in the exit interview, not the letter, because the letter goes in your file.

People write long resignation letters because it feels like the last word. It is not. It is a record, it goes in a file, and the next employer may ask for a reference. The shortest version is almost always the strongest.

## The four lines

- I am resigning from my role as [title].
- My last working day will be [date], giving [X] weeks' notice as set out in my contract.
- Thank you for [one specific thing].
- I will do what I can to hand over cleanly.

## Three versions

Neutral, leaving on good terms:

I am writing to resign from my role as warehouse supervisor. My last working day will be 14 November, giving four weeks' notice as required by my contract. Thank you for the training in my first year, which I still use. I will make sure the stock handover is written up before I go.

Leaving a difficult manager, still neutral:

I am writing to resign from my role as accounts assistant. My last working day will be 3 December, giving my contractual four weeks. I would like to hand over the supplier reconciliations to whoever takes them on, and I am happy to spend the last week doing that.

Very short, when you have nothing good to say:

I am resigning from my role as delivery driver. My last working day will be 21 November, giving two weeks' notice. I will return the van keys and the fuel card on that day.

## What to leave out

The reasons. The thing that was unfair. The colleague. The suggestion for how the place should be run. All of it feels good for an hour and then lives in your file. If you want to be heard, ask for an exit interview and say it there, verbally.

## The things people forget

Check your contract for the notice period before you name a date, because the date is the part that becomes a fact. Check how much holiday you have left, because you may be able to take it or be paid for it. Send it in writing even if you resigned in person, so there is a record of the date.

And keep a copy. Not because you expect a dispute, but because two years from now someone will ask when your last day was and you will not remember.

## Do this in Swirl

Four lines. The reasons go in the exit interview, not the file.

**A normal chat:** A normal chat writes a paragraph about your journey. Swirl keeps it to four lines you will not regret in two years.

Prompt: Write a resignation letter in four lines: the role, the last working day, the notice I am giving, and one honest thank you. Ask me for the dates first.

[Try this in Swirl](https://dev.swirlai.app/?utm_source=blog&utm_medium=how-to-write-a-resignation-letter)

### Can I resign by email?

Yes, and it is better than a conversation with no record. Send it to your manager and copy HR or your personal address, so you have a dated copy.

### Do I have to give notice?

Legally, your contract sets it, and most places will hold you to it. If you cannot work the notice, ask to shorten it in writing rather than simply not turning up.

### Should I say where I am going?

Only if you are comfortable. You are not obliged to, and a competitor is a reason to stay quiet until the last day.

## Related

- [How to ask for a pay rise without a speech](https://dev.swirlai.app/blog/how-to-ask-for-a-pay-rise)
- [How to write a message you are dreading sending](https://dev.swirlai.app/blog/how-to-write-a-message-you-are-dreading)
- [Resume summary examples (and why yours sounds generic)](https://dev.swirlai.app/blog/resume-summary-examples)