How to Write a Resignation Letter (Step by Step)

Step-by-step process:

Step 1: Verbal conversation with your manager

Schedule 30 minutes in person or video. Open with:

"I've decided to leave [Company]. My last day will be [Date]."

Be calm, brief, professional. Don't apologize excessively. Don't backtrack.

Step 2: Send the written letter (same day)

Right after the conversation:

Hi [Manager],

Following up on our conversation today, please accept this as my formal notice of resignation from [Company]. My last day will be [Date], two weeks from today.

I'm grateful for my time at [Company] and happy to support a smooth handoff.

Best, [Your Name]

Step 3: Notify your team

After your manager. A Slack message or in-person at the next team meeting.

Step 4: Document handoff

For each ongoing project:

• Owner going forward
• Where docs live
• What's in progress
• What's blocked

Step 5: Last two weeks

• Maintain quality of work.
• Tie up loose ends.
• Be helpful but don't take new work.
• Honest exit interview if invited.

What goes in the letter

• Formal notice statement
• Last day
• Brief gratitude (optional)
• Offer to help (optional)
• Sign off

What doesn't go in

• Reason for leaving (verbal only)
• New job announcement
• Complaints
• Personal life details
• Long emotional content

Common mistakes

• Telling coworkers before manager
• Giving less than two weeks (unless agreed)
• Burning bridges in writing
• Disparaging the company on LinkedIn during notice period
• Taking confidential info

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For more: resignation letter example, letter of resignation template, two week notice letter.