How to resign professionally (with resignation letter samples)
US norms as of Oct 30, 2026. To resign professionally, tell your manager in person or by call first, then send a short resignation letter that states your last day. Two weeks is the usual courtesy for at-will employees, unless your contract says otherwise. Offer a handover, keep the tone positive, and do not give a long reason.
At a glance
- Sign the new offer first and let background checks clear. See how long a background check takes.
- Read your contract or handbook for notice, bonus and non-compete terms.
- Tell your manager before HR, coworkers or social media.
- Write a short letter: intent, last day, thanks, handover.
- Plan the exit: handover notes, benefits, final pay.
Step 1: Check the details before you speak
| Item | What to look for | Where |
|---|---|---|
| Notice period | Contract or handbook; two weeks is custom, not law, for most at-will staff | Offer letter, handbook |
| Bonus or equity | Payout or vesting dates | Plan documents |
| Final pay and unused leave | State rules on when final pay is due and whether leave is paid out | U.S. Department of Labor state page, state labour department |
| Restrictions | Non-compete, non-solicit, confidentiality | Signed agreements; consult an attorney if unsure |
| Health cover | Last day of coverage and options | HR or benefits portal |
Final pay and leave payout rules vary by state. The Department of Labor publishes a state-by-state page linked in Sources.
Step 2: Tell your manager first
Ask for a short private meeting. Say it plainly:
"I wanted to tell you before anyone else: I have accepted another opportunity and my last day will be [date]. I have enjoyed working with the team and I want to make the handover as smooth as I can."
Avoid details about the new employer's pay or criticisms of the current one. If a counter offer comes, decide beforehand if you would stay. Many people find the reasons they left are still there after a raise. That is a personal call.
Step 3: Send the letter
A resignation letter is a record, not an essay. Keep it to four or five sentences.
Sample 1: Standard two weeks
Subject: Resignation: [Your name]
Dear [Manager's name],
Please accept this letter as formal notice of my resignation from my position as [Job title] at [Company]. My last day will be [date, two weeks from today].
Thank you for the opportunity to work on [project or team] over the past [period]. I will do everything I can to hand over my work smoothly before I leave.
Sincerely, [Your name]
Sample 2: Longer notice with handover
Dear [Name],
I am writing to resign from my role as [Job title], effective [date, four weeks away]. I would like to use the time to document my processes, brief [colleague] on the [account / system], and finish [named project]. Please tell me what else would help.
Thank you for your support during my time here.
Regards, [Your name]
Sample 3: Immediate departure for a serious reason
Dear [Name],
I regret to tell you that I must resign from [Job title] effective [date]. I understand this is short notice and I will make my files and passwords available to [person] before I leave.
[Your name]
Use this version only when needed (health, family, safety). If the reason is unsafe or unlawful treatment at work, speak to an employment attorney before resigning, since the way you leave can affect later claims.
Step 4: Plan the handover
- List all active projects, with status, next step and owner.
- Write step-by-step notes for recurring tasks.
- Share file locations and shared logins through approved channels only.
- Introduce clients or partners to your successor if the manager agrees.
- Delete personal files from work devices and return equipment as instructed.
Step 5: Exit well
- Keep working properly to the last day. Your last two weeks shape the reference you get.
- Ask your manager for a reference, and ask for a contact before you leave.
- Save copies of what you are allowed to keep: pay slips, performance reviews you wrote, your own portfolio items. Do not take confidential company files.
- Confirm in writing your final pay date, leave payout, benefits end date and any bonus due.
- Update your profile on LiveRec and set your availability. See set your notice period and availability.
Do and don't
| Do | Don't |
|---|---|
| Say thank you | Vent in the letter or in the exit interview |
| Give a clear last day | Be vague about the date |
| Keep it short | Explain every reason |
| Offer help with handover | Promise more than you can deliver |
| Keep it professional online | Post about leaving before your manager knows |
Frequently asked questions
Is two weeks notice a legal requirement? For most at-will US employees it is a custom, not a law, though your contract may require more.
Can my employer end my job right after I give notice? In many cases yes, and some employers do. Plan for that possibility with your finances.
Do I need to give a reason? No. "I accepted another opportunity" is enough.
Should I send the letter by email? Yes, after speaking to your manager, and keep a copy.
What if my manager is unreachable? Send the email to your manager and HR, and ask for a call.
Sources
- U.S. Department of Labor, Wage and Hour Division, final pay by state: https://www.dol.gov/agencies/whd/state/final-pay (accessed Oct 30, 2026)
Next step: Before you resign, confirm the terms of your new role. Our guide on how to negotiate salary covers what to lock in.
This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.