State that you are resigning

Open with the point so there is no ambiguity: “I am writing to formally notify you of my resignation from my role as Marketing Coordinator.” A manager should never have to read between the lines to understand what the letter is for.

Give your exact last working day

Count two weeks (or your contractual notice period) from the date you hand it in and name the day clearly: “My last working day will be Friday, 14 July.” This removes any confusion about timing for both payroll and your handover.

Thank them and offer to help

One sincere line of gratitude goes a long way, followed by an offer to make the transition smooth. You may need this manager as a reference, so the tone matters more than the content.

A template you can copy

Dear Sam,

I am writing to formally notify you of my resignation
from my role as Marketing Coordinator. My last working
day will be Friday, 14 July.

Thank you for the support and opportunities over the
past two years. I am happy to help train a replacement
and document my work to make the handover as smooth as
possible.

Best regards,
Alex Rivera

Mistakes to avoid

  • Listing complaints. Save feedback for an exit interview, not the resignation letter.
  • Being vague about your end date. Always state the exact final day.
  • Telling colleagues before your manager. Hand the letter in first, then let news travel.

Frequently asked questions

Do I need to give a reason for leaving?

No. A notice letter is not the place for it. A simple “I have accepted another opportunity” is plenty, and you can share more in a private conversation if you choose.

Should I email it or hand it over in person?

Tell your manager in person or on a call first, then follow up with the written letter by email so there is a clear record.

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