The Word file is already set up in block format, with your contact details and your manager's at the top. To have the names and the exact date filled in for you, choose the Formal tone in the 2 week notice template, then download the letter and add the address lines.
Not legal advice. Check your contract and local law for notice rules.
Formal resignation letter format
Block format puts every line against the left margin, with a blank line between parts. From top to bottom:
Your details: your name, street address, city, state and ZIP code, email and phone number.
The date you send or hand over the letter.
The recipient: your manager's name and title, the company name and its address.
The greeting with a colon: "Dear Ms. Rivera:" rather than a comma.
The body: your resignation and last day, a line of thanks and a handover offer, in short paragraphs.
The closing: "Sincerely," or "Respectfully," followed by a comma.
Signature space of three or four lines, then your typed full name.
That is the whole layout. If you are unsure what each paragraph of the body should say, the guide to resignation letter format walks through every part with example wording.
Page settings that look professional
Setting
Use
Font
Calibri or Arial, 11 to 12 point
Margins
1 inch on every side
Spacing
Single spaced, with a blank line between paragraphs
Alignment
Left aligned, not justified
Length
One page
None of these is a rule written anywhere; they are the conventions people expect to see, which is the point of a formal letter. One page is the strongest of them: if yours runs over, cut the thanks before you shrink the font.
Who to address it to
In most jobs the letter goes to your direct manager, even when HR will keep it on file. Address it to HR instead when your company policy says resignations go there, and copy your manager. Some roles answer to a body rather than a person: a board chair for a nonprofit director, or a principal and the district office for school staff, as the teacher resignation letter page explains.
Use the person's name and title as they appear in company records. When in doubt, ask HR who should receive it; it is a normal question and saves the letter going to the wrong desk.
Formal resignation letter samples
Four formal letters, including one in full block format with both addresses and a formal email. For warmer or shorter wording, the resignation letter examples cover twenty situations.
1. Full block format, new job
Use it when you need the full business-letter layout with both addresses.
[Manager's name] [Manager's title] [Company] [Company address] [City, State ZIP]
Dear [Manager's name]:
Please accept this letter as my two weeks' notice of resignation from my position as [Job title] at [Company]. My employment will end on [Last day]. I have accepted an offer of employment elsewhere that suits my professional goals.
I am grateful for the opportunities I have been given during my employment. Thank you for your support and guidance.
I will complete my outstanding work where possible and provide written notes on any open matters.
I wish you and the organization continued success.
[Your name]
[Your address]
[City, State ZIP]
[Your email]
[Your phone]
[Date]
[Manager's name]
[Manager's title]
[Company]
[Company address]
[City, State ZIP]
Dear [Manager's name]:
Please accept this letter as my two weeks' notice of resignation from my position as [Job title] at [Company]. My employment will end on [Last day]. I have accepted an offer of employment elsewhere that suits my professional goals.
I am grateful for the opportunities I have been given during my employment. Thank you for your support and guidance.
I will complete my outstanding work where possible and provide written notes on any open matters.
I wish you and the organization continued success.
Sincerely,
[Your name]
2. Formal letter, relocation
Use it when you are relocating and want a formal record with your last day.
[Date]
Dear [Manager's name]:
I am writing to formally resign from my position as [Job title] at [Company], effective at the close of business on [Last day]. I am relocating and am therefore unable to continue in my current role.
I would like to express my appreciation for the opportunities and support I have received here.
During my remaining time, I will assist with the transition of my responsibilities, including documenting my current work.
I hope to remain in professional contact, and I extend my best wishes to you and your team.
[Date]
Dear [Manager's name]:
I am writing to formally resign from my position as [Job title] at [Company], effective at the close of business on [Last day]. I am relocating and am therefore unable to continue in my current role.
I would like to express my appreciation for the opportunities and support I have received here.
During my remaining time, I will assist with the transition of my responsibilities, including documenting my current work.
I hope to remain in professional contact, and I extend my best wishes to you and your team.
Yours sincerely,
[Your name]
3. Formal retirement letter
Use it when you are retiring and the letter goes to HR as well as your manager.
[Date]
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 of employment will be [Last day]. I have decided to retire.
Thank you for the professional experience I have gained in this role. I appreciate the support I have received from you and my colleagues.
I would be glad to assist in any way that supports a smooth transition before my departure.
Please accept my best wishes for the continued success of the organization.
[Date]
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 of employment will be [Last day]. I have decided to retire.
Thank you for the professional experience I have gained in this role. I appreciate the support I have received from you and my colleagues.
I would be glad to assist in any way that supports a smooth transition before my departure.
Please accept my best wishes for the continued success of the organization.
Respectfully,
[Your name]
4. Formal resignation email
Use it when you are sending formal notice by email, for example with a signed PDF attached.
Subject: Resignation, effective [Last day]
Dear [Manager's name],
I am writing to submit my two weeks' notice of resignation from [Company]. My final day of employment will be [Last day]. I am returning to school to continue my education.
Please accept my thanks for your guidance and for the experience I have gained in this position.
I am prepared to help train my replacement and to ensure that my duties are handed over in an orderly manner.
I wish you and the organization continued success.
Subject: Resignation, effective [Last day]
Dear [Manager's name],
I am writing to submit my two weeks' notice of resignation from [Company]. My final day of employment will be [Last day]. I am returning to school to continue my education.
Please accept my thanks for your guidance and for the experience I have gained in this position.
I am prepared to help train my replacement and to ensure that my duties are handed over in an orderly manner.
I wish you and the organization continued success.
Sincerely,
[Your name]
Sending it
Print the letter, sign it in ink in the space above your typed name, and hand it to the person it is addressed to. If you are not in the same place, scan the signed page or export a PDF and email it, with a one-line note in the body. Keep a copy of whatever you send, along with the date.
Mail it only when your contract or company asks for notice by post, and then use a service that records the delivery date.
Questions
What is the format of a formal resignation letter?
A formal resignation letter uses full block format: your name and contact details, the date, the recipient's name, title, company and address, a greeting with a colon, the body, a closing such as Sincerely, space for your signature and your typed name. Everything is left aligned, with a blank line between the parts.
What font and margins should a formal resignation letter use?
Use a plain font such as Calibri or Arial at 11 to 12 point, with 1 inch margins on every side and single spacing, leaving a blank line between paragraphs. Keep it to one page so it reads as one clear statement. The Word file on this page is already set up that way.
How should I close a formal resignation letter?
Close with Sincerely or Respectfully, followed by a comma. Leave three or four blank lines for your handwritten signature, then type your full name. If you are sending a PDF, sign the printed copy before you scan it, or add a typed signature if your company accepts one.
Should I mail or email a formal resignation letter?
Hand it over in person, or email a signed PDF to your manager and, if your company asks, to HR. Mail it only when your contract or company asks for notice by post, and then keep proof of the date it was sent. Whichever you choose, keep a copy for your own records.
Is a formal resignation letter different from a professional one?
No, the two terms mean the same thing: a business letter in full format with a formal tone. Professional describes how it reads, calm and free of complaints, while formal describes the layout with addresses and a signature block. Every sample on this page is both.
Do I need to include addresses in a formal resignation letter?
In full block format, yes. Put your own address at the top, then the date, then your manager's name, title, company and the company's address, each on its own line, before the greeting. That is what makes the letter formal on paper. If you send it as an email instead, leave both address blocks out and keep the rest.
