Resignation Letter Template (USA) – Professional, Free Word & PDF
Use this free resignation letter template (United States): fill it in online, download it as Word or PDF, and follow our step-by-step guide – where to send it, whether it needs notarizing, what to attach and mistakes to avoid.
| Country | 🇺🇸 United States |
|---|---|
| Document type | Jobs & HR |
| Format | Word, PDF & fill in online |
| Cost | Free |
| Time to complete | about 5 minutes |
| Notarization | Not required |
What is this letter for?
A resignation letter confirms your decision in writing, states your last day and keeps your relationship with your employer positive. It goes into your personnel file, so keep the tone professional.
Where do you send it?
Give it to your manager, with a copy to Human Resources for your personnel file.
Does it need to be notarized?
Not required. No notarization is needed: sign the letter by hand (or electronically if accepted) and keep proof of when you sent it.
What you need before you start
- Your job title and start date
- Your last working day
- A short thank-you
How to use this template
- Click each yellow field inside the letter and type your details directly (Enter jumps to the next field).
- Read the text through; the “Edit” button lets you change any sentence.
- Click “Word”, “PDF” or “Copy”, then sign and send.
Free template : resignation letter template
Your full name
Street address
City, State ZIP
Phone | Email
Date
Manager name
Job title
Company name
Company address
Re: Letter of resignation
Dear Recipient name,
I am writing to inform you that I am resigning from my position as Your job title, effective Last working day.
I have accepted an opportunity that aligns with my long-term goals, and this was not an easy decision. I am grateful for the support and experience I have gained at Company name since Start date.
During my remaining time I will complete my open assignments and prepare handover notes for Colleague name.
Sincerely,
Your full name
⚠️ Disclaimer: this template is for general guidance only and is not legal advice. Always check the requirements of the organization you are writing to before sending it.
Common mistakes to avoid
- ❌ Leaving out your last working day.
- ❌ Over-explaining or venting.
- ❌ Not returning company property.
Tips before you send it
- Keep a copy of the letter and the date you sent it.
- Return company equipment before your last day.
- Update your contact details for your W-2.
Frequently asked questions
Should I give a reason for leaving?
It is optional; a brief, positive reason is enough.
Can I resign by email?
Yes, email is widely accepted; attach the letter as a PDF for your records.
Where do I send this letter (resignation letter template)?
Give it to your manager, with a copy to Human Resources for your personnel file.
Does this letter (resignation letter template) need to be notarized?
Not required – No notarization is needed: sign the letter by hand (or electronically if accepted) and keep proof of when you sent it.