Professional Resignation Letter Template

How to Use This Template

Replace all [bracketed text] with your specific information
Standard notice period is 2 weeks; check your employment agreement
Keep the letter brief and professional—no need to explain reasons in detail
Hand-deliver to your manager first, then HR
Retain a copy for your records

Defense Industry Considerations

Security badge: Return on your last day—don't take it home
Classified materials: Ensure all are properly secured/returned
Debriefing: You may need a security debriefing before departure
Non-compete: Review any agreements that may affect your next role
Clearance: Your clearance stays with you, but sponsorship ends

Template 1: Standard Professional Resignation

[Today's Date]

[Manager's Name]
[Manager's Title]
[Company Name]
[Company Address]

Dear [Manager's Name],

Please accept this letter as formal notification of my resignation from my position as [Your Job Title] at [Company Name]. My last day of work will be [Last Working Day - typically 2 weeks from today].

I have genuinely appreciated the opportunity to contribute to [team/program/company mission] over the past [length of employment]. Working with you and the team on [notable project or accomplishment] has been a valuable experience that I'll carry forward in my career.

I am committed to ensuring a smooth transition. During my remaining time, I'm happy to:

Complete any outstanding deliverables
Document my current projects and responsibilities
Train a colleague or replacement as needed
Participate in any required security debriefings

Please let me know how I can be most helpful during this transition period.

Thank you again for the opportunities for professional growth and development. I wish you and the team continued success.

Sincerely,

[Your Full Name]
[Your Phone Number]
[Your Personal Email]

Template 2: Brief/Minimal Resignation

When you prefer not to elaborate

[Today's Date]

Dear [Manager's Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

Thank you for the opportunities I have had during my time here. I am prepared to assist with the transition of my responsibilities over the next two weeks.

Respectfully,

[Your Full Name]

Why Keep It Positive?

Defense is a small community, especially in Huntsville. Your next manager might know your current one. Your future employer might call for a reference. Burning bridges in defense contracting can haunt you for years. Even if you're leaving due to frustrations, keep the letter professional and positive.

Resignation Checklist

Before You Resign

Have your new offer letter signed and start date confirmed
Review employment agreement for notice period requirements
Review non-compete and NDA agreements
Check on 401k vesting schedule
Calculate remaining PTO and how it will be paid out
Understand COBRA options for health insurance gap

During Your Notice Period

Complete transition documentation
Back up personal files (not company proprietary!)
Return all company equipment and materials
Complete any required security debriefings
Collect contact info from colleagues you want to stay in touch with
Update LinkedIn (wait until after last day to announce new role)

What NOT to Do

Don't badmouth the company, manager, or coworkers—in writing or verbally
Don't take any company files, documents, or proprietary information
Don't discuss your resignation on social media before your last day
Don't slack off during your notice period—finish strong
Don't reveal where you're going if you prefer not to (you're not obligated)

Professional Resignation Letter