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Employment

Formal resignation letter: Certified Mail letter template

Send this letter by Certified Mail

Pre-filled template, USPS tracking and Electronic Return Receipt

A resignation delivered in writing, with a clear effective date, protects what comes after: your final paycheck, the payout of accrued paid time off where state law or company policy provides for it, benefit continuation notices, and a clean reference.

Beyond announcing your departure, this letter asks the employer to confirm in writing the date and method of final wage payment, the treatment of unused PTO, any bonus or commission still owed, and the arrangements for returning company property. Those written answers prevent the most common post-employment disputes.

Sending it via USPS Certified Mail with Electronic Return Receipt fixes the date your notice was given, which matters when a notice period, a bonus eligibility date, or a non-compete clock depends on it.

This template is provided for informational purposes only and is not legal advice.

The letter template

The parts in blue and in brackets should be replaced with your information: they are pre-filled automatically when you use the template online.

Your contact details

Filled in automatically from the addresses step.

Recipient

Name and address entered at the addresses step.

Re: Resignation, Effective [last day of employment]

Sent via USPS Certified Mail with Electronic Return Receipt

 

Dear Sir or Madam,

 

Please accept this letter as formal notice of my resignation from my position as [job title] with [company name]. My last day of employment will be [date, e.g. two weeks from the date of this letter].

 

I am prepared to assist with an orderly transition of my duties during the notice period, including [handover of files, training a replacement, documenting open items].

 

Please confirm in writing: (1) the date and method of payment of my final wages; (2) the payout of accrued, unused paid time off in accordance with company policy and applicable state law; (3) the status of any bonus, commission, or expense reimbursement owed, specifically [amounts or items, if any]; and (4) information regarding continuation of benefits, including any COBRA notice.

 

My address for all post-employment correspondence, tax forms, and benefit notices is the sender address above. Please also confirm arrangements for returning company property, specifically [laptop, badge, keys, etc., if any]. This letter is sent via USPS Certified Mail, and the signed Electronic Return Receipt will document the date of this notice.

 

Sincerely,

 

Mr. First name Last name

How to send this letter online

  1. 1

    Enter the addresses

    Your details and the recipient's: they are placed automatically in the letter heading.

  2. 2

    Personalize the template

    At the writing step, this template is ready to complete: replace the bracketed placeholders with your information.

  3. 3

    Review the exact preview

    What you see on screen is exactly what will be printed and mailed.

  4. 4

    We handle the rest

    Printing, sealing, and hand-off to USPS as Certified Mail. Proof of mailing and the Electronic Return Receipt are stored in your account.

Frequently asked questions

Answers to the questions we hear most often about this letter.

Am I required to give two weeks' notice?

In most cases no: employment in the United States is generally at will, and two weeks is a professional custom rather than a legal requirement. Check your contract or handbook, though, as some agreements tie bonuses, equity, or rehire eligibility to proper notice.

When must my final paycheck be paid?

State law controls. Some states require payment on the last day of work when the employee resigns with notice, others allow payment on the next regular payday. Asking for the date in writing, as this template does, gives you a commitment to hold the employer to.

Is unused vacation paid out when I resign?

It depends on your state and the employer's written policy. Several states treat accrued vacation as earned wages that must be paid out; others defer to company policy. The template asks the employer to state its position in writing.

Why send a resignation by Certified Mail?

Because the date of notice can carry consequences: the start of a notice period, eligibility cutoffs, or restrictive covenant clocks. The signed Electronic Return Receipt establishes that date independently of anyone's memory.