Letter templates for work
Resignation, notice, recommendation: for each letter you send at work, the expected format, what US employers usually expect and a template to copy.
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Which work letter you need, and when
A working life needs only a handful of formal letters. Some announce a decision and should leave a dated record, like a resignation. Others support a job search, like a cover letter or a recommendation. The letter templates in this section cover the main ones:
| Letter | What it is for | How to send it | What US employers usually expect |
|---|---|---|---|
| Resignation letter | Telling your employer you are leaving, and when | Email with a signed PDF, or a printed copy handed to your manager | A last day of work, often two weeks out, unless your contract says otherwise |
| Two weeks' notice letter | The short form of a resignation: the date and a thank-you | Email to your manager, copied to HR | Two weeks is a courtesy in most jobs, not a federal rule |
| Letter of recommendation | A former manager vouching for your work | Signed PDF, sent by its author or attached to your application | Facts and results, plus the author's contact details |
| Cover letter | Introducing your resume for one job posting | Email or the company's application portal | One page, written for that company |
The format all good letter templates share
Whatever the reason for writing, a work letter follows the same order, so the reader finds the request in seconds:
- Your details: full name, city and state, phone number and email.
- The date, written out: November 3, 2026.
- The recipient: name, job title, company and address.
- The salutation: "Dear Ms. Carter:" with a colon, or a comma if you know the person well.
- The body: one idea per paragraph, the request or the decision in the first one.
- The closing and signature: "Sincerely," then your signature and typed name.
[Your name] · [City, State ZIP] · [Phone] · [Email]
[Month day, year]
[Recipient's name], [Job title] · [Company] · [Street address, City, State ZIP]
Dear [Mr./Ms. Last name]:
[Paragraph 1: the decision or the request, in the first sentence.]
[Paragraph 2: the useful details: dates, handover, documents attached.]
[Paragraph 3: what happens next, and a thank-you.]
Sincerely,
[Signature] · [Typed name]
By email, the subject line states the purpose ("Resignation, Jordan Ellis"), the address block disappears and "Best regards" works as a closing. If the letter needs a signature, attach it as a PDF.
Resigning in the US: notice is a custom, not a law
The U.S. Department of Labor explains that, outside discrimination and retaliation, ending a job is governed only by the contract between you and your employer, or by a union contract. No federal law sets a notice period for leaving. Two weeks is the usual courtesy; check your offer letter or employee handbook, which may ask for more.
- State a clear decision and a date: "My last day will be Friday, November 20."
- Skip the reasons: you don't have to justify leaving, and a short letter ages better.
- Ask about your final paycheck: federal law doesn't require it to be paid immediately, but some states do.
- Offer a handover: the projects you will close and who takes over the rest.
A complete model to copy is in the resignation letter guide.
Free letter templates: what a good one includes
Many sites offer free, printable letter templates with colors and illustrations. For a letter to an employer, structure matters more than design: plain type, one page, US Letter size (8.5 x 11 inches). A good template leaves blanks where your details go, not filler sentences you will forget to change.
Which letters Kandiq writes for you
Kandiq's cover letter generator writes one kind of letter: the cover letter. It starts from the job posting and your resume, then checks the draft with no AI (length, posting terms covered, the company named in the body, placeholders left behind). Each letter uses 2 AI credits, and a new account starts with 5. It doesn't write resignation letters or recommendations: for those, copy the templates in this section and fill in your own details.
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