Sample Resignation Letters for Contracts and Clients

Person carrying a box of belongings with a letter of resignation on the top. — Photo:
Audtakorn Sutarmjam / EyeEm / Getty Images

Whether you’re employed as a contractor or running your own small construction business, it’s important to observe many of the same rules of etiquette as you would with other employment. For example, when you resign from a job, write a resignation letter to let your client or temporary employer know that you’re leaving.

Employee vs. Contractor Resignations

Resignation letters serve several purposes. They let the other party know where they stand, enabling them to make arrangements to cover the workload, and they maintain the relationship between the contractor and the employer. To maintain a professional reputation, it’s best to be considerate when leaving a job.

There are some differences between the resignation letter that you’d send as a full-time employee and the one you’d send as a freelancer or contractor. Sometimes you may need to inform a client that you are leaving a company and will no longer be working with their account, you may have a contract that you've decided not to renew, or you may need to resign as an independent contractor.

What to Include in Your Resignation Letter

Your resignation letter should include:

The date you are resigning
Who will be handling the account (if you are writing to a company's client)
What the client should do if they have a question
The reason you are moving on (optional)

Note

If you are employed by a company and working on a project for that business, be sure to have your manager's approval before you send the letter. In this way, both the company and the client are clear as to what will transpire in your absence.

Resignation Letter Sample to Clients

This is an example of a resignation letter for contractors and clients. Download the resignation letter template (compatible with Google Docs and Word Online) or see below for more examples.

Screenshot of a sample resignation letter for contractors and clients — The Balance

Download the Word Template

Resignation Letter Sample to Clients (Text Version)

Brady Jones
123 Main Street
Anytown, CA 12345
555-555-5555
brady.jones@email.com

December 10, 2021

Marcia Lee
WES Financial
123 Business Rd.
Business City, NY 54321

Dear Ms. Lee,

I am writing to inform you of my resignation from WES Financial. This, of course, means I will no longer be working with your account. I will be leaving WES Financial at the end of this month, so my final day will be December 31, 2021.

I want to assure you that your account will not suffer at all, as all of my clients are being transferred to my esteemed colleague Michael Smith. He has worked at WES for over 20 years, and I am extremely confident that you will get along well. He will continue to maintain your portfolio as I have unless you want to diversify more in the future.

If you have any questions concerning my resignation, please do not hesitate to email me until the 31st. After that, Michael will be happy to schedule a meeting for you to get acclimated to the change.

Thank you so much for your understanding in this matter. It has been a pleasure working for you and I wish you all the best in your endeavors. Rest assured that your funds are in good hands.

Brady Jones (signature hard copy letter)

Brady Jones

Letter to Withdraw From a Contract

When you're ending or not renewing a contract, be sure to include the date the contract will end.

Letter Withdrawing From a Contract Example

Your Name
Job Title
Company
Your Address
Your City, State Zip Code
Your Phone Number
Your Email

Date

Name
Title

Organization
Address
City, State Zip Code

Dear Mr./Ms. Last Name:

Please consider this letter our formal withdrawal from our contract with Upstate Consultants. This contract expires on July 31, 20XX and we will not be renewing for 20XX.

Our relationship with Upstate has been an incredible experience. You have been a valuable resource for our company and we truly appreciate the work you have done for us as clients. I greatly enjoyed working with such a unique group of people, and I am very thankful for the time we shared.

I will always appreciate all of the work you have done for us at Upstate Consulting. Please let me know if there is anything I can do to tie up any loose ends. I wish you all the best.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name
Job Title

Independent Contractor Resignation Letter

When you are resigning as an independent contractor it is not necessary to give a specific amount of notice, however, notice is always appreciated. Do mention your availability for additional work prior to your resignation, if any, in your resignation letter.

The following is an independent contractor resignation letter you can send via mail, as an email attachment, or in an email message. Tailor the letter to fit your personal circumstances.

Independent Contractor Resignation Letter

Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State Zip Code

Dear [Client Name],

Thank you for the opportunities for freelance work that you have provided me. I appreciate the projects, however, I am resigning from work as an independent contractor to pursue full-time salaried employment.

I will be available for the next two weeks if you have assignments you would like my assistance with.

Also, if you have any follow-up questions on the projects I have completed, don't hesitate to contact me at 555-122-1234 or yourname@email.com.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name
Job Title

How To Send a Resignation Email Message

If you’re emailing your letter, the content of your message will be the same, but the format will be slightly different. When emailing a resignation letter:

Omit the paragraphs containing the client’s address and your own. Add your contact information to your signature at the bottom of the message.
Choose a clear, easy-to-understand subject line, e.g., “Jane Smith - Resignation.”
Keep your message concise. Readers have shorter attention spans for processing online content. Three paragraphs should suffice.
Be professional. Proofread your message, and avoid emoticons or crazy fonts.
Be polite. Include a salutation and a closing, details about your replacement or the transition, and thank the client for the opportunity.

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