Resignation Letter Format: Sample, Template, Tips, and Examples

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The decision to leave a job can be challenging, as many personal and professional factors must be considered. There comes a moment when you must inform your boss that you’re leaving the job. Unlike an informal resignation, which is apologetic at the very least in tone, a resignation letter clearly expresses the writer’s intention. Thus, it helps keep the tone of leave respectful.

A resignation letter formally notifies an organization of an employee’s decision to leave their position. Some companies require it as per employment contracts, while others view it as professional courtesy. This letter documents the employee’s voluntary departure from the company.

This article provides comprehensive guidelines, samples, and tips for writing a resignation letter. It aims to help you handle your resignation process with professionalism and clarity.

Simple Resignation Letter Format

[Your Company Letterhead]

[Manager’s Name]

[Company Name]

[Company Address]

Date:

Subject: Resignation letter

Dear (Manager’s name),

This is a formal letter of resignation from (Your Job Title) at (Company Name), which will take effect on (Your Last Day of Work). Thank you for the opportunities at (Company Name) that have helped me grow professionally. I appreciate (list specific things you value, such as tasks completed, skills gained, or teamwork).

I want to make sure the transition is smooth while I’m still here. I’m happy to help train my successor and keep track of my tasks. Please let me know how I can help with this process.

Regards,

(name of the employee)

What is a Resignation Letter?

A resignation letter is a formal communication that provides formal notice to an employer of an employee’s wish to resign. The document may state the employee’s last day at work and offer help during the transition. You might also use the letter to thank the employer for any opportunities provided, or support extended and to let you stay in touch. Usually, the employer’s response to the employee’s resignation is positive. However, it may depend on various factors.

According to Statista data, the attrition rate in India in 2023 was 18.7%. Resignation letters grant the employer time to find a replacement. If you do choose to provide a resignation, evaluate the impressions you will leave behind when you exit.

Writing a resignation letter is straightforward. In India, the resignation rate in 2023 was 18.7%. A resignation letter typically includes a date, a brief greeting, the main content, and your signature. While it may seem unnecessary to write a resignation letter, doing so helps keep things formal and acts as proof of your resignation.

How Do You Write a Professional Resignation Letter?

1. Begin With The Correct Greeting

Please address your letter to the current supervisor or manager. Use their name and formal title, such as “Dear Mr. XYZ” or “Dear Dr. William.”

2. State Your Reason For Resigning

In the first paragraph, clearly state that you are retiring from your position. Be straightforward and to the point.

3. Write The Last Working Date

In the same paragraph, include the date of your last working day. This will allow your employer time to look for substitutes or make other arrangements.

4. Offer To Help The Employer

In the following paragraph, volunteer to assist with the transfer process. It may include training a colleague to take your place or ensuring the projects you are working on are finished. This shows your company you want the transition to go as quickly as possible.

5. Make Sure To Thank Your Employer

In your last paragraph, thank your employer for allowing you to work with the company. You may also write about any beyond-belief-positive experiences or opportunities you got while working there.

6. End With A Professional Sign-Off

Give the letter a professional sign-off with suitable pauses from “Sincerely” to Best regards, and conclude by placing your signature below the signature line.

7. Proofread And Modify

Before sending the letter, carefully check for language and spelling issues. Ensure the tone is professional and there are no typos or errors.

8. Deliver The Letter

Print the letter and submit it in person to your supervisor or manager. If that is not possible, send it to them via email and then call to confirm receipt.

What should be Included and not Included in a Resignation Letter?

Be Professional

Maintaining a professional tone in your resignation letter will help you maintain a strong relationship with your employer after you leave your position.

Express Thankfulness

If you had a pleasant experience with your employer or coworkers, you should express your gratitude in your letter. Take the time to mention the opportunities and experiences they gave you while employed.

Be Factual

Writing your letter with facts rather than emotional reasons for leaving may be beneficial. To address your reasons for leaving in further detail, you should schedule a meeting with your employer before or after your last day of work.

Be Direct

These letters are often simple documents that communicate critical information, such as your decision to resign and the date of your final day of work. This might help to create clear intentions and courteous communication.

Proofread Thoroughly

When you provide a proper letter of resignation, you show consideration for what transpired in making that decision and let your future company know you’ve given thought to your exit. Henceforth, carefully reviewing your resignation letter can be helpful.

Avoid Providing Too Much Detail

It is recommended to avoid providing a lengthy explanation for why you have decided to leave your position. A straightforward, professional justification is sufficient.

Avoid Disagreeable Comments

Just as much as it is essential to maintain a serious and objective approach to stating your parting notice, you have to refrain from making slanders on the side of the firm, the team, or anything that shows dissatisfaction.

Avoid Providing Ambiguous Details

Be explicit about your last work day and provide sufficient information about any outstanding tasks. You want to make the transfer as smooth as possible for your employer.

Find Particular Examples

The type of offer you are resigning from, the duration you have worked there, and the reason for your resignation can influence the style of the letter you draft. Looking for a resignation letter example may be helpful for consideration.

Keep A Copy For Your Records

This information can be helpful if you have any questions or concerns in the future, and it is an excellent document to keep for your records. This can contain documents such as proof of your notice period, information about your final salary or incentives, and any agreements or commitments made by your company.

Top 9 Resignation Letter Template Examples

1. Simple Resignation Letter

[Your Company Letterhead]

[Manager’s Name]

[Company Name]

[Company Address]

Date:

Subject: Formal Resignation Announcement – (Your Full Name)

Dear (manager’s name),

This is a formal letter of resignation from (Your Job Title) at (Company Name), which will take effect on (Your Last Day of Work). I want to convey my heartfelt appreciation for (Company Name)’s chances for my professional development. I especially appreciate (list particular things you are grateful for, such as completed tasks, acquired abilities, or teamwork).

I’m determined to ensure a smooth transition while I’m still here. To that end, I would be pleased to help train my successor and document my ongoing tasks. Please tell me how I can best assist with this process.

Regards,

(name of the employee)

2. General Template of Resignation Letter

[Your Company Letterhead]

[Manager’s Name]

[Company Name]

[Company Address]

Subject: Resignation letter – (Your Full Name)

Dear (Manager’s Name),

I hereby submit my formal resignation as (Your Job Title) from my position at (Company Name), effective immediately, with my last working day being (Your Last Day of Work). I have thoroughly enjoyed my time at (Company Name) and am thankful for the opportunity to (list particular good experiences or abilities gained). Thank you for the support and experience during my tenure.

My resignation is due to (briefly and objectively explain your rationale). I’m thrilled about (state your next move if you feel comfortable doing so), and it will help me achieve my professional objectives.

I’m determined to ensure everything goes smoothly while I’m still here. I’d be pleased to help train my successor, document my ongoing work, and complete any necessary assignments. Please tell me how I can best help this process.

I hope the future holds even more success for you and the business. I will always treasure my experiences and memories while working at (Company Name).

Yours sincerely,

(name of the employee)

3. Resignation Letter For Personal Reasons

[Your Company Letterhead]

[Manager’s Name]

[Company Name]

[Company Address]

Subject: Notice of Resignation – (Your Full Name)

Dear (Manager’s Name),

This letter serves as notice that, as of (Your Last Day of Work), I will no longer be working at (Your Job Title) at (Company Name). It took effort to make this choice. But I must leave my role to focus on (briefly express your reason for going without being overly explicit or harmful) owing to unanticipated personal circumstances beyond my control.

I’ve had a great time working at (Company Name). I particularly valued (list things you are grateful for, such as completed tasks, acquired abilities, or teamwork).

I’m determined to ensure everything goes smoothly while I’m still here. I would be pleased to (specify specific ways you may assist, such as project documentation, training your replacement, etc.). Please tell me how I may help you and the team most effectively during this process.

I will always treasure my experiences and memories while working at (Company Name). I’ll miss working with such a talented and encouraging group of people. I hope the future holds even more success for you and the business.

Regards,

(name of the employee)

4. Letter of Resigning for New Opportunity

[Your Company Letterhead]

[Manager’s Name]

[Company Name]

[Company Address]

Date:

Subject: Resignation Letter – (Your Full Name)

Dear (manager’s name),

I’m writing to inform you that I will no longer serve in your role at (Company Name). I’ve accepted a new opportunity and will leave my job on (Date).

I would like to use this opportunity to thank (Company Name) for the experiences and opportunities I have had throughout my employment. In addition to learning a lot, I’ve liked working with my coworkers.

I’ll ensure the changeover goes well while I’m still here. If there is anything special I can do to help, kindly let me know.

Once again, I want to thank you for everything.

Sincerely,

(name of the employee)

5. Resignation Letter In Email Format

To: (email id of the manager)

CC/ BCC: (if needed)

Subject: Resignation Letter – (Your Full Name)

Dear Sir/Madam,

I’m writing to inform you that I’m leaving my work as (job title). After some thought, I decided to go because of (reason for leaving). I will be leaving (business name) on (date).

I worked at (business name) for (length of employment) and enjoyed it. This job taught me valuable skills for the future. I appreciate the management’s support and will miss my coworkers. Thank you for the opportunity as (job title). I hope to stay in touch and wish you the best.

Yours sincerely,

(name of the employee)

6. Resignation Letter for Retirement

[Your Company Letterhead]

[Manager’s Name]

[Company Name]

[Company Address]

Date:

Subject: Professional Farewell – (Your Full Name)

Dear (Manager’s Name),

I’m writing to advise you that I’ve decided to resign from my position as (Job Title) on (Retirement Date). After (Number of Years) of dedicated service to (Company Name), I believe it is time to relax and enjoy my retirement.

I’d like to express my heartfelt gratitude for the possibilities and experiences I’ve obtained during my time here. I’ve learned so much and had the pleasure of working with a fantastic team. I appreciate all of the help and advice you and my colleagues have given me during my career.

In preparation for my retirement, I will make sure that any outstanding responsibilities are completed and that my replacement is properly trained. I am convinced that the skills and information I have obtained throughout my time here will help me in my retirement and future endeavors.

Please let me know if you have any specific tasks or duties that you want me to do before I leave. I will also ensure that all corporate property and resources in my possession are returned on my last day of work.

Thank you for the opportunity to be a part of this organization. I want to maintain a positive relationship with you and my colleagues in the future.

Regards,

(name of the employee retiring)

(position)

7. Resignation Withdrawal Format

[Your Company Letterhead]

Date:

[Manager’s Name]

[Company Name]

[Company Address]

Subject: Request for Resignation Withdrawal

Dear (name of the manager or head),

I hope you’re well. Since I submitted my resignation on (Original Resignation Date), my circumstances have changed significantly. After careful deliberation, I want to resign and continue working for (Company Name).

I truly regret any trouble my initial decision may have caused, and I am fully dedicated to continuing my duties and obligations. Please let me know if we can discuss this further.

Thank you for considering my request. I am looking forward to your favorable reaction.

Sincerely,

(name of the employee)

(designation)

8. Resignation Letter for Immediate Short Resignation

[Your Company Letterhead]

[Manager’s Name]

[Company Name]

[Company Address]

Date:

Subject: Immediate Resignation Letter – (Your Full Name)

Dear (name of the manager),

I am writing to advise you that I am resigning from my employment as (Your employment) at (Company Name), effective immediately. Unfortunately, an unexpected family problem has occurred, necessitating my prompt attendance and care.

I’d like to express my genuine gratitude for the possibilities I’ve had while working at (Company Name). I’ve liked my time here and am appreciative of my coworkers’ support and camaraderie.

Given the seriousness of the circumstances, I must prioritize my family responsibilities at this time. I hope you understand why I decided to resign without notice.

Regardless of how abruptly I leave, I am dedicated to aiding with the transition process in any way I can. Please let me know how I can assist with the transfer of my responsibilities and guarantee a smooth transition for the team.

Thank you for being so understanding and supportive throughout this tough time. I appreciate your understanding.

Regards,

(name of the employee)

(designation)

9. Resignation Acceptance Letter

[Your Company Letterhead]

[Employee’s Name]

[Employee’s Address]

Subject: Your Resignation is Accepted

Dear (Name Of The Employee),

I formally accept your resignation from (Company Name) and acknowledge it. We value your work while you were here and hope your future ventures go well.

We’ll be losing you as a worker on (Date). If there is anything we can do to help your transition go more smoothly, kindly let us know.

Once more, thank you for your assistance to (Company Name).

Regards,

(name of the manager),

For (name of the company)

Simple Resignation Letter Sample

[Your Company Letterhead]

Kedar Jha

Sunlight Sales Agency

Sector 3, New Delhi – 110016

Date: 3rd June, 2024

Subject: Formal Resignation letter – Mohit Pala

Dear Mr. Jha,

This is a formal letter of resignation from the marketing manager at Sunlight Sales Agency, which will take effect on 28th July 2024. I want to convey my heartfelt appreciation for the Sunlight Sales Agency’s chances for my professional development. I especially appreciate all the projects and opportunities I have been given and handled.

I’m committed to ensuring a smooth transition and would be happy to train my successor and document my tasks. Please let me know how I can assist.

Regards,

Mohit Pala

Now that you have all the samples and formats as references, here are some tips to ace the simple and formal resignation letter

Employment Letters Every HR Professional Should Know

Tips to Write a Proper Resignation Letter

Keep Things Short And Straightforward

Write in plain language, and keep the body of your letter to two or three brief paragraphs. Only include the essential information. A personal meeting with your manager or an exit interview can provide opportunities for in-depth conversations.

Be Nice And Positive

Use courteous, professional language. Be considerate of your company. Maintain a cheerful attitude, especially when discussing your reason for resignation and your experiences with the organization.

Make it a Professional Look

Use professional fonts rather than beautiful ones. Use points with single spacing. Reduce text decorations like bold, italic, underlining, and color highlights.

Plan a Resignation Meeting

Consider scheduling a closed-door meeting with your manager before you submit your resignation. This helps to avoid misunderstandings and ensures that your departure does not surprise your manager.

Plan your Letter Submission

Please submit your resignation well in advance. This will give your employer extra time and ensure that you stay within the required notice period.

Talk With your Manager

Follow your manager’s directions during the transition. Complete the pending duties assigned by your management. You may also need to train someone to take over your role.

Inform your Coworkers

Please notify your coworkers of your resignation and send them a farewell email. Your manager can also advise you on this.

What Happens Post-Resignation?

The resignation procedure varies according to the company’s policies and the employee’s position. However, several general steps are typically followed:

Acceptance Of Resignation

The initial stage is to accept the employee’s resignation. The manager or HR representative should accept the resignation and confirm the employee’s last working day.

Exit Interview

An exit interview is conducted to determine the cause of the employee’s resignation and solicit input on the company’s policies and work culture. This feedback can be used to improve the working conditions for the remaining staff.

Knowledge Transfer

Employees should give their tasks to their coworkers or those who will take over their role. This is known as knowledge transfer in the organization. This assures that the job is unaffected by the employee’s leave.

Return Of Company Property

Before leaving the company, the employee should return all company property, which includes a laptop, ID card, and other equipment.

Settlement Of Finances

Employees’ dues, such as salaries, bonuses, and other benefits, should be paid before they leave the organization.

Farewell Of The Employee

The employee should be appreciated for their contributions to the company.

Conclusion

In your resignation letter, you must express clear intention about leaving; therefore, it will eliminate all doubts and miscommunication. A resignation letter is an opportunity to briefly explain the reasons for the resignation. Keep the facts you offer general, avoiding going into depth regarding your leave or voicing dissatisfaction.

Be courteous in your resignation notice, regardless of your role. Mention why you’re leaving and be explicit about who you’re informing. Appreciation and support at your departure go a long way with employers, and you don’t want to leave the firm on a sour note—even if you’re leaving for terrible reasons.

Drawing inspiration from these letter of resignation samples and templates will help you maintain your professional network as you go on your next adventure. To effectively manage all your employees joining and resigning, schedule a demo of the factoHR employee management tool.

FAQs

Do Employers Have to Accept a Resignation Letter?

In most situations, an employer cannot decline a resignation. Most countries have employment regulations stating that an employer must accept a resignation. The only time a resignation can be rejected is if the employee does not provide enough notice in their letter for resigning or violates their employment contract in some way.

When Should You Submit a Letter of Resignation?

You should draft a letter of resignation at least two weeks in advance, but if your contract requires it or you have a lot of work to do before leaving, you may need to give your boss more notice.

Why Do We Require a Resignation Letter?

It is a formal letter you and your employer can use to record the day you gave notice. This lets you track when you notified your employer of your departure plan. Consider preserving a copy of your letter for your records.

What Not to Include in a Resignation Letter?

Statement of resignation and the date of your last day. Paragraph expressing gratitude for the opportunity. A few sentences describing your desire to assist with the training and transfer process. Professional sign-off and signature. Avoid lengthy details, informal tone, indirect dissatisfaction regarding the company, and too many personal details.

Can I Withdraw My Resignation Letter?

If you change your mind about leaving your current employment, you can ask your employer to overlook your resignation letter. Some grounds for withdrawing a resignation letter include a retracted fresh job offer or a partner no longer needing to relocate for their employment.