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Resignation Letter: Examples, Sample Formats, and Template

23 min read

resignation letter format

The time has come to hoist the sails and start for new shores. But before you cast off from your current harbor, there’s an essential navigational detail to address: the resignation letter. It’s not just a formality; it’s a professional bridge between your past voyage and the exciting one waiting on the open sea.

What is a resignation letter?

A resignation letter is an official and formal means for employees to communicate their decision to leave the organization. It serves as a written confirmation of the employee’s voluntarily terminating employment. 

Writing a resignation email or letter can be overwhelming. Therefore, there are a few things to consider while drafting a letter of resignation. This is because resignation is an essential communication tool in HR functioning.   

Besides, writing a polite resignation letter is also a great way to maintain professional relationships. It is a formal document reflecting you and your professionalism. So, by making it memorable, you can leave a lasting impression on your colleagues and maintain a positive bond for years (with the organization and its colleagues).  

Resignation Letter Format 

resignation letter

If you are writing a resignation letter, here are a few prerequisites to consider: 

  1. Contact Information: Include your name, job title, phone number, and email address at the top of the letter.  
  2. Formal Greeting: Start your letter with a formal greeting such as “Dear” or “Hello”.  
  3. Statement of Resignation: State the position you are resigning from and the effective date of your resignation. Mention the dates and necessary information related to it.  
  4. Gratitude: Thank your employer for the opportunity and describe some of the key things you have enjoyed and learned on the job.  
  5. Willingness to Assist: Mention your willingness to assist in the training and transition process till your last date 
  6. Polite signoff: End the letter on a positive note.  

Resignation letter sample and how to write a resignation letter? 

resignation letter template

Before writing a resignation letter, figure out who you are addressing to in your organization. Then,  

  • State your intention of resigning and provide a reason. Be Clear and Concise. 
  • Acknowledge your employer for the opportunities and experiences gained during your tenure. Express Gratitude.  
  • Ideally, offer at least two weeks’ notice to facilitate a smooth transition. Provide Ample Notice. 
  • Keep the tone respectful and professional, regardless of your reasons for leaving. Maintain Professionalism. 
  • Convey your willingness to assist with the transition and complete the necessary. Right Assistance. 

What to include in a resignation letter?  

If you’re planning to resign, writing a letter to formalize your departure details is a good idea. A resignation letter is a formal document notifying an employer that you are leaving your job. Here are some tips to help you write a resignation letter:  

  • Keep it short and simple: Write in simple language and restrict the body of your letter to two to three short paragraphs.  
  • Be clear and concise: Your letter should start with the fact that you’re resigning. You should provide information about the last day you plan to work at the company.  
  • Maintain a positive tone: Keep things professional and maintain a positive tone throughout your letter. It’s always a good idea to thank your employer for the opportunity.  
  • Offer to assist with the transition: Often, employers will appreciate your offer to help with the transition period. You can include this in your letter.   

What Not to Include in a Resignation Letter?  

Do Not:  

  • Be Negative: Refrain from expressing negative sentiments or complaints about the company, colleagues, or management.  
  • Include Too Much Detail: Keep it concise; your resignation letter is not the place to air grievances or provide an exhaustive list of reasons for leaving, like future career moves.  
  • Burn Bridges: Even if you’re leaving due to dissatisfaction, avoid burning bridges by maintaining a professional and positive tone. Avoid using disrespectful language or projecting bitterness towards anyone.  
  • Forget to Proofread: A resignation letter represents your professionalism; ensure it is free of grammatical errors and typos.  
  • Use It as a Platform: The resignation letter differs from the place to negotiate terms or express dissatisfaction with your current role. 

10 Best Sample Resignation Letter Templates  

1. Simple Resignation Letter sample   

Subject: Formal Resignation Announcement – (Your Full Name)

Dear (Manager’s Name),

The following letter is a formal resignation letter from (Your Job Title) at (Company Name), effective (Your Last Day of Work). I would like to express my sincere gratitude for the opportunities for professional growth and development at (Company Name). I am particularly grateful for (mention specific things you are thankful for, like projects, skills learned, or team support).

I am committed to ensuring a smooth transition during my remaining time here. I am happy to assist with training my replacement and documenting my current projects to ensure a seamless handover. Please let me know how I can best support this process.

I wish you and the company continued success in the future.

Sincerely,

Your Signature

Your Typed Name.

2. General Resignation Letter Template   

Subject: Resignation Letter – (Your Full Name)

Dear (Manager’s Name),

With this letter, I formally resign from my position at (Company Name) as (Your Job Title), effective (Your Last Day of Work). I have greatly enjoyed my time at (Company Name) and appreciate the opportunities to (mention specific positive experiences or skills developed). I am particularly grateful for (mention specific things you are thankful for, like projects, skills learned, or team support).

My decision to resign is based on (briefly state your reason without negativity). I am excited about (mention your next step if you feel comfortable doing so) and believe it will allow me to pursue my career goals further.

I am committed to ensuring a smooth transition during my remaining time here. I am happy to assist with training my replacement, documenting my current projects, and completing all critical tasks. Please let me know how I can best support this process.

I wish you and the company continued success in the future. I will always cherish the memories and valuable experiences I gained at (Company Name).

Sincerely,

Your Signature

Your Typed Name.

3. Retirement Resignation Letter  

Subject: Professional Farewell – (Your Full Name)Dear (Manager’s Name),

It is with great regret that I write to inform you that I will be retiring from (Your Job Title) at (Company Name) on (Your Last Day of Work).

After remarkable years with (Company Name), I have decided to embark on a new chapter – retirement. The time has come for me to step away from the professional world and devote myself to (Mention retirement plans, e.g., spending time with family, pursuing hobbies, etc.).

Words cannot express my immense gratitude for the incredible opportunities and experiences I have gained here. I cherish the memories of (Mention specific positive memories or accomplishments), and I am truly grateful for the support and guidance you and my colleagues have provided me throughout my career.

While eager to begin this new adventure, I am also deeply sad to say goodbye to such a valued team and workplace. I respect everyone at (Company Name) and will miss being part of this exceptional organization.

I am committed to ensuring a smooth transition during my remaining time here. I am happy to assist with the training of my replacement, the documentation of my current projects, and the completion of any outstanding tasks.

Once again, thank you for everything. I wish you and the company continued success in the future.

Sincerely,

(Your Signature)

(Your Typed Name).

4. Resignation letter for personal reasons 

Subject: Notice of Resignation – (Your Position) – (Your Full Name)”Dear (Manager’s Name),

The purpose of this letter is to inform you that I am resigning from (Your Job Title) at (Company Name), effective (Your Last Day of Work). Making this decision took work. However, due to unforeseen personal circumstances beyond my control, I need to step away from my role to focus on (briefly state your reason for leaving without being overly specific or negative).

I have truly enjoyed my time at (Company Name). I especially appreciated (mention specific things you are thankful for, like projects, skills learned, or team support).

I am fully committed to ensuring a smooth transition during my remaining time here. I will be happy to (mention specific ways you can help, including training your replacement, documenting projects, etc.). Please let me know how I can best support you and the team throughout this process.

I will always cherish the memories and valuable experiences I gained at (Company Name). I will miss working with such a talented and supportive team. I wish you and the company continued success in the future.

Sincerely,

(Your Signature)

(Your Typed Name).

5. Resignation letter for immediate short resignation 

Subject: Letter for immediate resignation – (Your full name)

Dear (Manager’s Name),

Please accept this letter as formal notification that I am resigning from my position as (Your Job Title) at (Company Name), effective immediately. I understand that this short notice is less than ideal, and I sincerely apologize for any inconvenience it may cause.

Due to (briefly explain your reason for immediate resignation, without negativity), I cannot provide the standard notice period. I understand this decision will require flexibility and effort, and I apologize for the disruption.

Despite my sudden departure, I am committed to ensuring a smooth transition as much as possible. I am happy to (mention specific ways you can help, including training your replacement, documenting projects, summarizing your ongoing tasks, etc.). Please do not hesitate to let me know how I can best support you and the team during this time.

During my time at (Company Name), I learned a great deal and will always hold the team and the company in high regard. Thank you for your understanding and support. I wish you and the company continued success in the future.

Sincerely,

Your Signature)

(Your Typed Name).

6. Resignation letter for a new opportunity  

Subject: Resignation Letter – (Your Full Name)

Dear (Supervisor’s Name),

I am writing to inform you that I have accepted a new job opportunity and will resign from my position as (Your Position) at (Company Name). My last day of work will be (Date).

I want to take this opportunity to express my gratitude for the opportunities and experiences I have had while working at (Company Name). I have learned a lot and have enjoyed working with my colleagues.

I will do everything possible to ensure a smooth transition during my remaining time here. Please let me know if there is anything specific that I can do to help.

Thank you again for everything.

Sincerely,

Your Name.

7. Resignation letter template giving advance notice  

Subject: Formal Resignation Announcement – (Your Full Name)

Dear (Manager’s Name),

I am writing to inform you of my decision to resign from (Company Name), effective (Date of Resignation). I understand that transitioning a new person to the role of (Your Position) will take some time, and I would like to provide as much notice as possible.

I want to take this opportunity to thank you for the opportunity to work with such a great team. I have learned a lot during my time here and appreciate the support provided by the company. I am grateful for the experience and the knowledge I have gained.

Please let me know how I can assist in the training and transition process until my last day. I am willing to help in any way I can to ensure a smooth transition.

Thank you again for the opportunity to work with such a great team. I wish you and the company all the best in the future.

Sincerely,

(Your Name)

8. Resignation letter template for a role that’s not a good fit  

Subject: Notice of Resignation – (Your Position) – (Your Full Name)

Dear (Manager’s Name),

I am writing this email to formally notify you of my resignation from the (Job Title) position at (Company Name). My last day with the company will be (Date).

During my time at (Company Name), I realized that the scope of the role was not what I had anticipated, and as such, I would like to explore other opportunities.

Thank you for the opportunities and experiences I gained at (Company Name). I have learned a lot and will always be grateful for the support and guidance you and the team have provided me.

Please let me know if there is anything that I can do to help make the transition process as smooth as possible.

Sincerely,

(Your Name)

9. Resignation withdrawal template  

Subject: Withdrawal of Resignation – (Your Full Name)

Dear (Employer’s Name),

I am writing to withdraw my resignation, which I submitted on (Date of Resignation). After careful consideration, I have decided to continue working with (Company Name). I apologize for any inconvenience this may have caused.

I want to thank you for your understanding and support during this time. I look forward to continuing my work with (Company Name) and contributing to the organization’s success.

Please let me know if there are any further steps, I need to take to complete the withdrawal process.

Thank you for your time and consideration.

Sincerely,

(Your Name).

10. Resignation acceptance template  

 

Subject: Your Resignation is Accepted.   Dear (Employee’s Name), I formally acknowledge and accept your resignation from (Company Name). We appreciate your contributions during your tenure here and wish you the best in your future endeavors. 

Your last day of work with us will be (Date). Please let us know if there is anything we can do to make your transition smoother. 

Thank you again for your service to (Company Name). 

Sincerely, 

(Your Name) 

(Your Title).

Post resignation Scenario 

The resignation process can vary depending on the company’s policies and the employee’s position. However, here are some general steps that are usually followed: 

  • Acceptance of resignation: The first step is to accept the employee’s resignation. The manager or HR representative should acknowledge the resignation and confirm the employee’s last working day. 
  • Exit interview: An exit interview is conducted to understand the reason for the employee’s resignation and to gather feedback on the company’s policies and work culture. This feedback can be used to improve the work environment for the remaining employees. 
  • Handover of responsibilities: The employee should hand over their responsibilities to their colleagues or the person who will take over their role. This ensures that the work is not affected by the employee’s departure. 
  • Return of company property: The employee should return all the company property, such as a laptop, ID card, and other equipment, before leaving the company. 
  • Settlement of dues: Employees’ dues, such as salary, bonus, and other benefits, should be settled before they leave the company. 
  • Farewell: The employee should be given an adieu and thanked for contributing to the company. 

Final Words

A resignation letter marks a professional turning point, signaling your departure from an organization. But whom should you address while writing a resignation letter? 

1. The Primary Audience: Your Direct Manager

Traditionally, your letter’s main target is your immediate supervisor. As the closest point of contact, they deserve formal notification of your impending departure.

2. Beyond the Manager: Additional Considerations

  • Human Resources (HR): HR might handle official resignation procedures in larger organizations.  
  • Other vital stakeholders: If you’ve built strong relationships with colleagues, clients, or senior management, consider sending courtesy emails informing them of your decision. 

FAQ:

1. What is a resignation letter?  

A resignation letter is a formal document that an employee submits to their employer, announcing their decision to leave the company. It typically includes gratitude, the intention to resign, and the last working day, and it may offer assistance during the transition. It serves as a professional record of the employee’s departure. 

2. What elements need to be included in a resignation letter?  

A resignation letter should include the following segments: 

  • Date: Include the date at the top of the letter. 
  • Recipient’s Information: Address the letter to your immediate supervisor or the appropriate person in the company. 
  • Statement of Resignation: Clearly state that you are resigning from your position. 
  • Last Working Day: Specify the date of your last working day. 
  • Gratitude: Express gratitude for the opportunities and experiences gained during your employment. 
  • Transition Period: Offer to help with the transition. 
  • Contact Information: Provide your contact information for future correspondence. 

3. Is there any standard notice period for a resignation?  

There is no universal standard notice period for resignations. Notice periods vary based on company policies, employment contracts, and industry norms. Commonly, notice periods range from two weeks to one month, but it’s essential to refer to your employment agreement or company policies for specific guidelines. 

4. What should I not include in a resignation letter?  

In a resignation letter, avoid negative comments, excessive personal details, emotional outbursts, blame, unprofessional language, and unrealistic offers to stay. Keep it professional, positive, and focused on the essential details of your resignation. 

5. What is the subject line in a resignation letter?  

The subject line in a resignation letter is a brief and concise line that summarizes the purpose of the email or letter.  

 6. What are the types of subject lines in resignation letter?  

Here are a few types of subject lines you might use: 

1. Direct Announcement: 

  • “Resignation – (Your Full Name)” 
  • “Notice of Resignation – (Your Full Name)” 

2. Gratitude Emphasis: 

  • “Grateful Farewell – (Your Full Name)” 
  • “Thankful Resignation – (Your Full Name)” 

3. Position Mention: 

  • “Resignation from (Your Position) – (Your Full Name)” 
  • “Departure as (Your Position) – (Your Full Name)” 

4. Notice Period Mention: 

  • “Resignation with Two Weeks’ Notice – (Your Full Name)” 
  • “Three Weeks’ Notice of Resignation – (Your Full Name)” 

 

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    Meet the author

    Parismita Goswami

    Content Writer

    A writer, poet and cinephile by passion. Parismita is Content Writer at Keka. She shares her interest in having good conversations over tea, traveling, exploring and reading. When she is not experimenting with her culinary art, you can typically find her introspecting or taking a cozy corner.

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