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Resignation Letter

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Resignation Letter Format, Samples, Email Templates & Writing Guide

A resignation letter is a formal document or email used by an employee to officially inform their employer or manager about their decision to leave the organization. Submitting a professional resignation letter helps ensure a smooth transition, maintain positive relationships, and support proper exit documentation such as relieving and experience letters.

This comprehensive guide explains how to write a resignation letter correctly and provides resignation letter formats, samples, and email templates that employees can easily customize and use.

What Is a Resignation Letter?

A resignation letter is an official document submitted by an employee to their employer, manager, or HR department, formally communicating their decision to leave the organization. It marks the beginning of the offboarding process and is one of the most important professional documents an employee may write in their career.

A resignation letter - sometimes called a letter of resignation or resign letter - typically includes the employee's intended last working date, a brief reason for leaving (optional but professional), an expression of gratitude for the opportunity, and an offer to assist during the transition period.

Standard Resignation Letter Format

A basic resignation letter format includes:

Employee details
Date
Manager/HR details
Subject line
Resignation statement
Last working date
Appreciation message
Closing & signature

How to Write a Resignation Letter - Step-by-Step

Learning how to write a resignation letter correctly ensures a smooth exit and protects your professional relationships. Follow these eight steps:

Step 1: Decide Your Last Working Date

Before writing, calculate your last working date based on the notice period in your employment contract. State this date specifically in your letter — do not leave it vague.

Step 2: Address It to the Right Person

Address your resignation letter to your immediate reporting manager and copy the HR department. In some organizations, the letter goes directly to HR. When in doubt, address it to both.

Step 3: State Your Resignation in the Very First Line

Do not build up to the resignation - state it immediately. For example: "I am writing to formally resign from my position as [Designation] at [Company Name], effective [Last Working Date]."

Step 4: Keep the Tone Positive and Professional

Regardless of the reason for leaving, maintain a courteous and professional tone throughout. A resignation letter becomes part of your official employment record and may be reviewed when you request a reference in the future.

Step 5: Mention the Reason Briefly (Optional)

You are not legally required to state a reason for your resignation. However, a brief, positive explanation - such as pursuing a new opportunity, relocating, or personal development - is considered a professional courtesy.

Step 6: Express Genuine Gratitude

Thank your employer, manager, and team for the opportunities, mentorship, and experience. Even if the experience was mixed, expressing gratitude helps maintain a positive professional relationship.

Step 7: Offer to Support the Transition

Offer to complete pending work, assist in finding or training your replacement, or prepare handover documentation. This is especially important for senior or specialized roles.

Step 8: Proofread Before Submitting

Check names, dates, and designations carefully. An error in the last working date or the manager's name in a resignation letter can cause administrative confusion and delay your exit formalities.

Resignation Letter Sample

[Date: DD/MM/YYYY]

To,

[Manager's Name]

[Company Name]

Subject: Resignation - [Your Name]

Dear Mr./Ms. [Last Name],

I am writing to tender my resignation from the position of [Designation] at [Company Name], effective [Last Working Date], in accordance with my notice period of [X months].

This decision has been a difficult one. I am leaving due to personal reasons that require my full attention and commitment at this time. I would like to clarify that this resignation is in no way a reflection of my experience at [Company Name], which has been extremely positive and professionally rewarding.

I am committed to a complete and professional handover and will ensure all ongoing work is transitioned smoothly before my departure. I deeply value the relationships I have built here and hope to stay in touch.

Thank you sincerely for your understanding, and for all the support, guidance, and opportunities you have provided me throughout my tenure.

Yours sincerely,

[Your Full Name]

[Designation | Department | Employee ID]

Dos and Don'ts When Writing a Resignation Letter

Following these professional guidelines ensures your resignation letter leaves the right impression - no matter the circumstances of your departure.

Dos

Give adequate notice
State your last working date clearly
Keep it positive
Offer transition support
Proofread

Don’ts

Don't vent grievances in the letter
Don't resign verbally without following up in writing
Don't use vague language
Don't send a resignation email without copying HR
Don't submit without saving a copy

Common Resignation Letter Mistakes to Avoid

A resignation letter is a professional document that becomes part of your employment record. Therefore, avoiding common mistakes is important to ensure a smooth exit and maintain positive relationships with your employer.

Here are some frequent resignation letter mistakes employees should avoid:

Writing emotional or negative comments
Not mentioning the last working day
Giving insufficient notice without explanation
Writing an overly long letter
Using informal language or tone
Not proofreading the letter
Sending resignation abruptly without informing the manager
Sharing sensitive information
Not offering transition support

Conclusion

A resignation letter is an important professional document that formally communicates your decision to leave an organization. Writing it correctly helps ensure a smooth transition, preserves professional relationships, and supports proper exit documentation, such as relieving letter and experience letters.

By following the correct resignation letter format, maintaining a respectful tone, and avoiding common mistakes, employees can leave their roles professionally while keeping future career opportunities open.

Using clear formats and ready-to-use resignation letter samples makes the resignation process easier and ensures proper communication with employers.

Author & Reviewer

This content is prepared and reviewed by HR and workplace communication professionals and is updated to reflect current professional Standards.

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Resignation email Letter Sample Template

Date__________

To,

HR Manager,

Company name __________

Address________

Pin code__________

Subject: Resignation

Dear Sir/Madam,

Please accept my resignation from my current job role of ________

I would like to thank all for the opportunity provided to me to work in your company (Company name). The decision to resign was not easy for me but I have to take the decision for my career growth. I learnt a lot in this organization and I am highly grateful for all my senior and colleagues for their support.

I would like to be relieved from my services & from the company by (mention the date). Please clear all my accounts & dues with full and final settlement accordingly.

Thanking You,

Signature

Employee Name Designation

Employee Code (if any)

Resignation Letter Sample Template

Dated_________

To,

HR Manager,

Company Name

Address

Subject : Resignation Letter

Dear Sir/Madam,

I am writing this letter to formally resign from the post of (mention post). My last working day would be (mention date).

I kindly request you to accept my resignation and let me know of any formalities required to be completed from my side.

I am very thankful and grateful for the opportunities provided to me for personal and professional growth during my tenure in this company. I wish the company tremendous success in the future.

Thanking You,

Employee Name & Designation

Resignation Letter Email Sample letter for Manager – Quality Assurance
Example Template Format

About this Sample: Here an employee decided to resign from the post of Manager – Quality Assurance. He/she writes this letter to his/her HR Manager to inform and tender resignation and requesting Management to settle all his / her dues during serving my notice period and be relieved from the services of the company. The employee is tendering his/her gratitude towards his/her seniors and thanks the employer for the knowledge and experience gained. This Sample Letter should be treated as Example only.

Use personal or official email ID Compose a New email message

Manager / Receiver&'s Official Email Address :
Email Subject :Resignation

Date : _____

To,

The HR Manager,

Company Name_____________

Address:___________________

City & State:________________

Pin code__________

Dear Sir/Mam,

I am writing this letter to inform you that I am resigning from the post as Manager – Quality Assurance and my last day in this company would be dated (________) and consider this period for serving my notice period for a month.

It was great time which I spent with this Company. Thank you very much for your precious guidance and co-operation. I have gained a lot of experience working here and I am sure this will be helpful for my whole career.

Finally, I would like to tender my special thanks to Mr. (mention the name of immediate Boss Name or Reporting Manager) for trusting in my capabilities and always guided and encouraged me to achieve my goals and meet the business deadlines.

I would like to thank again for the opportunities provided to me and would request you to settle all my accounts and issue a relieving letter on or before date (_________)

Thanks and Regards

Employee Name & Designation

Resignation Letter For Manager

Email Sample Download PDF Word

Date: _________

To,

The HR Manager,

Company Name_______

Address:_____________

City State:__________

Pin code__________

Dear Sir/Madam,

With regret I would like to inform you about my resignation from my current role of Manager – Administration & General Affairs from (Mention Company Name) in order to pursue an opportunity outside.

This was not a very easy decision for me and after having deep thought over it for quite some time, now I decided that it would probably be a good move for me to pursue for my career growth.

It has really been a rewarding experience for me with (mention Company Name) from various perspectives and I have thoroughly enjoyed my stint in this organization. I will put my best possible effort to extend all the help and assistance for a smooth hand over.

I would like to put my last working day as 18th September and would request you to please relieve me from my duties by date (______) and clearing my accounts accordingly please.

Thanks and Regards,

(Employee Name Designation)

Employee ID

Contact Details

Best Resignation Letter

Sample Template

Date : _____

To,

The Manager

Name of the Organisation

Address, City State

Subject: Resignation Letter

Dear Sir / Madam,

With due respect I would like to inform you that due to some unexpected and un avoidable situation has occurred with my family because of that I have to go and stay with my family at my Native place which may take more than 5 months or may little long. As I mentioned that I don't know how long it will take so right now I am unable to continue my job.

Therefore, I am tendering my resignation letter with immediate effect and also like to show my helplessness for not even been able to serve the notice period. I have already left the city today early morning. It all happened very sudden because of that I was unable to inform/ intimate you or to any of my colleague.

Further,I kindly request you to please accept my resignation and let us me know if any formalities are required to be completed from my side which I will do it from here itself such as settling my full and final accounts etc. Your kind cooperation in this regard shall be highly appreciated.

At last, I would also like thank you to all my colleague and senior for their kind co-operation and support during my working tenure with the organization.

I wish for a great future and success to all co-workers and the organization.

Thanking you

Yours truly

Employee Name__________________________

Employee Code Number____________________

Complete Address for communication__________

________________________________________

Formal Job Resignation Email / Letter from Executive Post

Free Sample Template

About this Sample: This Email / letter is written in a situation where a person who is working on an Executive – Customer Service position decided to resigns from the company as he / she got a new job offer. He / She writes this email / letter to his/her Boss / Manager and tender his / her resignation and also requesting to be relieved from his / her services after serving the notice period for 3 months. This email / letter writing language should be very polite, humble and thanks giving as well.Please treat as sample template as example only.

Format For Formal Resignation Letter

You can use a Plain Paper

Format For Formal Resignation Email
Use personal or official email ID
Compose a New email message

From

Name Person who is Resigning
Address, Email ID, Contact Number.

To;

Mr / Ms. Manager Name

Company Name & Address
City State, Pin code

Receive Official Email Address :

Email Subject :Resignation

Date: _________

Sub: Resignation from the position of Executive Customer Service

Dear Sir / Madam

Refer to my appointment for the aforementioned position.

I have decided to resign from my current job position from the company (use company name) by end of month i.e. (mention the correct last date of working).This all happened very quick as I got a new job offer and I will join there in the coming month.

Further, as per my appointment letter, I have to serve the notice period for three months therefore, I am informing you and my last take of working will cover my notice period. I will hand over all my work and responsibilities to my colleague (name of the colleague) and would request to please settle all my dues and relieve me from my duties by the mentioned date.

I am pleased to mention here that I have gained a valuable experience and knowledge while working under you in this company. The guidance and support which I had, really accorded me in the right path of my career and for this, I would like to extend my gratitude of being a part of your team.

Yours Sincerely,

Signature
Name of the Employee Designation

Formal Job Resignation Email / Letter

About this Sample: This template is about a situation where a person working on a manager position decided to resign from the company due to some personal family reasons. He / She writes to his / her Boss and tender his / her resignation and making a request to get all the accounts to be settled and to be relieved from his / her services after serving the notice period of one month.Not for forget, that the language used in this kind of email / letter should be very soft and polite. Important to be thankful throughout for the learning experience and the togetherness shown during the period of working in the organization. This below sample is designed in Email format and Letter format, rest of content of will remain same for both the condition.Please use this as example only.

Format For Resignation Letter
You can use a Plain Paper

Format For formal Resignation Email
Use personal or official email ID
Compose a New email message

From ;

Address, Email ID, Contact Number.

Mr / Ms. Name & Designation
(Reporting Manager)
Company Name & Address
City State, Pin code

Receiver Official Email Address :
Email Subject : Resignation

Date: _________

Sub: Resigning from the post of Manager- Operations

I _________ (name of the employee) was working in this organization (name) from last two years as Manager - Operations. Due to my personal problems and piled up family issues, I will not be able to continue my job.Therefore, I am resigning and would serve the notice period of one month starting from the date of my resignation. I request you to please issue the necessary instruction to the concerned department for settlement of my dues and accounts

Further, I would like to thank all the people and management for the opportunities provided to me and experience I had during my stay with this organization. I appreciate the support and concern given to me during my tenure.

Yours Sincerely,

Name Signature (in case of Letter)
Name of the Employee (in case of Email)

Free Sample Resignation Letter for Teacher

About this Letter: Here in this sample a Teacher teaching mathematics in a school is resigning from his / her job. The teacher writes this resignation letter and addressing this to his / her Principal and declaring for his / her resignation and requesting to be relieved from the services of the school after serving the notice period. This kind of Letter or Email has to be written in a polite language must highlight the better learning and be thankful for the supported by the management during the period. The content of this letter can also be used at the time of sending Resignation email as well. Please treat this sample template for example only, we suggest, you can download and modify the content as per you requirement.

Date ________

To
Mr. (Principal name)
SCHOOL NAME
Address,
City, State, Zip code

Sub: Resignation from the post of Teacher (Mathematics)

Dear Sir,

Please accept my resignation letter from the post of Mathematics Teacher with the school (school name). My last day of the school would be date (______)

I decided to resign because of my Family requirement for which I have to shift to my native town.

It was indeed a pleasure teaching in your school for last couple of years. I highly appreciate the support and guidance I received from your good self and my colleagues and other school staff during my stay here.

I have developed very close bonding with my students and colleagues, which I will always keep in my memories. This is a very emotional decision at my end and I would miss working with such a wonderful team. I wish the school all the best for future endeavors.
Sincerely,

(Signature)
Teacher Name

Professional Job Resignation Letter Email Format

About this Sample Template: Here, an employee designated to any Assistant Manager or Manager Position willing to resign but do not want to serve the notice period can use the below template. Important to note that written content of this email letter is information employer for the resignation and also thank giving for the opportunity provided and expressing gratitude for all the learning from the work, management and peers. Here an employee also making request for getting relieved from the services of the company without serving the notice period.This letter is just for example only.

Use personal or official email ID & Compose a New email message
Manager / Receiver's Official Email Address :
Email Subject :Resignation

Date: ________

To,
(Manager's Name)
Organization Name
Address, City
State Pin code

Dear Sir/Madam,

This is to inform you that because of some emerging conditions and unavoidable circumstance, I would not be able to continue my job therefore; I have decided to resign from my current job and position of Assistant Manager. My last day or working with (Company Name) will be dated (______)

As mentioned that all this happening because of some uneven incidents in my personal life and to address and manage this all I would request you to please waive off my notice period of one month and relieve me by the date mentioned above.

This is a very emotional decision at my end and I would miss working with such a wonderful team. I tender my sincere thanks to the Management, seniors and my colleagues for their extraordinary support, guidance and the learning provided to me during my tenure.

Thanks Regards

Employee Name Designation

Resignation Letter Sample Format

From the Post of Sales Manager

Example Template

Date : _______

The Manager (Reporting Manager Title)

Company Name__________________

Address:________________________

City & State:_____________________

Dear Sir,

I would like to inform you with a very heavy heart that I am resigning from my current job and my last date of working will be date (______)with this organization.

Further, I would like to take this opportunity to highlight that making this decision has been difficult, as working experience with (mention your current company name) has been a learning Journey and I will always be very pleased and grateful about this. I have gained lot of new knowledge and added useful experience which will surely be helpful growing further in my entire career ahead.I thoroughly enjoyed working with seniors and my colleague here.

Finally, I would like to tender my special thanks to Mr. ( mention your immediate Boss Name) for trusting in my capabilities and always guiding and encouraging me to achieve my goals and meet the business deadlines.

Please consider this one month time as my notice period and help me to complete all the relieving formalities during this period and also settle my accounts so that I can be relieved by date (_______)

I wish (highlight your company name) every success in future and thanks once again for the opportunities provided to me.

Thanks and Regards

Name Designation

Company Name

Resignation Letter of Senior Associate

Email Sample Download PDF & Word

Date: _________

To,

The HR Manager,

Company Name_______

Address:_____________

City & State:__________

Pin code__________

Dear Sir/Madam,

I would like to inform you about my resignation from my current role of Senior Associate from (Mention Company Name) in order to pursue an opportunity outside.

This was not a very easy decision for me and after having deep thought over it for quite some time, now I decided that it would probably be a good move for me to pursue for my career growth.

It has really been a great opportunity for me to work in this company. I have learnt a lot of things and the training and knowledge I gained here is tremendous.

I will put my best possible effort to extend all the help and assistance for a smooth hand over.

My last working day would be (mention date) and would request the HR to please relieve me from my duties by date (______) with full and final settlement.

Thanks and Regards

(Employee Name & Designation)

Employee ID

Contact Details

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