Quick Summary
Are you thinking about resigning from your job? A resignation letter format is a crucial part of drafting a resignation letter, which serves as a formal notice to your employer. This letter reflects your professionalism and helps ensure a smooth transition.
A resignation letter should formally express your intent to resign, provide your last date of work, express gratitude for the opportunity, and offer your assistance during a time of transition. Important items to include are a proper heading (with your info), a formal salutation, the body of the letter (which would include the necessary elements), and a professional letter closing.
In this guide, we’ll walk you through the format of a resignation letter, key elements to include, and provide sample resignation letters, including templates tailored for professionals in India. Whether you’re leaving on good terms or aiming for a hassle-free exit, this guide will help you craft a respectful and well-structured resignation letter.
If you’re reconsidering your decision, don’t miss our blog on Resignation Withdrawal Letters.
Writing a resignation letter is a formal letter indicating your intention to leave your place of work. This letter serves as official notification for your employer, indicating your last working day, relevant information, and other details such as your reason (if you want to provide one). It also represents the start of your transition period.
A resignation letter ensures professionalism and clarity for both you and your employer while documenting your decision.
To locate and onboard your replacement, most organizations will ask for a reasonable amount of advance notice of your resignation. Typically, this means that you are expected to work for a minimum and agreed amount of time after you turned in your resignation letter. This agreed amount of working time is known as the notice period.
The notice period is agreed upon at the point of your placement in the organization. If there is no mention of a notice period in your letter of appointment, then the notice period mandated by your organizing rules will apply given your appointment title. In the Indian context, the notice period usually ranges from 30 days for entry level positions to 90 days for senior level positions.
Your resignation letter must define what the last day of active work will be with the organization so the notice period will be this start date. So keep this notice period in consideration for your date of exit with the organization. If you determine that you want to exit from the organization before the notice period, then you must have approval from your manager or the HR department.
If you’re thinking about resigning from your job, you may be wondering if writing a resignation letter is necessary. However, a format of resignation letter is a critical document that shows your professionalism and respect for your employer and colleagues. In this post, we’ll go through the importance of a resignation letter, why it’s necessary, and the benefits it provides, along with a resignation letter sample from India for your reference.
Writing a resignation letter is a professional way to communicate your decision to leave your job. It’s a formal document that indicates you’re taking your departure seriously and are willing to take the time to compose a proper letter. Your resignation letter demonstrates that you’re handling the situation professionally, and it sets the tone for your departure from the company. For reference, you can find a useful resignation letter sample in India to help guide your writing.
Leaving a job can be an emotional time, but writing a resignation letter sample India helps to leave a positive impression on your employer and colleagues. It shows that you appreciate the opportunity to work for the company and that you’re willing to help with the transition process. By writing a well-crafted letter, you demonstrate that you’re a responsible and considerate person who cares about the impact of your departure.
Writing a resignation letter sample in India can help with the transition process by providing your employer with notice of your departure. This gives your employer time to plan and find a replacement, minimizing any disruption to the business. Additionally, offering to assist with the transition process, such as training your replacement, shows that you’re committed to ensuring a smooth handover of your responsibilities.
Your resignation letter can protect your professional reputation by ensuring that your departure is handled professionally and respectfully. A poorly executed resignation can damage your relationship with your employer and potentially impact future job prospects. By writing a professional resignation letter, you demonstrate that you take your career seriously and value your reputation. For inspiration, consider reviewing a resignation letter sample from India to guide your writing.
When an employee wants to resign, a resignation letter is necessary. The format helps the employee to get an idea of writing a proper resignation letter. Before the departure from the company, an employee gets confused. The employee further gets shaky over the thought of what to write and how a resignation letter can be prepared. So, picking the right format for a resignation letter can surely help an employee. For reference, a resignation letter sample from India can provide valuable guidance in this process.
It helps the employee write a better goodbye note. An employee should carefully select a resignation letter format. As it decides in which tone an employee has to express his/her leave. A letter format gives an overall view of what formalities need to be carried forward. An employee gets an idea of how to write a resignation letter by only analyzing the formats. Therefore, a worker should know how to write a resignation letter and consider looking at a resignation letter sample in India for additional guidance.
Read more: Relieving Letter Format – Uses and Samples
A resignation letter must cover some components in it. So that the human resource team can do the different processes of the employee. Those components include key information, and for reference, you can look at a resignation letter sample in India to ensure all necessary elements are included.
The top of the letter should contain the employee’s contact details – Name, Job Title, Phone Number, and email address. Below it, one must include the Hiring Manager’s name, Job Title, Company Name, and address. Additionally, the date of writing the resignation letter is essential. For guidance, you can refer to a resignation letter sample in India to see how these components should be organized.
Yes, a resignation letter should contain words like – ‘Dear ‘ or ‘Hello ‘ etc. Following this, the reader’s name is to be written. This refers to a formal yet friendly way of greeting at the beginning. One can add words like Mr, Mrs, or Ms. for an added touch of professionalism. For example, you might refer to a resignation letter sample from India to see how to format the greeting appropriately.
The reason behind leaving the job should be added to the first sentence. Afterward
, the date of departure from the company should be included. The departure date should be kept close to the notice period. This is the most important component of a resignation letter. The exact date of departure should be mentioned. For reference, you can look at a resignation letter sample in India to see how to effectively communicate this information.
After clarifying the reason behind leaving the job, one should ensure the company’s assistance in further training. The second phase of the format should hold the statement that the employee wants to assist the new employees. The paragraph can further include the date of submission of any pending work assignments.
In a format, the next sentences can gracefully add the thankfulness of the employee towards the company. The employee expresses a sense of gratitude and the things learned from mentors. A proper resignation format should cover this aspect. A formal resignation letter should contain how the opportunity added growth to the career. For reference, a resignation letter sample from India can illustrate how to effectively convey this thankfulness.
A job resignation letter should present a professional signature at the end -‘ Yours sincerely’ or’ Yours truly’ with the employee’s name. For reference, a resignation letter sample in India can show how to properly format this closing.
1. Standard resignation letter template for all situations
Sure! Here’s a more concise version of your resignation letter:
Dear [Name of the Reader],
I am writing to resign from my position as [Name of the Post] at [Company Name], effective [Date of Leaving].
I appreciate the growth opportunities and have enjoyed being part of such a supportive team. I am happy to assist in the transition and will ensure all my reports are updated before my last day.
Thank you for the opportunity to work at [Company Name]. I wish you all the best and look forward to staying in touch. You can reach me at [Employee’s Email Address].
Sincerely,
[Employee’s Name]
Feel free to adjust any part as needed!
2. Resignation Letter Template for Professional Growth
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], with my last working day being [Last Working Day] in accordance with my notice period.
After thoughtful consideration, I have decided to step down from my role at [Company Name] to pursue opportunities that better align with my long-term career goals.
I sincerely appreciate the experiences and opportunities I have had during my time with the company. The knowledge and skills I have gained here will be invaluable as I move forward in my career.
Leading up to my departure, I am committed to ensuring a smooth transition and will assist in any way I can.
Thank you for your support and guidance.
Sincerely,
[Your Name]
3. Resignation Letter Template for Accepting a New Job with a Shorter Commute
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], with my last working day being [Last Working Day], as per my notice period.
I have accepted a new opportunity that will significantly reduce my daily commute, allowing me to have a better work-life balance and spend more time with my family.
My time at [Company Name] has been truly rewarding, and I am grateful for the valuable experiences and opportunities I have had during my tenure. I sincerely appreciate the support and guidance I have received throughout my time here.
In the weeks leading up to my departure, I am fully committed to ensuring a smooth transition and will do my best to assist with the handover process.
Thank you once again for your support.
Sincerely,
[Your Name]
4. Resignation Letter Template for Providing Early Notice
Dear [Manager’s Name],
I am writing to formally resign from my position at [Company Name], effective [Last Working Day]. Understanding that the transition process for my role may take time, I want to provide as much advance notice as possible.
My time at [Company Name] has been invaluable, allowing me to grow both personally and professionally. I truly appreciate the guidance and support I have received throughout my tenure.
Please let me know how I can assist in ensuring a smooth transition. I am happy to provide any necessary information regarding my ongoing projects and responsibilities.
Wishing you and the team continued success in the future.
Sincerely,
[Your Name]
5. Resignation Letter Template for a Role That Doesn’t Align with Career Goals
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], with my last working day being [Last Working Day].
After some reflection, I have realized that the role does not align as closely with my expectations as I had hoped. As a result, I have decided to explore new opportunities that better suit my career goals.
I sincerely appreciate the support and guidance you have provided during my time here. Thank you for your understanding.
In the coming [Notice Period in Weeks], I am committed to ensuring a smooth transition and will assist in any way I can.
Sincerely,
[Your Name]
There are many resignation letter templates available online, but these are not just used by people looking for quick and easy templates to copy and change. More people are using AI generators to create resignation letter templates specific to their own situation in just a few seconds. These AI resignation letters save you time just by answering a few prompts.
If you are using AI to write your resignation letter, don’t forget to add the following in your prompts:
An employee must follow some dos and don’ts before writing a resignation letter to the Manager.
Remember to follow these guidelines when preparing and submitting your resignation letter:
1.Keep it short and simple. Use simply language and limit your letter to no more than two to three short paragraphs. Include just the basic information. You can have detailed conversations in the follow up meeting with your manager, or in your exit interview.
2.Be polite and positive. Choose polite and professional language. Respect your company. Be positive, especially when stating your reason(s) for resigning and when talking about your experience of being employed at the company.
3.Make it look professional. Rather than fancy fonts, please use professional fonts, such as Arial, Times New Roman and Calibri. Use font size 11 or 12 point, and single spacing. Minimise or limit your use of text decorations, such as bold, italic, underline and coloured highlights.
4.Schedule a meeting for your resignation. Be sure to have a short meeting with your manager in a closed-door situation just prior to submitting your resignation. This way, there is no misunderstanding and your resignation is not a shock to your manager.
5.Give notice to your employer early. It will provide your employer with added time and help to ensure that you will not end up coming up short on the required notice period.
6.Follow the instructions of your manager during the transition. Finish pending tasks at the request of your manager. You may also need to hire someone to take your place.
7.Let your colleagues know. It is customary to share your resignation with your colleagues, so you may want to let them know and send them a farewell email. You should do this one or two days before you leave. You can also ask your manager how you should communicate your resignation.
Understanding the resignation letter format is crucial, as it varies depending on the job role and reason for leaving. Each format should include essential elements suited to the situation. For instance, a resignation letter for a nurse differs from one written by a teacher, and letters for retirement or maternity leave follow specific styles. Choosing the correct format based on your role and reason for resignation ensures professional and clear communication. It’s important to tailor the content to your circumstances, ensuring it aligns with company norms and maintains a positive tone, regardless of the situation.
For more tips on essential life skills for personal and professional success, explore our guide on Life Skills.
A good resignation letter is always direct. The formal letter should hold clarity. It should give a positive message to the readers. In a good resignation letter, the date of departure is a must. The employee should offer help to the new trainees. A good resignation letter should be professional. The grammatical errors must be thoroughly checked.
An employee only needs to write all the important components to write a short resignation letter. The letter should be brief, relevant, and limited to one page. There is no need to add unnecessary words. The employee must cover all vital aspects only.
Yes, one needs to write a resignation letter before leaving a job. It indicates that the employee is formally quitting the job. The resignation letter builds professionalism between the employee and the employer. By sending a resignation mail to the Manager, the employee shows that he /she is strictly chasing a sense of professionalism in the workplace.
There is no such rule made about when an employee can give notice. However, two months is a standard duration for most current job roles. Some of the high-level job roles need a longer notice duration. Companies have set different notice periods as per the job roles.
If an employee wants to resign immediately, he/she must know some steps. Those steps include
1. An employee should inform their reporting manager.
2. Write a letter of resignation to the hiring Manager.
3. Offer a notice.
A standard resignation letter format for an employee includes the following elements:
Date of submission
Employee’s name and designation
Recipient’s name and designation (e.g., HR or manager)
A clear statement of resignation
Mention of notice period (if applicable)
Last working day
A short thank-you note or expression of gratitude
Signature
Yes, companies usually expect a professional and structured resignation letter. Using a formal format ensures your resignation is processed smoothly and respectfully.
Yes. Word format resignation letters are fully editable. You can customize the tone and content for your specific role, such as:
Teacher resignation letter
IT professional resignation
Resignation due to personal reasons
Relocation or health-related resignation
It’s optional. You may include a brief, professional reason such as personal growth, relocation, or family responsibilities. Avoid overly personal or negative explanations.
A short resignation letter is a brief, to-the-point letter that informs your employer of your decision to resign. It typically includes your resignation statement, notice period, and last working day — all within 2 to 3 short paragraphs.
Not at all—if written respectfully and clearly, a short resignation letter is perfectly professional. It saves time while still fulfilling your obligation to formally notify your employer.
While you can technically send a resignation email without notice, it’s best to serve the notice period mentioned in your contract. If resigning immediately, explain your reason briefly and remain professional in tone
It’s optional. You can either write your resignation in the body of the email or attach a formal letter (PDF or Word format). Attaching a letter adds professionalism and may be useful for recordkeeping.
Authored by, Mansi Rawat
Career Guidance Expert
Mansi crafts content that makes learning engaging and accessible. For her, writing is more than just a profession—it’s a way to transform complex ideas into meaningful, relatable stories. She has written extensively on topics such as education, online teaching tools, and productivity. Whether she’s reading, observing, or striking up a conversation while waiting in line, she’s constantly discovering new narratives hidden in everyday moments.
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Chegg India does not ask for money to offer any opportunity with the company. We request you to be vigilant before sharing your personal and financial information with any third party. Beware of fraudulent activities claiming affiliation with our company and promising monetary rewards or benefits. Chegg India shall not be responsible for any losses resulting from such activities.
Chegg India does not ask for money to offer any opportunity with the company. We request you to be vigilant before sharing your personal and financial information with any third party. Beware of fraudulent activities claiming affiliation with our company and promising monetary rewards or benefits. Chegg India shall not be responsible for any losses resulting from such activities.
