How to Write a Resignation Letter (with Editable Formats)

Writing a resignation letter is an important step in the professional world. Whether you are leaving for better opportunity, personal reasons, relocation, or higher studies, a well-written resignation letter helps you exit your job respectfully and professionally. It is your official way to inform your employer of your intent to leave and set the tone for a positive departure.

In this article, we discuss how to write a resignation letter, what to include in a professional resignation letter and share downloadable & editable resignation letter formats.

What is a Resignation Letter?

In simple terms, a resignation letter is a formal document that announces your decision to leave a job. This is usually submitted to your manager, HR department, or employer. Depending on your work culture, this could be a typed letter, a resignation email, or even a printed document.

It also acts as a legal record of the date of your resignation and ensures a smooth handover process.

What to include in a Professional Resignation Letter

When you leave a job, a professional resignation letter will set the right tone for your departure. Here’s what you should include in your resignation letter:

1. Your Name and Position
   • Add your full name and position, so the employer knows exactly who is resigning and what role.
   • Example: Rajesh Sharma, Senior Accountant
2. Date of Submission
   • Marks the official notice period start date and is important for records and relieving formalities.
3. Addressee (Manage or HR)
   • Address your resignation to your immediate supervisor or the HR manager, depending on the company’s structure.
4. Clear Statement of Resignation
   • Include a direct line like: “I am resining from mu position as…” to avoid any confusion.
5. Last Working Day
   • Mention your final date based on the notice period or any mutually agreed date.
6. Thank You Note or Appreciation
   • Show professional gratitude for the opportunity and experiences gained – even if your experience wasn’t perfect.
7. Offer to Help with Transition
   • A short line like: “I’m happy to assist with the transition” shows professional courtesy and goodwill.
8. Formal Closure
   • End with a polite sign-off like Sincerely, Warm regards, etc., followed by your name.

Simple Resignation Letter Format

[Date]

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Manager’s Name]

[Company Name]

[Company Address]

Subject: Resignation Letter.

Dear [Manager’s name/last name],

I am writing to formally resign from my position as [Your Position]at [Company Name], effective [Last Working Day], as per the notice period.

I am grateful for the opportunities and support I’ve received during my time here. It has been a valuable experience, and I appreciate the chance to grow professionally.

Please let me know how I can assist during the transition period.

Sincerely,

[Your Name]

Resignation Letter Examples

Example 1: Short Resignation Letter Sample

20 July 2025

From,

Rajesh Sharma

example@email.com

+91-9876543210

To,

Mr. Amit Verma

HR Manager

TechNova Solutions Pvt. Ltd.

Subject: Resignation Letter

Dear Mr. Verma,

Please accept this letter as formal notice of my resignation from the position of Senior Software Developer at TechNova Solutions, effective 20 August 2025.

I am thankful for the opportunities I’ve had here and appreciate the support from the team.

I will ensure a smooth transition before my last working day.

Sincerely,

Rajesh Sharma

Download Word File From Here

Example 2: Simple Resignation Letter Format

Nironjan Boro

House No. 34, Lamp Road

Guwahati, Assam, 781003

example@email.com

+91 9876543210

July 21, 2025

Ankur Goswami

XYZ Consultant Pvt. Ltd.

Galaxy Grand, 5th Floor, Dispur, Assam, 781006

Subject: Resignation Letter.

Dear Goswami,

I am writing to formally resign from my position as Senior Accountant at XYZ Consultant Pvt. Ltd., effective 5 August, 2025, as per the notice period.

I am grateful for the opportunities and support I’ve received during my time here. It has been a valuable experience, and I appreciate the chance to grow professionally.

Please let me know how I can assist during the transition period.

Sincerely,

Nironjan Boro

Download PDF Sample File

Example 3: Formal Resignation Letter Format

Date: 21 July, 2025

From,

Rahul Yadav, Junior Engineer

Sector 2, H/No-42, Gopal Road,

Patna, Bihar, Pin- 123456

To,

Mahesh Pandey, HR Manager

ABC Construction Pvt. Ltd.

[Address of the Company]

Subject: Resignation Letter.

Dear [Mr Panday],

Please accept this letter as formal notice of my resignation from my position as [Junior Engineer] at [ABC Construction Company], effective [August 21, 2025].

I would like to thank you for all the support and opportunities you have given me for the past [3 years]. I have thoroughly enjoyed my time working at [ABC Construction Pvt. Ltd.]. However, I have decided it is time for me to move onto my next opportunity.

I will do anything I can to ensure a smooth transition and ensure all of my current projects and responsibilities are completed, including training other team members to take on any further tasks.

I wish everyone at [ABC Construction Pvt. Ltd.] continued success for the future.

Your Sincerely

[Rahul Yadav]

[Signature]

Download MS Word Template

Example 4: Sample letter for officially resign from a company

[Insert Date Here]

[Your Full Name Here]

[Your Address Here]

[Write Your City, State, PIN Code]

[Your Email Address]

[Your Phone Number]

[Manager’s Name]

[Designation]

[Company Name]

[Company Address]

Subject: Resignation from My position.

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day], as per the terms of my notice period.

This dicision has not been easy, but after careful consideration of my career goals and personal circumstances, I believe it is the right time to move on. I want to express my sincere gratitude for the opportunities, guidance, and support I have received during my tenure at [Company Name]. It has been a truly enriching and rewarding experience to be part of your team.

I will do my best to ensure a smooth and seamless transition of my responsibilities. Please let me know how I can assist during this period.

Thank you once again for the opportunity to work with [Company Name]. I look forward to staying in touch and wish the company continues success.

Warm regards,

[Your Name]

[Signature]

Download Company Officially Resign Application Format

Example 5: Short Resignation Email Format

Subject: Resignation – [Your Full Name]

Dear [Manager’s Name],

I am writing to inform you that I will be resigning from my role as [Your Position] at [Your Company Name], with my last working day being [Date].

Thank you for the guidance and support during my tenure. I will ensure a smooth transition and assist wherever possible.

Best regards,

[Your Name]

Example 6: Teacher Resignation Letter.

20 July, 2025

From,

Suman Das

English Teacher

Springfield Public School

Ganeshguri, Guwahati – 781006

example@email.com

+91-9876543210

To,

The Principal

Springfield Public School

Ganeshguri, Guwahati- 781006

Subject: Resignation from Teaching Position

Dear Sir/Madam,

I am writing to formally resign from my position as English Teacher at Springfield Public School, effective 20 August 2025. Teaching at your esteemed institution for the past four years has been a deeply fulfilling experience. I am sincerely grateful for the trust and support provided by the management, my colleagues, and the students. However, due to my personal reason and upcoming relocation, I have decided to step down from my duties.

I will ensure that all academic responsibilities, including exam assessments, pending syllabus, and classroom notes, are completed before my departure. I am also happy to assist with the transition if a replacement is appointed during this notice period.

Thank you once again for the wonderful opportunity to contribute to the academic growth of the students. I will always carry fond memories of my time at Springfield Public School.

Sincerely,

Suman Das

Downlaod Teacher Resignation Letter Format

What Not to Include in Your Resignation Letter

While it’s important to be clear and respectful, there are a few things you should avoid mentioning in a resignation letter:

1. Negative Comments About the Company or Colleagues
   • Even if you’re leaving due to issues at work, avoid criticizing tour employer, manager, or coworkers. Keep the tone positive and professional.
2. Long Explanations or Personal Stories
   • Your resignation letter is not the place for emotional justifications or personal grievances. So, you should keep it short and focused on the resignation itself.
3. Salary Complaints or Benefit Comparisons
   • Avoid discussing salary dissatisfaction or comparing your current role to your new job. It may come off as unprofessional.
4. Requests for References or Future Favours
   • Your resignation letter should not include requests for job references or favours. Handle those discussions separately and after notice is given.

RELATED TUTORIAL: How to Write FIR for Mobile Lost

Frequently Asked Questions (FAQ)

1. How much notice should I give when resigning?
   • Most companies require a notice period of 15-30 days, as stated in your contract. Always check before submitting your letter.
2. Can I email my resignation?
   • Yes, in modern workplaces, a resignation email is acceptable. But for legal and formal purposes, it’s still better to attach a PDF resignation letter.
3. Should I explain why I’m leaving?
   • It’s optional. If you’re comfortable, you can briefly mention career growth, relocation, or family reasons. Avoid complaints or negativity.
4. What if I want to leave immediately?
   • You can request early release, but your employer may deduct pay in lieu of the notice period. Be transparent in your letter.