Resignation Letter Template With Examples

A resignation letter is a type of formal document crafted and submitted by an employee to notify the employer of their intent to leave the organisation. 

A resignation letter serves as an official document of the resignation and sets the tone for a professional departure. 

But how to write a well-structured resignation letter?

In this article, let us explore more in detail about the resignation letter, its types, templates, formats, samples and more. 

Keep Reading!

Table of Contents:

• What is a Resignation Letter?
• Format of Resignation Letter
• Job Resignation Letter Samples
• Job Resignation Letter Templates
• How to Write a Professional Resignation Letter?
• Difference Between a Short and Long Resignation Letter?
• Conclusion
• Frequently Asked Questions (FAQs)

What is a Resignation Letter?

A resignation letter is a formal document drafted by an employee before resigning from their position. This letter is submitted to an employer either by email, written or printed letter.

A resignation letter allows an employee to officially announce their withdrawal from the current position and company along with other essential information, like the last day and other details about their exit. Ideally, this resignation letter should be submitted at least two weeks before leaving the company.

Crafting an effective resignation letter helps an employee to ensure a positive conversation with their reporting managers, and HR team and have a smooth transition to their next journey.

Format of Resignation Letter

A resignation letter is a formal document that notifies an employer about an employee who intends to leave their organisation. This letter should be written in a professional tone and must include all the essential details for a smooth transition.

The resignation letter sample format typically includes the employee's decision to resign, the effective date, and an expression of gratitude for the opportunities provided.

Here is a detailed resignation letter sample format:

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]


[Date]


[Recipient's Name]
[Recipient's Designation]
[Company Name]
[Company Address]
[City, State, ZIP Code]


Subject: Resignation Letter


Salutation
Address the letter formally:
Example: "Dear [Recipient's Name]," or "Dear [Manager's Name],"


Opening Paragraph
Clearly state your intention to resign and include the last working day.

For example:
I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].


Middle Paragraph(s)
Thank your employer for the opportunities and experiences you gained.

For example:
I am truly grateful for the opportunities for professional growth and the support I have received during my time at [Company Name]. Working with such a talented team has been a rewarding experience. To ensure a smooth transition, I am happy to assist in training a replacement or completing pending tasks before my departure.




Closing Paragraph
Reiterate your gratitude and express your best wishes for the company.
Formal Closing
Use a professional closing, such as:
"Sincerely,"
"Best regards,"
"Yours faithfully,"

For example:
I am committed to ensuring a smooth transition and will do everything I can to complete my current responsibilities and assist in training a replacement.
Thank you for your understanding. I wish you and the company continued success.
Sincerely,
[Your Name]  

Tips for Writing a Resignation Letter:

Here are some general tips which can be followed while crafting a resignation letter:

• Stick to one page and avoid unnecessary details.
• Maintain a polite and professional tone throughout.
• Ensure the letter is free from grammatical or spelling errors.
• Send the resignation letter to the appropriate person, either as a hard copy or via email.

This format ensures your resignation is handled professionally, leaving a positive impression as you move on to new opportunities.

Job Resignation Letter Samples

Here are some sample resignation letters with the reason

Sample 1: Basic Job Resignation Letter

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Manager's Name]
[Manager's Designation]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Subject: Resignation Letter
Dear [Manager's Name],
This is to inform you that I am formally resigning from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of this letter].
I like to sincerely express my gratitude for providing me the opportunity to work with such a talented team and contribute to the organisation. I have gained invaluable experience and skills during my journey and I will always love the support and guidance I received.
To ensure a smooth transition, I am more than willing to assist with the handover process or train my replacement. Please let me know how I can help during this notice period.
Thank you once again for the opportunity to be part of [Company Name]. I wish you and the entire team continued success.
Sincerely,
[Your Full Name]

Sample 2: Resignation Letter with Gratitude

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Manager's Name]
[Manager's Designation]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Subject: Resignation Letter
Dear [Manager's Name],
Kindly accept this letter as formal notice of my resignation from [Company Name], effective [Last Working Day].
It has been an absolute pleasure working at [Company Name] and being part of such a dynamic and talented team. Over the past [Duration of Employment], I have grown both professionally and personally, thanks to the guidance and support from you and my colleagues.
While the decision to resign from this organisation is not easy, I am enthusiastic to seek a new opportunity that aligns with my career goals. I will do everything possible to ensure a smooth transition, including completing my current projects and assisting in training a replacement.
Thank you once again for providing me with such an enriching adventure.
Best regards,
[Your Full Name]

Sample 3: Resignation Letter for Personal Reasons

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Manager's Name]
[Manager's Designation]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Subject: Resignation Letter
Dear [Manager's Name],
I am writing to bring to your notice that I am formally resigning from my position at [Company Name], effective [Last Working Day]. This decision was not made lightly, but due to personal reasons, I believe it is in the best interest of my professional and personal life.
I want to thank you for the incredible support and opportunities I have received during my time here. Working under your leadership has been an inspiring experience, and I deeply appreciate the trust and encouragement you have shown me.
I will ensure that all my responsibilities are handed over smoothly, and I am happy to assist in training a replacement.
Thank you once again for everything. I wish [Company Name] continued growth and success.
Sincerely,
[Your Full Name]

Sample 4: Resignation Letter for Career Advancement

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Manager's Name]
[Manager's Designation]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Subject: Resignation Letter
Dear [Manager's Name],
Please accept this letter as formal notice of my resignation from [Company Name], effective [Last Working Day].
After much consideration, I have decided to accept an opportunity that aligns closely with my long-term career aspirations. This was a difficult decision because of the incredible experiences and relationships I have built during my tenure here.
I am deeply grateful for the guidance, trust, and encouragement I have received from you and the team. These experiences have significantly contributed to my professional growth, and I will always cherish my time at [Company Name].
Thank you for your understanding and support. I wish the company and my colleagues continued success.
Best regards,
[Your Full Name]

Job Resignation Letter Templates

Here are a few templates you can use for different resignation scenarios. Each template can be tailored accordingly to the specific needs:

Basic Resignation Letter Template

[Sender's details]
[Name]
[Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]


[Date]


[Manager's details]
[Name]
[Designation]
[Company Name]
[Company Address]
[City, State, ZIP Code]


Subject: Resignation Letter


Salutation
Address the letter formally:
Example: "Dear [Recipient's Name]," or "Dear [Manager's Name],"


Opening Paragraph
Clearly state your intention to resign and include the last working day.


Middle Paragraph(s)
Expression of Gratitude: Thank your employer for the opportunities and experiences you earned.

Reason for Leaving (Optional): Provide a brief explanation, such as pursuing personal growth or a new opportunity, without being overly specific.

Offer to Assist: Offer to help with the transition, such as training a replacement or handing over responsibilities.


Closing Paragraph
Reiterate your gratitude and express your best wishes for the company.
Formal Closing
Use a professional closing, such as:
"Sincerely,"
"Best regards,"
"Yours faithfully,"  

How to Write a Professional Resignation Letter?

Writing a clear, respectful, and well-structured resignation letter is crucial for maintaining good relationships and leaving a positive impression. 

Here is a step-by-step guide for crafting a professional Resignation letter:

A professional resignation letter is a formal notification to your employer about your intention to resign from your position. Crafting a resignation letter should be brief, respectful and focus on keeping a positive relationship.

Here is a step-by-step guide for a professional resignation letter sample:

Start with a Formal Heading

Include your name, contact information, and the date at the top, followed by the recipient's name, job title, company name, and company address.

Use a Polite Salutation

Address the letter to your immediate supervisor or manager using their name.

Body: Clearly State Your Intention to Resign

Para 1: Opening paragraph

Mention the reasons behind resigning from the position, specify the position, and provide the last working day.

Para 2: Express Gratitude

Show appreciation for the opportunities, experiences, and support you have received during your time at the company.

Para 3: Offer Assistance During the Transition

Mention your willingness to help with the transition process, such as training your replacement or completing outstanding tasks.

Conclusion: End on a Positive Note

Conclude the letter with good wishes for the company’s success and a statement of willingness to stay in touch.

Use a Professional Closing

Sign off with a polite and formal closing, followed by your name.

Tips for writing a Resignation Letter:

• Maintain a strong professional network. 
• Always keep a positive tone and focus on future opportunities.
• While crafting a resignation letter be concise, respectful, and professional. 
• A resignation letter reflects individuals' gratitude towards the organisation. Thus, ensure a smooth transition while crafting a resignation letter.
• Always address your resignation letter to the team leader or manager, and keep your head of human resources in the loop if you are emailing the letter.

Difference Between a Short and Long Resignation Letter?

Short resignation letter

A short resignation letter is a simple resignation letter sample, which is written in brief and to the point. This letter focuses exclusively on the essential details. The length of a short resignation letter is typically one paragraph or a few sentences. The content includes:

• A clear statement of resignation, 
• The effective date of resignation and 
• A polite thank you or expression of gratitude (optional).

Example of a short resignation letter:

Dear [Manager's Name],

This is my formal resignation letter from my position as [Your Job Title] at [Company Name], which will be effective from [Date of resignation]. Thank you for the opportunity provided to serve for [Company Name]. I wish continued success to the organisation.

Sincerely,

[Your Name]

Long Resignation Letter

A long resignation letter provides more detail and a formal tone. This letter elaborates on the resignation and includes additional elements. The length of a long resignation letter typically includes multiple paragraphs (usually 2–4). 

The content of this resignation letter usually includes:

•  A statement of resignation and the effective date, 
• A brief explanation for the resignation (optional), 
• An offer to assist with the transition process.
• Acknowledgement of the opportunities provided by the employer.
• Best wishes for the company’s future.

Example of a long resignation letter:

Dear [Manager's Name],

This is my formal resignation letter from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

Working at [Company Name] has been a valuable experience that has helped me grow both professionally and personally. I am especially grateful for the opportunities to work on [specific projects] and to be part of such a supportive team.

This decision was not easy, but I believe it is the right step for my career growth. I am committed to ensuring a smooth transition by completing my responsibilities and assisting in training my replacement.

Thank you for the support and encouragement you have provided during my time here. I wish [Company Name] continued success, and I hope to stay in touch.

Sincerely,

[Your Name]

Here is the difference between a short resignation letter and a long resignation letter

Conclusion

A resignation letter is a formal or professional document crafted by an employee to provide information about resigning from a current position and organisation.

This letter serves as a professional record of giving notice to an employer. Hence, always tailor your resignation letter to the specific situation and company while adhering to a professional format. 

For more details about sample resignation letters, templates and different types of letters, visit our website @ JAIN College, one of the Best PU Colleges in Bangalore.