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.

Table of Contents

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.