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Resignation Letter Templates: Samples and Formats to Use [2025]
By NLB Services
So you’ve decided to move on in your career. You’ve signed on to the new document at your new gig and now can’t wait to join the new company… right?
Wait! Did you inform your existing employer? Have you submitted your resignation letter to your current employer? While this isn’t the first step of quitting your job, it would be sitting with your boss while you discuss the ‘I quit’ conversation. The official document you submit to your higher-ups and CCing to HR will set the voice for the rest of your time at the job. Therefore, it is worth spending time to make the resignation letter leave a lasting impression on the company and your higher-end. A resignation letter is a quick, concise document of formal intimation to the company that you have decided to move on with another offer/company. If you’re looking for guidance on how to verbally communicate your decision, refer to Quitting Your Job? Ways to Tell Your Boss Gracefully.
“In my extensive experience working in HR, I’ve seen countless resignation letters. From heartfelt farewells to strictly professional notices, the key is always clarity and courtesy. I recall one instance where an employee’s letter was so well-crafted that it not only ensured a smooth transition but also left the door open for future opportunities. This employee ended up rejoining our company two years later thanks to the goodwill created by their professional and thoughtful resignation.” – HR LEAD
Key Components of a Resignation Letter
In a standard resignation letter, maintain a balance of professionalism and cordiality. Make sure to include following pointers while crafting a professional resignation letter:
1. Starting with a polite greeting
Once you inform your manager on one to one basis, start with a formal letter/e-mail that needs to be addressed to your manager and HR. Start it with a polite greeting! You can start with “Dear (name) Greetings!”
2. Stating the resignation and providing a reason(intent to resign)
Use the opening paragraph to state what role you’re leaving, when and the reason for leaving. This is known as a statement of resignation.
3. Offering assistance during the transition period
Resignation doesn’t mean you have to stop working with immediate effect. Your decision to resign must always be grateful to your employer and assure them over mail/letter that you will not hesitate to share the workload even during the transition period. Something like this can be stated – “I would like to help transition my (nature of the job) duties so that systems continue to function smoothly after my departure. I am available to help recruit and train my replacement, and I will ensure that all reporting and records are updated before my last day of work”.
4. Expressing gratitude towards the company and colleagues
Always show your gratitude towards employees you’ve worked with. Here you can mention professional development opportunities that your company has provided or what you’ve appreciated most about your time at the company. A statement like this can be clubbed in the mail- “It has been a pleasure working with (employer name) and my teammates (names) over the last (no. of years). One of the highlights of my career was working on (project name), (describe the work you’ve done during your tenure ship). As the company is poised for continued success and I wish it becomes a sought-after brand in its category.
5. Closing with a polite farewell
Use a kind but formal sign-off, such as “Sincerely” or “Yours Sincerely” followed by your name.
Resignation Letter Samples
If you still need to figure out what to say and how to write a resignation letter, we are clubbing some examples for your ease. Whether you’re leaving for a new opportunity or personal reasons, these templates cover a variety of scenarios. You may customize these formal resignation letter templates as per your profile and use them when required.
Notice how the intent to resign is stated in the very first sentence—no flowery introduction or greeting is necessary—and the tone is friendly but formal. Be mindful of following a resignation letter format to keep it seamless and resounding.
Dear (manager’s name),
Please accept this letter as notice of my resignation from my position as Sr. IT Engineer or (your designation). My last day of employment will be (date).
I received an offer to serve as (position name) of a reputed IT company. After careful consideration, I realize this opportunity is too exciting for me to decline.
It has been a pleasure working with you and our team over the last (number of) years. One of the major highlights of my career was to drive the project with you for automation or (write down the things you’ve done) and to set up their (project name) infrastructure. May the company be poised for continued success and I wish the entire team much success with upcoming acquisitions.
I would like to help with the transition of my role/duties so that systems continue to function smoothly after I leave. I would be available to help recruit and train my replacements. I will ensure all reports and records are updated before my last day of work.
(Manager’s name), thank you again for the opportunity to work for (current company’s name). I wish you and the entire team all the best for future endeavors. I really look forward to staying in touch with you and others. Here’s my personal email (your email id) or call me at 1234567890.
Sincerely,
[Your Name]
Types of Resignation Letter Templates
Example #1: Formal Resignation Letter Template (All purpose)
Dear Sir/Ma’am,
I would like to inform you that I am resigning from my position as (position name). My last working day in the company would be (date).
It has been a pleasant experience working with (company’s name), for these (number of years). I take this opportunity to thank you and my colleagues for extending help and support during my stay here.
Please let me know how I can help you during the transition period. I have already started the process of completing all my open tasks. Would be glad to train my replacement and hand over my duties to them.
Yours Sincerely,
[Your Name]
Example #2: Resignation Letter Template for better career opportunity/career switch
Dear [Sir/Ma’am],
After careful evaluation, I am writing to inform you of my decision to resign from [Company Name] effective [Date, YYYY] to pursue a path that aligns more closely with my professional aspirations. My time here as the [Job Title] has been invaluable. I will be highly obliged to you if you relieve me before (date).
I am writing to express my sincere gratitude to mentors (names) for providing me with such an amazing work environment where I learned a lot and developed skills.
In order to maintain continuity during the transition of this position post-[Date, YYYY], I would be available to assist the team in every manner for the running of projects.
Sincerely,
[Your Name]
Example #3: Email Resignation Letter Template for relocation to new place
Dear Sir/Ma’am,
I would like to formally notify you that I am resigning from my position as (position name) because I am relocating to Jaipur. My last working day in the company would be (date).
It has been a pleasant experience working with (company’s name), for these (number of years). I take this opportunity to thank you and my colleagues for extending help and support during my stay here.
Please let me know how I can help you ensuring a smooth transition period. I have already started the process of completing all my open tasks. Would be glad to train my replacement and hand over my duties to them.
Yours Sincerely,
(name)
Example #4: Resignation Letter Template for going for higher studies
Dear [Manager’s Name],
Please accept this letter as formal notification that I am resigning from my position as [your job title] at [Company Name], effective [two weeks from date].
I have immensely enjoyed and valued my time working at [Company Name]. I am grateful for the opportunities I’ve had here to grow professionally and work alongside such talented colleagues. However, I have decided to resign from my role in order to pursue further education.
After careful consideration, I have been accepted to [name of school or program] to earn my [degree/certification]. This has been a goal of mine for some time, and I feel now is the right opportunity to devote my full efforts towards my studies.
I want to thank you for your leadership and support during my employment at [Company Name]. It has been a pleasure working with and learning from you. I am proud of what we’ve accomplished as a team and all that I’ve gained from my experience here.
Please let me know if I can be of any assistance during this transition period. I am committed to wrapping up my work and responsibilities before my final day of [two weeks from date].
Sincerely,
Example #5: Resignation Letter Template for an early release (Reduced Notice Period)
Dear [Sir/Ma’am],
I hope this letter finds you well. I am writing to request an early release from my position as [Your Position] at [Company Name]. According to my employment terms, the standard notice period is [Standard Notice Period], but due to unforeseen personal circumstances, I kindly request that my last working day be [Last Working Day], [Reduced Notice Period] weeks earlier than the standard notice period.
I understand the importance of maintaining a smooth transition for my team and the company, and I am committed to doing my utmost to ensure a seamless handover during this shortened notice period. I will diligently complete my remaining tasks and am prepared to assist in training or transferring my responsibilities to a suitable colleague.
Please let me know if there are any specific procedures I should follow to facilitate this transition. I am more than willing to collaborate closely with my colleagues and supervisors to make the process as smooth as possible.
Sincerely
[Your Name]
Resignation Letter Format Tips
Keep it brief and to the point
You are leaving the job for betterment. So keep the communication formal, brief, and to the point. It should not have any emotional message. With other formal communications, start your resignation letter/mail and state it in the subject line clearly “resignation letter’. Then write your name, designation, and other details like your employer id. It showcases a professional appearance. Also in big organizations, providing details will help to identify you better.
Include the necessary dates like your last day of work from which your notice period will start.
Use a professional tone and appropriate font and formatting
It should be written in a formal tone. So, instead of fancy and stylish fonts, always use professional fonts such as Arial, Times New Roman, and Calibri. Set the font size to 11 or 12 points and use single spacing wherever it is required. Avoid text decoration like italics, underlined color, or highlights.
Proofread for errors and typos
Making a typo error in the letter is not recommended. So, after writing the mail/letter, proofread the document and make it spelling error free.
Do and Don’t of Resignation Letter
| Do’s | Don’ts |
|---|---|
| Start with a clear statement of resignation | Don’t use emotional or negative language |
| Mention your notice period | Don’t discuss personal grievances |
| Express gratitude | Don’t make it too personal |
| Offer assistance during the transition | Don’t leave abruptly without notice |
| Keep it brief and to the point | Don’t forget to proofread |
| Maintain a professional tone | Don’t include future job details unless necessary |
Conclusion
After you’ve drafted your email, review it for grammar and tone. Ensure that all the details mentioned are correct, and then send it to the authority and cc it to the HR team. Your resignation letter should stay simple and professional no matter what the reason is for you to move on. It will help you maintain your relationships in the future and leave your former company with a positive impression of you.
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