Resignation Letter Templates: Samples and Formats to Use

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.

Key Components of a Resignation Letter, Following points to consider

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!”

Stating the resignation and providing a reason

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.

Offering assistance during the transition period

Resignation doesn’t mean you have to stop working with immediate effect. You 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”.

Expressing gratitude towards the company and colleagues

Always show your gratitude towards employees you’ve worked with. 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 growth and I wish it becomes a sought-after brand in its category.

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. You may customize these 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 (company name). 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 growth 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

Formal Resignation Letter Template

Dear Sir/Ma’am,

I would like to inform 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 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,

(name)

Simple Resignation Letter Template

Dear [Sir/Ma’am],

After careful evaluation, I am announcing my resignation from [Company Name] effective [Date, YYYY]. 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]

Email Resignation Letter Template

Dear Sir/Ma’am,

I would like to inform 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 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,

(name)

Immediate Resignation Letter Template

Hello Sir/Ma’am,

After careful consideration, I have decided to pursue another career opportunity with immediate effect and am resigning from my position with [Company Name].

I can stay until [Date, YYYY] and would be happy to help and assist with the smooth transition of my responsibilities.

Please let me know what the next steps are.

Best wishes,

[Your Name]

Two Weeks Notice Resignation Letter Template

Dear [Sir/Ma’am],

Per our prior discussion, I am resigning from my current position at [Company’s Name]. I am grateful for the opportunity (company’s name) has offered me in the role of [Job Title]. I am confident that the skills and experience I’ve gained here will be valuable as I continue to pursue the next chapter in my career.

I will be available to stay until the coming 2 weeks ie. [Date, YYYY] to assist with any transition needs before my departure.

Once again, thank you for the opportunity, and best wishes to the (company’s name). May it become a highly successful brand in its category.

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.

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.