Resignation Letter Template
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient's Name],
I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective two weeks from today's date, [Last Working Day, typically two weeks from the current date].
I have thoroughly enjoyed my time at [Company Name] and am grateful for the opportunities and experiences I've had during my tenure. This decision to resign was not an easy one, but after careful consideration, I believe it is the right step for my personal and professional growth.
I am committed to ensuring a smooth transition of my responsibilities during the next two weeks. Please let me know how I can assist in transferring my tasks and responsibilities to my colleagues or finding and training a replacement, if necessary.
I would like to express my sincere gratitude to you and the entire team for the support, guidance, and camaraderie I have experienced here. I have learned a great deal and will carry these valuable lessons with me throughout my career.
Thank you once again for the opportunity to be a part of [Company Name]. I wish the company continued success and growth in the future.
Sincerely,
[Your Full Name]
[Your Signature (if submitting a physical copy)]
[Date]
Formal Resignation Letter
Subject: Resignation Notice
Dear [Manager's Name],
I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from today].
I am grateful for the opportunities I have received during my time here and appreciate the support and guidance from the team. I am committed to ensuring a smooth transition and will complete all pending tasks and assist in training my replacement.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Casual Resignation Email
Subject: Resignation
Hi [Manager's Name],
I wanted to let you know that I have decided to resign from my role as [Your Position] at [Company Name], with my last day being [Date].
I’ve enjoyed working with the team and appreciate everything I’ve learned. I’ll make sure to wrap up current projects before leaving.
Thanks for everything,
[Your Name]
Heartfelt Resignation Letter
Subject: Resignation from [Position]
Dear [Manager's Name],
It is with mixed emotions that I submit my resignation from [Company Name], effective [Last Working Day]. This decision was not easy, as my time here has been rewarding both professionally and personally.
I want to express my gratitude for your mentorship and the supportive environment. I am committed to assisting during the transition and ensuring a smooth handover.
Warm regards,
[Your Name]
Immediate Resignation Letter
Subject: Immediate Resignation
Dear [Manager's Name],
I regret to inform you that due to unforeseen personal reasons, I must resign from my position as [Your Position] at [Company Name], effective immediately.
I apologize for any inconvenience this may cause and will provide assistance remotely if required for a smooth transition.
Sincerely,
[Your Name]
Professional Resignation Email with Notice Period
Subject: Notice of Resignation
Dear [Manager's Name],
Please accept this email as my formal resignation from [Company Name], with my last working day being [Date], providing [X weeks/months] notice as per company policy.
I am thankful for the opportunities and experiences gained during my tenure. I will ensure a seamless transition by completing pending tasks and assisting with handover.
Thank you for your guidance and support.
Best regards,
[Your Name]
Resignation Due to Personal Reasons
Subject: Resignation
Dear [Manager's Name],
I am writing to formally resign from my role as [Your Position] at [Company Name], effective [Last Working Day]. This decision comes due to personal reasons that require my full attention.
I am grateful for the support and professional growth I have experienced here. I will ensure all my responsibilities are handed over properly before my departure.
Sincerely,
[Your Name]
Why You Need a Resignation Letter
- Provides formal notice of your intent to leave.
- Protects professional relationships and reputation.
- Ensures a clear record for HR and payroll purposes.
- Demonstrates professionalism and courtesy.
Who Should Send a Resignation Letter
- Any employee leaving a position, whether voluntarily or for personal reasons.
- Interns, contractors, or temporary staff needing formal notice.
- Employees whose role requires official documentation of departure.
Whom the Resignation Letter Should Be Addressed To
- Direct supervisor or manager.
- Human Resources department for official records.
- Team leads or project managers if relevant to responsibilities.
When to Submit a Resignation Letter
- Typically two weeks or as per company policy before leaving.
- Immediately if resigning due to personal emergencies (immediate resignation).
- Before announcing to colleagues or external contacts.
How to Write and Send a Resignation Letter
- Decide on your last working day and check notice period requirements.
- Keep the tone professional, respectful, and polite.
- Briefly state the reason for leaving if appropriate.
- Express gratitude for opportunities and experiences.
- Offer to assist in the transition process.
- Send via email for quick acknowledgment or printed letter for formal submission.
Formatting Guidelines for Resignation Letters
- Length: One page or less.
- Tone: Professional, polite, and respectful.
- Wording: Clear, concise, and positive.
- Mode: Email or printed letter depending on company culture.
- Structure: Subject, greeting, body (reason + gratitude + transition), closing, signature.
Requirements and Prerequisites Before Sending
- Verify company notice period policy.
- Plan for transition and handover of responsibilities.
- Gather any pending deliverables or documentation.
- Ensure final payroll and benefits details are understood.
Tricks and Tips for Effective Resignation
- Give sufficient notice to maintain good relations.
- Keep the letter positive, avoiding negative comments about the company.
- Personalize gratitude statements to supervisors or mentors.
- Prepare for potential counteroffers but stay firm on your decision.
- Keep a copy for personal records.
Common Mistakes to Avoid
- Being vague or unclear about last working day.
- Including negative or emotional statements about colleagues or management.
- Sending resignation without prior notice or discussion.
- Failing to offer assistance during transition.
- Forgetting to send a copy to HR.
Elements and Structure of a Resignation Letter
- Subject Line: Clear and direct (e.g., "Resignation Notice").
- Greeting: Address recipient appropriately.
- Statement of Resignation: Include position and last working day.
- Reason (Optional): Brief and professional if needed.
- Expression of Gratitude: Thank employer for opportunities.
- Transition Offer: Assistance with handover of duties.
- Closing Statement: Polite and professional.
- Signature: Name, position, and contact information if necessary.
After Sending the Resignation Letter
- Confirm receipt with HR and manager.
- Schedule exit interview if required.
- Complete handover of duties and documentation.
- Maintain professionalism until the last working day.
Pros and Cons of Submitting a Formal Resignation Letter
Pros:
- Protects professional reputation.
- Provides clear communication of intent.
- Facilitates smooth transition.
Cons:
- Might trigger immediate counteroffers or negotiations.
- Can be uncomfortable if leaving due to negative circumstances.
Comparison with Verbal Resignation
- Formal Letter: Provides documented evidence, professional, standard practice.
- Verbal Resignation: Quick, informal, may lead to misunderstandings, lacks official record.
- Best practice: Deliver verbal notice first, then follow up with formal letter.
