A resignation letter is a formal document that informs your employer about your decision to leave the company. Whether you’re resigning for personal reasons, professional growth, relocation, or health issues, sending a well-written resignation letter ensures you exit respectfully and professionally.
In this blog, you will learn how to write a resignation letter, explore resignation letter formats, get ready-to-use resignation letter samples, and understand common mistakes to avoid.
What Is A Resignation Letter?
A resignation letter is a written notice submitted to your employer stating that you are leaving your job. It is an important part of a professional exit and helps maintain a positive relationship with your employer.
A resignation letter usually includes:
- Date of submission
- Name/designation of the person addressed (Manager/HR)
- Your job title and department
- Notice period details
- Last working day
- Brief reason for resignation (optional)
- Thank you note / gratitude
- Offer to support handover
When Do You Need A Resignation Letter?
A resignation letter is required when:
- You are switching jobs or companies
- You are resigning due to personal, health or family reasons
- You are relocating or planning a career break
- You are taking a career break or higher studies
Providing a resignation letter is not just a formal necessity but a respectful step that shows your professionalism. Ideally, submit it at least two weeks before your intended last day unless your contract says otherwise.
How To Write A Resignation Letter
If you are wondering how to type a resignation letter, here’s a simple format to follow:
1. Date: Start with the date, mention it at the top.
2. Address The Right Person: Write to your immediate manager or the HR department.
3. Clearly State Your Resignation: Mention your intention to resign and include your job title.
4. Mention Your Notice Period And Last Working Day: This avoids confusion later.
5. Add a Reason (Optional): You can state personal or professional reasons.
6. Express Gratitude: Thank the company and your manager for the opportunity.
7. Offer Help With Handover: an employee can also Offer help for handover, ensuring a smooth transition.
8. Close Formally: Sign off with your name and contact information.
Tips For Writing A Good Resignation Letter
To resign professionally and on a good note, keep these best practices in mind:
- Keep the tone polite, formal, and respectful
- Clearly mention your last working day
- Avoid emotional or negative statements
- Thank your manager/company for the opportunity
- Keep it short and to the point
- Proofread before sending
Common Mistakes To Avoid
Many people unknowingly make errors while writing resignation letters. Avoid these:
- Being vague about your resignation date
- Using emotional or aggressive tone
- Criticising colleagues or management
- Writing too long or too casually
- Sending without prior discussion with your manager
Resignation Letter Samples
Given below are four detailed resignation letter samples tailored to different situations.
1. Resignation Letter For Better Opportunity
| Subject: Resignation Letter For Better Opportunity Dear Sir/Madam, I am writing to resign from my position as [Your Job Title], effective from [Last Working Day]. I have accepted an opportunity that aligns better with my long-term career goals. I am thankful for the support and guidance provided to me during my tenure here. It was a pleasure working with the team, and I have learned immensely. Please let me know how I can help during the transition. Sincerely, [Your Name] [Contact Number] [Email Address] |
2. Resignation Letter For Personal Reason
| Subject: Resignation Letter for Personal Reason Dear [Manager’s Name], Please accept this letter as formal notice of my resignation from the role of [Job Title], effective [Last Working Day]. I am stepping away from my role due to personal circumstances that require my full attention. Thank you for the opportunity and support extended to me during my time here. I will do my best to ensure a smooth handover. Warm regards, [Your Name] [Contact Information] |
3. Resignation Letter Due To Relocation
| Subject: Resignation Letter Due to Relocation Dear [Manager’s Name], I am resigning from my role as [Job Title], effective [Last Working Day], as I will be relocating to [City/State]. It has been a wonderful experience being part of [Company Name]. I appreciate all the opportunities given to me during my time here. Please let me know how I can help make the transition smooth. Best regards, [Your Name] [Phone Number] |
4. Resignation Letter Due To Health Issues
| Subject: Resignation Letter for Health Reasons Dear [Manager’s Name], Due to ongoing health concerns, I am resigning from my position with effect from [Date]. This decision is necessary for my well-being. Thank you for the support throughout my employment. I will complete my pending tasks and assist in the handover process. Sincerely, [Your Name] |
Short Resignation Letter Samples
1. Subject: Short Notice Resignation
| Dear [Manager’s Name], Please accept my resignation from the position of [Job Title], effective [Last Working Day]. Due to unavoidable personal reasons, I am unable to serve the full notice period. I will complete the handover of my responsibilities as required. Kindly acknowledge and approve. Thank you for the opportunity to work with [Company Name]. Sincerely, [Your Name] |
2. Subject: Resignation Letter – Short Notice
| Hi [Manager’s Name], I’m writing to resign from my current role. My last working day will be [Date]. Thank you for all your support. Regards, [Your Name] |
How To Resign Professionally?
Resigning is not just about sending a letter, the approach matters. It ensures you leave on good terms and protects your professional reputation. Here’s how to resign professionally:
- Inform your manager first through a discussion or call
- Send the resignation letter via email after the discussion
- Offer support for knowledge transfer/handover
- Avoid gossip, drama, or emotional reactions at the workplace
- Maintain professionalism till your last working day
Conclusion
Writing a resignation letter is a small but important step in your professional journey. Whether you are submitting a short resignation letter, resigning for personal reasons, relocation, better opportunity, or due to health issues, always keep your message polite and professional.
Friendly Tip: A well-written resignation letter helps you exit respectfully and keeps the door open for future opportunities.
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FAQs
Q1. What is the correct resignation letter format?
A correct resignation letter format includes the date, manager/HR address, subject line, resignation statement, notice period and last working day, thank you note, handover support, and your name/signature.
Q2. How do I write a short and simple resignation letter?
To write a short resignation letter, keep it to 3–4 lines. Clearly mention you are resigning, add your last working day, thank the employer, and sign off professionally.
Q3. What should I write in the subject line of a resignation letter?
You can write subject lines like, Resignation Letter, Resignation Notice, Resignation from [Job Title], Resignation Letter – [Your Name].
Q4. Is it mandatory to mention the reason for resignation?
No, mentioning the reason is optional. If you do mention it, keep it brief such as “personal reasons”, “career growth”, or “relocation”.
Q5. Can I resign via email instead of a printed letter?
Yes. Most companies allow resignation via email. Ensure your email has a professional subject line, clear resignation message, last working day, and a polite thank you note.
Q6. How do I calculate my last working day in resignation?
Your last working day depends on your notice period. For example, if your notice period is 30 days and you resign on 1st June, your last working day will typically be 30th June (or as per company policy and HR confirmation).
Q7. What is the standard notice period for resignation in India?
In India, the standard notice period is usually 15 days (some entry-level roles), 30 days (most common) and 60–90 days (managerial/IT roles). However, the notice period depends on your offer letter and company policy.
Q8. How do I write a resignation letter for personal reasons?
In a resignation letter for personal reasons, mention your resignation and last working day clearly. You can write: “I am resigning due to personal reasons that require my full attention.” Avoid giving too many details.
Q9. Can I resign immediately without serving notice period?
Yes, but it depends on company rules. Some employers allow immediate resignation if you pay salary in lieu of notice period or if the company agrees to waive it.
Q10. How do I resign professionally without burning bridges?
To resign professionally, inform your manager first, submit a formal resignation letter, offer help during transition/handover, stay polite and positive and maintain professionalism till your last day.
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