A resignation letter is a formal document that an employee writes to inform their employer that they are leaving their current job or position. It serves as a written notice of the employee’s intention to resign from their position within the organization.The prescribed format on how to write a resignation letter are as follows:-
Format of Resignation Letter
This is the right format on “How to write a Resignation Letter”.It is as follows:-
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient’s Name]
[Recipient’s Job Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],
(Body of Content)
[Your Full Name]
Useful Tips to write a resignation letter:
Writing a resignation letter is an important professional communication that allows you to formally announce your decision to leave your current position.
1.Header:
At the letter’s top, include your name, address, phone number, and email address. Align this information to the left side of the page.
2.Date:
Add the current date.
3.Recipient:
Include the name, job title, and organization of the person who will receive your resignation letter. You can address it to your immediate supervisor or the relevant HR personnel.
4.Salutation:
Commence with a formal salutation, such as “Dear Sir/Ma’am.”
5.Opening paragraph:
Start the letter with a clear statement that you are resigning from your position. Mention the job title and department you are resigning from, as well as the effective date of your resignation.
6.Body paragraphs:
In the next paragraphs, provide more details about your decision to resign and the reasons behind it. You can mention any positive aspects of your experience, acknowledge the company’s support, or express appreciation for your colleagues.
7.Closing paragraph:
Conclude the letter on a positive note. Express your best wishes for the future success of the organization and offer to assist in making the transition process as smooth as possible.
8.Formal closing:
Choose an appropriate closing, such as “Sincerely,” or “Best regards,” followed by your full name.
9.Signature:
Print out the letter, sign it by hand above your typed name, and scan it back to a digital format. If you are sending a hard copy, sign directly on the printed letter.
#1 Sample of Resignation letter:-
Rahul,
Wz O/87 Outer Ring Road
Varanasi,U.P.221011
9852147587
xyz12@gmail.com
20 May,2023
Mr.Khanna
Deputy Manager
XYZ IT Services
Wz O/87 Outer Ring Road
Varanasi,U.P.221011
Dear Sir/Ma’am,
This is with reference with my resignation from my position as SEO Specialist at XYZ IT Services effective 8 may 2023(2weeks prior to resign).I would like to express my appreciation for the opportunities I have had during my time at your company.It has been a valuable experience working with the talented team and contributing to the growth and success of the company.After careful consideration, I have decided to pursue new career opportunities that align with my skills, experience, and salary expectations
I want to thank you and the entire To ensure a smooth transition, I am committed to completing any pending projects and providing documentation or training assistance to my successor. Kindly inform me of how I can assist during this transitional period, team for your guidance, support, and collaboration during my tenure. I have learned a great deal from my colleagues and superiors, and I will carry these experiences with me in my future endeavors.
Once again, I want to express my gratitude for the opportunities provided to me.. I wish the company continued growth and success in the future.Please let me know if there are any further details or procedures I need to be aware of during the resignation process.
Thank you
Sincerely,
Rahul
#2 Resignation Letter Template:-
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Job Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],
I am writing this letter to formally announce my resignation from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].
I have made this decision after careful consideration and believe that it is in the best interest of my professional growth to explore new opportunities.
Please let me know how I can assist in training my replacement or any other tasks to ensure a seamless handover. I am more than willing to collaborate with my colleagues and provide guidance to make this process as efficient as possible.
I want to express my gratitude to you and the entire team for the support, guidance, and camaraderie I have experienced during my time at [Company Name]. I am confident that the relationships and skills I have developed here will continue to serve me well in my future endeavors.
I look forward to maintaining positive connections with you and the team in the future.
Sincerely,
[Your Full Name]
[Your Signature – if sending a physical letter]
#3 Relieving letter:-
What is Relieving Letter?
A relieving letter serves as an official document issued by an employer to an employee who is concluding their tenure with the organization.It confirms the employee’s resignation and the details of their employment, including the last working day and any pending dues or responsibilities.
Relieving Letter Template:-
[Company Letterhead – Optional]
[Date]
[Employee’s Full Name]
[Employee’s Address]
[City, State, ZIP Code]
Dear [Employee’s Name],
Subject: Relieving Letter
We hereby acknowledge the receipt of your resignation letter dated [Resignation Date], wherein you had requested to be relieved from your responsibilities as [Your Job Title] with [Company Name].
After due consideration and completion of the necessary formalities, we accept your resignation and confirm that your last working day with the company was on [Last Working Day]. We appreciate the contribution and efforts you have made during your tenure with us.
The details of your employment are as follows:
- Employee Name: [Employee’s Full Name]
- Employee ID: [Employee ID]
- Date of Joining: [Date of Joining]
- Last Working Day: [Last Working Day]
- Designation: [Your Job Title]
- Department: [Your Department]
- Reporting Manager: [Your Reporting Manager’s Name]
- Final Settlement: Your full and final settlement, including any pending dues, will be processed as per the company’s policies. You are requested to return any company property, documents, or assets in your possession.
We thank you for your dedication and hard work during your tenure with us.
For [Company Name],
Sincerely,
[Authorized Signatory’s Name]
[Designation]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Contact Number]
[Email Address]
[Company Seal – Optional]
#4 Resignation email:-
Subject: Resignation – [Your Full Name]
Dear [Supervisor’s Name],
I hope this email finds you well. I am submitting my formal resignation from the role of [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from today].
I have truly enjoyed my time working with the [Team/Department Name] and am grateful for the experiences and opportunities I have gained during my tenure here. This decision was not made lightly and is based on my personal and professional growth objectives.
I am committed to ensuring a smooth transition and will work closely with you and the team to complete any pending projects and tasks during the notice period.
I want to express my sincere gratitude for the support, guidance, and camaraderie I have experienced at [Company Name]. I have learned a great deal and am confident that the skills and relationships I have developed here will continue to serve me well in my future endeavors.
I would like to extend my willingness to participate in the recruitment and training process for my replacement if needed.
Sincerely,
[Your Full Name]
[Your Contact Number]
[Your Email Address]
#5 Simple resignation letter sample:-
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Supervisor’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Supervisor’s Name],
I am writing to inform you of my decision to resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].
I have enjoyed working with the team and contributing to the company’s success.
I am committed to completing any pending work and assisting in the transition during the notice period.
I want to thank you and the entire team for your support and guidance throughout my tenure.
Sincerely,
[Your Full Name]
[Your Signature – if sending a physical letter]
#6 Resignation letter for personal reasons
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Supervisor’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Supervisor’s Name],
It is with a mix of emotions that I write to tender my resignation from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter]. This decision has not been an easy one, but it is driven by personal circumstances that require my immediate attention and care.
I want to express my sincere gratitude for the support, mentorship, and camaraderie I have experienced during my time at [Company Name]. The memories I have created here will forever hold a special place in my heart, and I am thankful for the growth opportunities I’ve been given.
I assure you that I am fully committed to facilitating a seamless transition during the notice period. I am willing to assist in training a replacement, completing pending projects, or any other tasks that contribute to the continuity of the team’s success.
While I am sad to leave, I believe this step is necessary for my personal well-being and the well-being of those I hold dear. I have thoroughly enjoyed my journey at [Company Name] and leave with a sense of gratitude and fondness.
I want to thank you for your understanding and support in this matter. Your leadership has been an inspiration to me, and I am grateful for the wisdom and guidance you’ve provided.
Please feel free to reach out if there is anything specific I can do to ensure a smooth transition.
With heartfelt regards,
[Your Full Name]
[Your Signature – if sending a physical letter]
#7 formal resignation letter:-
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Supervisor’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Supervisor’s Name],
I am submitting my formal resignation from the role of [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from today].
I have thoroughly enjoyed my time working at [Company Name] and am grateful for the opportunities I have been given to contribute to the team and company’s success.
I have made this decision after careful consideration and believe that it is in the best interest of my professional growth to explore new opportunities.
Please let me know how I can assist in training my replacement or any other tasks to ensure a seamless handover. I am more than willing to collaborate with my colleagues and provide guidance to make this process as efficient as possible.
I want to express my gratitude to you and the entire team for the support, guidance, and camaraderie I have experienced during my time at [Company Name]. I am confident that the relationships and skills I have developed here will continue to serve me well in my future endeavors.
I look forward to maintaining positive connections with you and the team in the future.
Sincerely,
[Your Full Name]
[Your Signature – if sending a physical letter]
#8 Immediate resignation letter:-
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Supervisor’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Supervisor’s Name],
I am writing to inform you of my immediate resignation from my position as [Your Job Title] at [Company Name], effective immediately. I understand that this departure is sudden, and I apologize for any inconvenience it may cause.
Due to unforeseen personal circumstances, I am unable to continue my employment at [Company Name]. I deeply appreciate the opportunities and experiences I have gained during my time here, and I have the utmost respect for the team and the work we do.
I understand the importance of a smooth transition, and I am committed to assisting in any way possible during this time. Please let me know how I can facilitate the handover of my responsibilities to ensure minimal disruption to the team’s operations.
I wish to convey my gratitude to you and the entire team for your understanding and support during this challenging time. It is my hope that my departure will not adversely affect the ongoing projects and goals of the company.
Thank you for your understanding. I apologize once again for the abruptness of my departure and any inconvenience it may cause.
Sincerely,
[Your Full Name]
[Your Signature – if sending a physical letter]
#9 Resignation mail to manager:-
Subject: Resignation – [Your Full Name]
Dear [Manager’s Name],
I am submitting my formal resignation from the role of [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from today].
I have truly enjoyed my time working under your leadership and am grateful for the opportunities and support I have received during my tenure at [Company Name]. After careful consideration, I have decided to pursue a new path that aligns with my personal and professional goals.
I am committed to ensuring a smooth transition during the notice period and will work closely with you and the team to complete any pending tasks and hand over my responsibilities.
I want to extend my sincere appreciation for your guidance, mentorship, and the positive work environment you have fostered.
Thank you for your understanding and support in this matter. I am confident that the skills and experiences I have gained here will serve me well in my future endeavors.
Please feel free to reach out if you need any additional information or assistance during this transition period.
Sincerely,
[Your Full Name]
[Your Contact Number]
[Your Email Address]
Also read: How to write a notice