Resignation Letter – Format in Word, & Pdf (Free Download)

Even though a significant number of employees resign from their jobs each month, informing your boss about your decision to leave the company is always a challenging conversation. Crafting a respectful resignation letter can transform this moment into an opportunity for maintaining a positive professional connection in the long run.

But how do you go about writing a good resignation letter? What elements should you include, and which ones should you avoid? Let’s look into the essential components of a well-crafted resignation letter in this article. 

What is a Resignation Letter?

A resignation letter is a formal communication addressed to your employer, telling them of your decision to resign from your current role. This document can be submitted either electronically via email or in printed format.

Its primary purpose is to officially announce your departure from the company and provide necessary details, such as your last day of work and any pertinent information regarding your exit process. It is customary to hand in your resignation letter at least 2 weeks before your date of intended departure.

Writing a professional resignation letter involves keeping the content concise and relevant. Avoid focusing on the benefits of your next role and instead express your gratitude for the opportunities that you were offered and the experiences you gained during your tenure with the company. The letter should convey appreciation, professionalism, and a willingness to assist in the transition process. Keeping the letter brief and focused on pertinent details ensures effective communication of your resignation.

What To Include in a Resignation Letter

When composing your resignation letter, keep it simple and concise. There are three essential components to include:

Resignation and Last Day: Begin by clearly stating your resignation from the position and specifying your last working day. There’s no need to elaborate on reasons for leaving at this stage.

Example:

“Dear [Name of the Supervisor],

I am writing this letter to formally resign from my position as [Your Job Title] at [Company Name]. My last day of employment will be [Last Working Day], two weeks from today.”

Expression of Gratitude: Show your appreciation for all the opportunities and experiences you gained during your tenure with the company. Highlight key aspects of your role or achievements and don’t forget to express your gratitude for the chance to contribute.

Example:

“I want to express my sincere gratitude for the opportunities and experiences I have had during my time at [Company Name]. I have enjoyed collaborating with the team and have learned valuable skills, particularly in [mention specific areas].”

Offer of Assistance in Transition: Express your willingness to help out in the transitionary phase to ensure an easy handover of responsibilities. While you don’t need to provide extensive details, offer support in wrapping up your duties and training replacements, if necessary.

Example:

“During the remaining two weeks, I am committed to completing my outstanding tasks and providing any necessary support for a seamless transition. Please feel free to reach out if there are any specific areas where I can be of assistance.”

Professional Conclusion: End the letter/mail with a professional farewell, expressing your best wishes for the company’s future success and leaving the door open for future communication.

Example:

“I wish the company continued success, and I look forward to staying in touch. Please don’t hesitate to contact me if you need anything in the future.

Sincerely,

[Your Name]”

Resignation Letter Format

If you are in a fix and don’t know what to mention in a professional resignation letter, we have drafted a basic template for your convenience. You can alter the details as per your liking.

[Month][Day], [Year]

Dear [Name of your Manager],

I am penning this to formally announce my resignation from the position of [Your Position Title] at [Company Name], effective [Your Last Day].

I wanted to express my heartfelt gratitude for the opportunities I was provided here during my tenure. Over the past [Amount of Time You've Been in the Role], I have appreciated the chance to contribute to [Company Name] and have enjoyed [Favorite Job Responsibilities]. Through this role, I have learned valuable skills such as [Specific Things You've Learned on the Job], which I will carry forward in my career.

During the remaining two weeks, I am committed to ensuring an easy transition by concluding my remaining tasks and trying to assist with the training of other team members. Please do not hesitate to reach out if there are any specific areas where I can offer support during this transition period.

I wish [Company Name] continued success in the future, and I look forward to remaining in touch.

Sincerely,
[Your Name]

Download Resignation Letter in Different Format

Resignation Letter Samples 

With the basic template in your hands now, you can now explore some specific situations regarding your resignation. 

Immediate Resignation Letter Sample

[Date]

Dear Mr./Ms. [Last Name],

I regret to inform you of my resignation from my position as {Your Designation} at Company A, effective immediately.

Although my contract stipulates that I should work until {date}, I kindly request to cease my duties with immediate effect. I apologize for any inconvenience caused by this sudden decision.

I am sincerely grateful for the wonderful opportunities for professional and personal growth that you have provided me during my time at {Company's Name}.

Please do not hesitate to let me know if there is anything I can do to facilitate a smoother transition during this period.

Thank you for your understanding.

Sincerely,

(Your Name) 

Resignation Letter for Personal Reasons

[Date]

Dear Mr./ Ms. [Last Name],

I am writing to tender my resignation from my position as a project manager at Company A. Regrettably, due to personal reasons, I cannot continue fulfilling my duties effectively. Therefore, my last day of employment will be April 15.

Working alongside you and the team over the past three years has been a privilege. I am genuinely grateful for the opportunities I have been afforded to develop my skills and contribute to the success of our projects.

During the next two weeks, I am committed to completing my remaining assignments and ensuring a smooth transition for my ongoing projects. Please rest assured that I am available to assist with any additional tasks or handovers that may be required.

I want to express my appreciation for your guidance and understanding during my time at Company A. I will fondly remember the experiences and relationships formed here, and I wish you and the team continued success.

Sincerely,
(Your Name)

Resignation Letter for Career Growth

Dear [Manager’s Name],

I am writing to formally turn in my resignation from the position of [Your Job Title] at [Company Name]. As per the company's policies, my last working day will be [Date of Last Day].

After thoughtful consideration, I have made the decision to resign from my current role in pursuit of career advancement opportunities that better align with my professional goals and aspirations.

I am genuinely grateful for the opportunities and experiences I have had during my time at [Company Name]. The skills and knowledge I have acquired here have been invaluable, and I am appreciative of the support and mentorship I have received from you and the team.

In the remaining weeks leading up to my departure, I am determined to ensure a seamless transition and will assist in any way possible to facilitate the transfer of my responsibilities.

Thank you for your understanding and support during this transition period.

Sincerely,
[Your Name]

Resignation Letter Over Commute Time 

Dear [Manager’s Name],

I am writing to formally turn in my resignation from my position as [Your Job Title] at [Company Name], with my last working day being [Date of Last Day] in accordance with the notice period.

I am excited to inform you that I have been offered a new role that significantly reduces my daily commute, allowing me to spend more quality time with my family outside of working hours.

Reflecting on my time at [Company Name] over the [Years/Months of Service], I am genuinely grateful for my opportunities and experiences. I want to express my sincere appreciation for the guidance and support provided by you and the entire team during my tenure.

As I transition out of my current role, I am completely committed to ensuring a seamless handover of my responsibilities. Kindly let me know how I can assist in facilitating this process in the coming weeks.

Thank you for your understanding and support during this transition period.

Sincerely,
[Your Name]

Resignation Letter with an Advance Notice 

Dear [Manager’s Name],

I hope this message finds you well. I am writing to tender my resignation from my position at [Company Name], effective [Date of Resignation]. I understand that transitioning a new person into the role of [Your Position] will require adequate time and preparation, which is why I am providing advance notice.

Reflecting on my time at [Company's Name], I am thankful for the opportunities for growth and learning that I have experienced. I want to voice out my sincere gratitude for all the professional exposure you have provided me throughout my tenure.

As I prepare to transition out of my role, I am devoted to promising a smooth handover of responsibilities. Please know that I am available to assist in any way necessary to facilitate this process.

Should you have any questions or require further clarification about ongoing projects, please do not hesitate to reach out to me. I am more than willing to provide assistance and support during this transition period.

I want to take this opportunity to wish you and the team continued success in the future. Thank you once again for the opportunity to be a part of [Company Name].

Sincerely,
[Your Name]

Resignation Letter for an Unfit Role

Dear [Manager’s Name],

I am writing to formally tender my resignation from the position of [Your Job Title] at [Company Name], with my last working day being [Date of Last Day] in accordance with the notice period.

Reflecting on my experience at [Company Name], I have come to realize that the scope of the role does not align with my professional aspirations and expectations. After careful consideration, I believe it is in my best interest to explore other opportunities that better suit my skills and career objectives.

I want to express my heartfelt appreciation for the mentorship you have provided me during my time here. Your leadership and mentorship have been invaluable, and I am grateful for the opportunities I have had to grow and learn.

As I transition out of my current role, I would like to assure you that I will assist in a smooth handover of responsibilities. I would love to know how I can help in facilitating this process during the remaining [Notice Period in Weeks].

Thank you for your understanding and support during this transition period.

Sincerely,
[Your Name]

What Should You Avoid in a Resignation Letter

When crafting your resignation letter, it’s important to avoid including certain elements that may be inappropriate or unprofessional. Here’s what not to include:

• Details about why you’re leaving: Your resignation letter is not the appropriate venue to delve into the specific reasons for your departure. Keep the focus on the formal notification of your resignation and maintain a positive tone.
• Details about where you’re going: Similarly, avoid discussing the specifics of your future employment or destination in your resignation letter. This information is generally considered private and is not relevant to the purpose of the letter.
• Complaints about the company, its employees, or its practices: It’s essential to maintain professionalism and avoid talking about any complaints or grievances in your resignation letter. Even if you have legitimate concerns, expressing them in this context is not appropriate and could damage your professional reputation.
• Step-by-step instructions on how to cover your job duties in your absence: While it’s important to offer assistance with the transition process, providing detailed instructions on how to cover your job duties is not necessary in your resignation letter. Focus instead on expressing your willingness to help and collaborate during the transition period.
• Rambling: Keep your resignation letter concise and to the point. Avoid unnecessary elaboration or rambling, as this can derail the tonality of your message and take away from the clarity and professionalism of your message.

FAQs about Resignation Letter