Resignation Letter Format with Samples

Importance of Resignation Letter Why should an employee write a resignation letter before leaving a job? what is the resignation letter format? Is it mandatory? Is it that necessary? The answer is yes. A resignation letter is a formal letter to the Company. Employees should do it professionally when they want to leave a job. […] The post Resignation Letter Format with Samples appeared first on Chegg India.

Resignation Letter Format with Samples

Importance of Resignation Letter

Why should an employee write a resignation letter before leaving a job? what is the resignation letter format? Is it mandatory? Is it that necessary? The answer is yes. A resignation letter is a formal letter to the Company. Employees should do it professionally when they want to leave a job. By writing a resignation letter to the Company, an employee confirms that his/her role in the Company will end soon. The Company gets the idea that someone should be hired in that employee’s role. Whether an employee works in a retail Shop or a big MNC, a resignation letter takes value everywhere.

It acts like a piece of proof. The letter shows the employee is maintaining the rules. The resignation letter also contains the date of leaving the Company. So that the HR team can shift the responsibilities to someone else, the Human Resources Team can keep a note of some important things. Further, the HR  Department can fix the overall payroll and other necessary formalities of the employee.

The Organisation can get an ample amount of time to replace that employee. The resignation letter holds significance as it gives information about what an employee expects during departure. When an employee sends a resignation letter to the Company, it helps to maintain professionalism. The letter creates a healthy relationship between the employee and the employer.

Why Would You Require a Resignation Letter Format?

When an employee wants to resign, a resignation letter format is necessary. The format helps the employee to get an idea of writing a proper resignation letter. Before the departure from the company, an employee gets confused. The employee further gets shaky over the thought of what to write and how a resignation letter can be prepared. So, picking the right format for a resignation letter can surely help an employee.

It helps the employee write a better goodbye note. An employee should carefully select a resignation letter format. As it decides in which tone an employee has to express his/her leave. A letter format gives an overall view of what formalities need to be carried forward. An employee gets an idea of how to write a resignation letter by only analyzing the formats. Therefore, a worker should know how to write a resignation letter.

Components in Resignation Letter Format

A resignation letter format must cover some components in it. The job resignation letter format must include major details in it. So that the human resource team can do the different processes of the employee. Those components include

  • Contact Details
  • Greetings
  • Date of Departure
  • Showing Gratefulness
  • Offer to help in further training
  • A Paragraph showing thankfulness for the opportunity

Contact Details

The top of the letter should contain the employee’s contact details – Name, Job Title, Phone Number, and email address. Below it, one must include the Hiring Manager’s name, Job Title, Company Name, and address. The date of writing the resignation letter is a must thing.


Yes, a resignation letter should contain words like – ‘Dear’or ‘Hello’etc. Following this, the reader’s name is to be written. This refers to a formal yet friendly way of greetings at the beginning. One can add words like Mr, Mrs, or Ms.

Date of Departure

The reason behind leaving the job should be added to the first sentence. Afterwards, the date of departure from the company should be included. The departure date should be kept close to the notice period. This is the most important component of a resignation letter. The exact date of departure should be mentioned.

Offer to help in further training

After clarifying the reason behind leaving the job, one should ensure the company for assistance in further training. The second phase of the format should hold the statement that the employee wants to assist the new employees. The paragraph can further include the date of submission of any pending work assignments.

Showing Gratefulness

In a format, the next sentences can gracefully add the thankfulness of the employee towards the company. The employee expresses a sense of gratitude and the things learned from mentors. A proper resignation format should cover this aspect. A formal resignation letter should contain how the opportunity added growth to the career.

Professional Signature

A job resignation letter should present a professional signature at the end -‘ Yours sincerely’ or’ Yours truly’ with the employee’s name.

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Resignation Letter Format with Sample

Resignation Letter Format

Dear [name of the Reader],

I would like to inform you that I am resigning from my Post as [name of the Post] for [company name], effective [date of leaving].

I appreciate the opportunities for professional growth that you have provided me over time. Also, I have enjoyed my job role at [ company name ]. In particular, I feel honored to have been a part of such a supportive team.

Please let me know if I can add any assistance during this training. I am ready to train my replacement and will ensure all my reports are updated before my last work day.

Thank you again for the opportunity to work at [ company’s name ]. I wish you all the best and look forward to keeping in touch. You can email me at [ employee’s email address ].

Yours Sincerely,

[employee’s name]

Do’s and Don’ts for Resignation Letter

An employee must follow some dos and don’ts before writing a resignation letter to the Manager.


  • The resignation letter format should be positive.
  • The resignation email to the Manager should carry a professional or formal voice.
  • A resignation letter must contain an employee’s willingness to help future trainees.
  • The letter should carry a respectful tone.


  • The resignation letter format should not contain any bragging about the employee’s new job.
  • All future responsibilities in the upcoming job shouldn’t be revealed.
  • The employee shouldn’t show any negative remarks toward team members or bosses in the resignation letter.
  • Any kind of distasteful word shouldn’t be used.

Understanding the Resignation Letter Format

The employee must understand the resignation letter format. There are various types of formats. The format is selected as per the job role and leaving reasons. All the components of a proper resignation letter must be included. Before selecting an appropriate format, the employee should understand what things to cover and what not.

The resignation format for a Nurse is different from the resignation letter of a Teacher. In contrast, the retirement resignation letter might differ from maternity leave. One must choose an appropriate format as per the position. The resignation letter for personal reasons differs from the letter for career growth. In a country like India, getting another job is very easy nowadays. People already working in an organization or planning to leave a job can easily avail freelancing opportunities at Chegg anytime. Anyone can become a subject expert for the TBS & Q&A opportunity by registering as an expert. People can work anytime, anywhere, and earn a good amount of extra income.

Know more about day-to-day skills for a fruitful personal and professional life. Explore our guide on Life Skills.

Frequently Asked Questions

How do I write a good resignation letter?

A good resignation letter is always direct. The formal letter should hold clarity. It should give a positive message to the readers. Any offensive language, words of insult, or criticism shouldn’t be mentioned. In a good resignation letter, the date of departure is a must. The employee should offer help to the new trainees. A good resignation letter should be professional. The grammatical errors must be thoroughly checked.

How do I write a short resignation letter?

An employee only needs to write all important components to write a short resignation letter. The letter should be brief, relevant, and limited to one page. There is no need to add unnecessary words.No need to include any sort of bragging about the new job. The employee must cover all vital aspects only.

Do you have to write a resignation letter when leaving a job?

Yes, one needs to write a resignation letter before leaving a job. It indicates that the employee is quitting the job in a formal manner. The resignation letter builds professionalism between the employee and the employer. By sending a resignation mail to the Manager, the employee shows that he /she is strictly chasing a sense of professionalism in the workplace.

How much notice is required when you resign from a job?

There is no such rule made about when an employee can give notice. However, two months is a standard duration for most current job roles. Some of the high-level job roles need a longer notice duration. Some executive job roles demand a notice period of 1 year. Companies have set different notice periods as per the job roles.

How do I resign immediately?

If an employee wants to resign immediately, he/she must know some steps. Those steps include
1. An employee should inform their reporting manager.
2. Write a letter of resignation to the hiring Manager.
3. Offer a notice.

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