How to Write a Professional Resignation Letter [With Samples]

image of How to Write a Professional Resignation Letter [With Samples]

When you plan to leave your organisation for whatever reason, One formality you must ensure you follow is submitting your resignation letter. This article will share everything you need to know about resignation letters, along with the resignation letter format and samples that we think would come in handy for you someday.

What is a resignation letter?

A resignation letter is a piece of document drafted by you to your employer, letting them know that you will leave your job. Employees are generally expected to submit a resignation letter two weeks before their final work day.

What do I include in a professional resignation letter?

A well-written resignation letter must include the following components.

Declaration of your Resignation With Last Date of Woking

In every good formal letter, the first paragraph must always contain the letter’s purpose. In this case, since you want to tell your employer that you will resign from your post, the first paragraph should be a statement of your resignation. Ensure that you add your designation since it is the post you will resign from.

Also, employers will want to see first in the letter after reading that you will resign from that last working day. So, in the first paragraph, do add your end date.

Example:

I am writing to inform you that I am resigning from my position as an SEO Executive for Akal Infosys, effective December 3, 2021.

Words of appreciation and gratitude

You were chosen among many candidates for the role you are about to resign. It is only fair that you thank the employers for the opportunity to be employed by them and for all the things you have learned during your time with them.
Start the second paragraph with some words of appreciation. Talk about how thankful you are for the professional development opportunities or for having a good supervisor or a supportive work environment.
Example:

During my time at [company], I have learned a lot and grown professionally. I am forever grateful to you for allowing me to be a part of the organisation and to develop my skills. It was an absolute pleasure working with you and all my colleagues.

Transition Details

This is where you should let the employer know that you will help the recruit who will be taking over for you with the transition. The newbie will need some guidance initially, and who better to show them the way than you?
Example:

I would be more than happy to help the new person take over my roles and responsibilities with the transition process.

Contact information

Though this is not always necessary, it is wisest to add your contact info, especially if you want to maintain your professional network.
Example:

If you need further information, email me at abc@gmail.com or call me at 8787369801.

What should I not include in a professional resignation letter?

Now that you know what you need to include in your resignation letter. Let’s take a look at the thing you should NOT include:

Your reason for resigning

Whatever the reason, be it low salary, conflicts with colleagues or an unhealthy work environment, among others, do not mention the real reason why you want to quit your job. As you need to keep the resignation letter professional, any negative remarks or subjects will make you look unprofessional.

That you hate the company or the job

Again, as this is a formal letter, you should refrain from expressing your true feelings about the company or job that you do not like. This will only paint you as an unprofessional and bitter person. It could even hamper your chances of receiving full compensation after you serve your notice period. So, before sending it, ensure that you let someone else review it for any negative intents.

Don’t express too many emotions

For your resignation letter to be effective, you need to stick to the points and steer clear of any subject that may paint you as someone too emotional. For instance, avoid using words such as “I feel” or “I believe” unless positive words accompany them.

Formal Resignation Letter Samples

Two Weeks Resignation Notice Format

In most organisations, the standard time for a resignation announcement is two weeks before the last date of employment. So, when employees decide to leave their jobs, they are expected to submit their two-week notice letter professionally.

Most organisations include this rule in employee contracts. This is because, within the two weeks, the employers will have time to look for other candidates to fill in for the person leaving the job without being short-staffed.

If and when you plan to submit your handwritten two weeks notice, here is a resignation letter template you could utilise.

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation – Your Name

Dear Sir/Madam,

I am writing to inform you that I will resign as a [designation] for [company], effective two weeks from this date.

The past three years have been a rewarding and productive experience for me. I am very grateful to you for giving me the fantastic opportunity to grow professionally and personally. Working alongside such a dedicated team and under excellent management was an honour.

Please know that I am happy to assist the recruit who will take over for me with the transition process.

If you need further information, email me at abc@gmail.com or call me at 8787369801.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]

Professional Resignation Notice Format

When it comes to your professional life, always choose to do things professionally. Even when it comes to submitting your resignation notice, choose the formal letter format.

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation – Your Name

Respected Sir/Madam,

This letter informs you that I will resign from my position as a [designation] for [company], effective two weeks from this date.

I would like to thank you for this fantastic opportunity where I was able to learn and grow professionally and develop my skill sets.

It would be my delight to train or assist the new joiner who will take over my roles and responsibilities with the transition process during the next [notice period in weeks].

Please contact me with any questions about the projects I have been working on.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]

Email Resignation Message Samples

When submitting your resignation notice via email, ensure that you CC or BCC the right people. For instance, if you send it to your Human Resource Manager, provide that you CC your manager or supervisor. Although there is no specific resignation email format, ensure that it is written in a formal tone. Here is a resignation email message example.

Subject: Resignation – Your Full Name

Dear Sir/Madam,

I am writing to inform you that I will resign as a [designation] for [company], effective two weeks from this date.

I would like to thank you for this amazing opportunity where I was able to learn and grow professionally and develop my skill sets.

I would be more than happy to help the new person who will be taking over my roles and responsibilities with the transition process.

Please contact me with any questions about the projects I have been working on.

Sincerely,

[Sender’s name]
[Sender’s contact details]

how to write a resignation email template and sample in word

Download resignation Email template in word

Read More: Email Writing Format

Formal Job Resignation Letter Samples

Here, we will share resignation letter templates for various jobs in various sectors.

Formal Resignation Letter For Teachers

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of School]

Subject: Resignation – Your Name

Dear [Name of Principal]

I am writing to inform you of my decision to resign from the position of English teacher at the end of this academic year. My last working day with St Margaret High School would be on March 31, 2022.

Thank you for giving me this fantastic opportunity to grow as an educator under your guidance and support.

I wish the students and faculty the very best for their future.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]


Formal Resignation Letter For Hospital Staff

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Hospital]

Subject: Resignation – Your Name

Dear Sir/Madam,

Kindly accept this letter as my formal resignation from my nurse position at Hope Memorial Hospital. My last day of work will be July 16, 2021.

Working at Hope Memorial Hospital for the past five years has been one of the most fulfilling experiences of my life. I am forever grateful to you for allowing me to develop my skills and grow professionally.

Do let me know if there is anything I can do with the transition.

I wish you and all the staff the very best for their future.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]


Formal Resignation Letter for Office

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

This letter informs you that I will resign from my position as a Front Desk Executive for Enchanted Woods, effective December 3, 2021.

During my time at Enchanted Woods, I have learned a lot and grown professionally. I am forever grateful for allowing me to develop my skills under your leadership. Working with you and all my colleagues has been a fantastic experience and one that I will hold close to for a very long time.

I would be more than happy to help the new person who will be taking over my roles and responsibilities with the transition process.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]


Formal Resignation Letter For A Security Guard

Date:____________

To,

[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

This letter informs you that, effective November 21, 2021, I will resign from my position as Security Officer at AKAL Infosys.

I thank you with all my heart for allowing me to be a part of your fine establishment, where I have grown professionally and developed my skills.

Please let me know if there is anything I can do to ensure a smooth and efficient transition.

Thank you.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]


Formal Resignation Letter For Director

Date:____________

To,
The Board of Directors
[Name of the Company]
[Address Of Company]

Sub: Resignation Letter

Dear Sir/Madam,

I hereby tender my resignation from the Directorship of AKAL Infosys due to personal reasons. Please accept this letter as my resignation with immediate effect and relieve me of my duties.

I thank every one of you for the incredible opportunity you have bestowed upon me and for allowing me to be a valued member of the AKAL family for ten years.

Kindly provide me with an acknowledgement for receipt of the resignation and a copy of the e-Form DIR-12 filed with the Registrar of Companies to that effect for my reference and record.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]


Formal Resignation Letter For Hotel Staff

Date:____________

To,

[Name of Addressee]
[Designation of Addressee]
[Name of Hotel]

Subject: Resignation letter

Dear Sir/Madam,

Kindly accept this resignation letter from my position in Hotel Mayur as a Hotel Manager, effective December 3, 2021.

Hotel Mayur has given me a great space for my growth and development in my career, and I thank you. I have enjoyed working with all the staff members and wish everyone the best in their future endeavours.

While serving my notice period, I will be more than happy to help you in any way to make the transition as smooth as possible.

Thanks & Regards.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]

Read More: Experience Certificate Format

Formal Resignation Letter Examples With a Reason (Life Situations)

Although employees often wish not to share their reasons for leaving their jobs, some do, and instances where the reasons have to be mentioned. Choosing some of the most common reasons people leave their jobs, we compiled a few resignation letter templates depending on various scenarios.

Formal Resignation Letter For Higher Studies

Date:____________

To,

[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

This letter informs you that I will resign from my position as a Front Desk Executive for Enchanted Woods, effective December 3, 2021.

After giving it much thought and consideration, I have decided to pursue my dream job of becoming an educator. To do so, I have decided to pursue B.Ed and receive my degree to follow my dream.

I thank you with all my heart for allowing me to work at your fine establishment and wish nothing but the best for Enchanted Woods and all the staff members.

I would be more than happy to help the new person who will be taking over my roles and responsibilities with the transition process.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]


Formal Resignation Letter For Dissatisfaction With Your Position

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

Kindly accept this letter as my formal resignation from the Graphic Designer position for D.M.Press as I have realised this is not a good fit for me. My final day of work will be December 30, 2021

I regret to inform you that being a Graphic Designer at D.M.Press has been quite a struggle for me as the environment has been challenging. I thank you for your patience and understanding, and I apologise for the inconvenience.

I would be more than happy to help the new person who will be taking over my roles and responsibilities with the transition process.

I wish you all the best and lots of success for D.M.Press.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]


Formal Resignation Letter For A Career Change

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

I regret to inform you that I am resigning from my position as Software Engineer for AKAL Infosys. My last day of employment will be December 30, 2021.

After giving it much thought and consideration, I have decided to follow my passion for helping people and work with a nonprofit organisation.

I would like to take this opportunity to thank you and let you know that I appreciate the experience and growth opportunities I have gained while working at AKAL Infosys.

I would be more than happy to help the new person who will be taking over my roles and responsibilities with the transition process.

I wish you all the best and lots of success for AKAL Infosys.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]


Formal Immediate Resignation Letter

There are instances where we have to get up and resign without advance notice to certain unavoidable circumstances that are beyond our control. And in these times, although our work contract would say we have to serve a notice period and submit a resignation letter format with a notice period before we leave the company, we can’t always follow through. In such situations, submitting an immediate resignation letter is the wisest route to take. This is taken as an immediate resignation due to specific issues without advance notice.

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

I regret to inform you that I am immediately resigning from my position as Software Engineer for AKAL Infosys due to reasons beyond my control. My last day of employment will be tomorrow, i.e., November 22, 2021.

I would like to take this opportunity to thank you for your continued support and the opportunities that you have provided me during the last four years.

Please accept my sincerest apologies for the inconvenience I have caused you.

Should you need anything for me or during the transition process, you can reach me on my number, 8789065413.

I wish you all the best and lots of success for AKAL Infosys.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]

how to write an immediate resignation letter template and sample in word

Download immediate resignation letter in word

Read More: Leave Application for Marriage

Formal Resignation Letter For Marriage

Date:____________

To,

[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

I regret to inform you that I am resigning from my position as Human Resource Manager for AKAL Infosys as I will be getting married in three months. My last day of employment will be November 22, 2021.

As my husband and I will be relocating to Chennai, I will have to find employment there and, sadly, leave my current position in AKAL.

I would like to take this opportunity to thank you for your continued support and the opportunities that you have provided me during the last four years. I will miss the company and my team dearly.

Before I leave, I will ensure that all my projects are completed, and I will be more than happy to assist in any way to ensure a smooth handover to my replacement.

I wish you all the best and lots of success for AKAL Infosys.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]


Formal Resignation Letter Due To Salary Issue

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

Please accept this as my formal resignation from my position as Customer Relationship Manager for NE Connections as I am facing problems due to the low salary. My last day of employment will be November 22, 2021.

My decision to leave the company is because I cannot afford my primary and secondary needs with the amount I am getting, and the 10% increment was not enough for my family and me either.

I hope you can understand my predicament and accept this resignation.

Before I leave, I will ensure that all my projects are completed as far as possible.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]

Read More: Relieving Letter Format

How to Write a Formal Letter of Resignation: Resignation Letter Format

Although there is no specific format to follow when writing a resignation letter, we advise you to use the formal letter format. Looking at the resignation letter template below, you will see that we have used the formal letter format. This will make it look professional.

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

I am writing to inform you that I will be resigning from my position as a [designation] for [company], effective 2023.

During my time at [company], I have learned a lot and grown professionally. I am forever grateful to you for allowing me to be a part of the organisation and to develop my skills. It was an absolute pleasure working with you and all my colleagues.

I would be happy to help the new person take over my roles and responsibilities during the transition process.

Should you need further information, do email me at abc@gmail.com or call me at 87*****801.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]

how to write a resignation letter format and template in word

Download resignation letter template in word

Read More: How to Write Leave Application?

Benefits of providing a resignation letter

Many employees leave their companies without submitting a resignation letter or serving their notice period. This only showcases how unprofessional they are, and they burn a lot of bridges. So, even if your employee handbook doesn’t state that you must submit a resignation letter before leaving the company, we advise you. This way, when your potential employer wants to know more about you and calls your ex-employer, they will be able to say positive things about you.

Moreover, the formal resignation letter can act as proof should any issue arise in the future. In case of any irregularities in your final paycheck, you can provide it as evidence that you submitted your letter of resignation and that you served your notice period.

Resignation Letter Tips: Dos and Don’ts When Writing A Resignation Letter

When you submit your resignation letter, here are some Dos and Don’ts that you should follow:

Do’s

  1. Use a formal format: Be it mail or email, ensure that you use the formal letter format. As the higher-ups will receive this letter, it has to be written in a formal tone.
  2. Submit both soft and hard copies of the resignation letter. The hard copy must have your signature.
  3. Be professional and keep it positive. As you leave the organisation and your colleagues, you need to ensure that you end things on a good note.
  4. Ensure that you add the final details of your employment and give them the required amount of notice.
  5. Let them know that you will help the new joiner who will be taking over for you with the transition. This may include assisting the organisation finds the right candidate for the jobs, training them, and keeping them up to date with the projects or works that are still pending.
  6. Ensure that you clean and organise your desk and documents (for the new joining) if the organisation asks you to leave at any time.

Don’ts

  1. Do not leave without informing the organisation. Absconding is an unprofessional exit that you should avoid at all costs, as it will only dent your otherwise good name and reputation.
  2. Do not refuse or be a slacker to work during your notice period. Serve it well. Try to leave a good and lasting impression.
  3. When they ask why you leave their organisation, do not brag and say you’ve got a better offer with a much sweeter deal. You do not want to end on a wrong term with anyone. Otherwise, it will come back to bite you one way or the other.
  4. Do not brag about your new job to your colleagues and ask them to join you or leave their jobs. Also, do not, by any means, spread rumours or misinformation.
  5. Again, when asked why you are leaving the organisation or for feedback, do not badmouth the organisation or any of your colleagues or supervisors. Maybe someone being unprofessional or borderline rude is why you have decided to leave. However, do not be too honest with your answer.

resignation letter do’s and dont

So, should the time ever come for quitting your job, we hope this article on resignation letter format and samples helps you draft a polished, effective and professional resignation letter. The above shared different resignation letter samples and examples in words (focusing on various designations and scenarios) should make it easier for you whenever you are about to write a letter of resignation.

We will leave you here with our best wishes.

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