- What is a resignation letter?
- What to include in a resignation letter
- What not to Include in Your Resignation letter
- How to Write a Professional Resignation letter
- Resignation Letter Format
- Free resignation letter samples and examples
As Richard Branson once said, “Train people well enough so they can leave, treat them well enough so they don’t want to.”
But sometimes, moving on is the best choice—whether for career growth, better pay, or personal reasons.
Resigning is a normal part of professional life, and how you do it matters.
A well-written resignation letter helps you leave on good terms and keeps future opportunities open.
In this guide, you'll learn how to write a professional resignation letter, along with format and examples for different situations to make the process easier.
What is a Resignation Letter?
A letter of resignation is a formal document that notifies an employer of your decision to leave a job. Submitting a well-written resignation letter –
- Shows professionalism
- Keeps relationships intact
- Leaves a positive impression
- Benefits future career opportunities
- Increases job market reputation
- Offers legal protection
Besides these benefits, a resignation letter is a professional courtesy that helps facilitate a smooth transition.
Fun Fact: The idea of resigning dates back to ancient Rome, where soldiers had to submit written requests to leave their posts.
What to Include in a Resignation Letter
A resignation letter should be clear, professional, and to the point. Here’s what to include:
- Date
- Recipient’s name & position
- Statement of resignation
- Last working day
- Gratitude
- Optional reason
- Offer to assist
- Professional closing
What Not to Include in Your Resignation Letter
Your resignation letter should remain professional and positive. Avoid including the following:
- Negative comments
- Detailed reasons for leaving
- Personal issues
- Grievances
- Threats or ultimatums
- Overly emotional language
Fun Fact: In 2021, over 40% of workers worldwide thought about quitting their jobs, a time known as "The Great Resignation."
How to Write a Professional Resignation Letter
Writing a professional resignation letter is essential for leaving your job on good terms. Here’s how to do it:
1. Include your contact details and company info
Start with your contact information, followed by the company details and the date.
Example:
Full name
Location
Phone number
Email address
Date of the letter
Company’s name
2. Address your manager
Begin with a respectful salutation, such as "Dear Mr. [Last Name]" or "Dear [First Name]," depending on your relationship.
Example:
Dear Mr. Sharma
Dear Nikhil
3. State your decision and last day
Get straight to the point! State that you are resigning and mention your last working day.
Example:
"I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day].”
4. Mention the reason (optional)
You can briefly mention why you’re leaving, but it’s not necessary. Keep it simple and respectful.
Example:
"I've decided to take a new job that better matches my career goals."
5. Express gratitude
Even if you’re leaving for personal reasons or dissatisfaction, show appreciation for the opportunity. It helps leave a positive impression.
Example:
"I want to thank you for the opportunities to grow and develop during my time here."
6. Offer assistance in transition
Show your willingness to make the transition smooth. This is a sign of professionalism and respect.
Example:
"I’m happy to assist with the transition process and train a replacement if needed."
7. End on a positive note
Finish your letter with well-wishes for the company’s future. It leaves a lasting, positive impression.
Example:
"I wish the company continued success in the future, and I hope to stay in touch."
8. Sign off professionally
Close your resignation letter with a polite sign-off, like “Sincerely” or “Best Regards,” followed by your name.
Example:
Sincerely,
[Your Name]"
Resignation Letter Format
Don’t know how to structure your resignation letter?
Here are different resignation letter format samples for different types of employees:
1. Simple Resignation Letter Format
[Your Name]
[Your Address]
[City, Country]
[Phone Number]
[Email Address]
[Date]
[Manager's Name]
[Company Name]
[Company Address]
Dear [Manager's Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. I have greatly appreciated the opportunity to work with the team and contribute to the organization.
Thank you for the valuable experience during my time here. I wish the company continued success.
Sincerely,
[Your Name]
Note: This is the best resignation letter format for employees who are interns.
2. Detailed Resignation Letter Format
[Your Name]
[Your Address]
[City, Country]
[Phone Number]
[Email Address]
[Date]
[Manager's Name]
[Company Name]
[Company Address]
Dear [Manager's Name],
After careful consideration, I am writing to formally resign from my position as [Job Title] at [Company Name], with my last working day being [Last Working Day]. This decision was not easy, but after evaluating my personal and professional goals, I feel it is the right time to pursue a new opportunity.
I would like to express my sincere gratitude for the support, guidance, and opportunities I’ve had during my time here. Working with such a talented team has been a rewarding experience, and I have learned a great deal.
Please let me know how I can help during the transition process. I am happy to assist in training my replacement or completing any ongoing projects.
Thank you again for everything. I wish the company continued success.
Best regards,
[Your Name]
Note: This is the best resignation letter format for employees with years of experience.
3. Email Resignation Letter Format
Subject: Resignation – [Your Name]
Dear [Manager's Name],
I hope this email finds you well. I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day].
I have truly appreciated the opportunity to work with you and the team. It has been a rewarding experience, and I am grateful for the support and growth I've experienced.
Please let me know how I can assist during the transition. I look forward to keeping in touch.
Thank you again for everything.
Best regards,
[Your Name]
Note: This is the best resignation letter format for employees who prefer email for communication.
Standard Resignation Letter Template for All Situations
Here is a basic resignation letter template that you can customize and use for any type of situation:
Dear [Manager's Name],
I hope you’re doing well. It is with mixed emotions that I am submitting my resignation from my role as [Job Title] at [Company Name], effective [Last Working Day]. This decision has come after careful reflection, and while I have thoroughly enjoyed my time at [Company Name], I believe it’s time to take the next step in my professional journey.
I want to sincerely thank you and the entire team for the support, guidance, and opportunities I’ve received throughout my time here. I’ve learned so much, developed new skills, and truly appreciated the collaborative environment. It’s been a rewarding experience that I will carry forward in my career.
I am committed to making this transition as smooth as possible. I am happy to assist with training a replacement, wrapping up current projects, or anything else that would be helpful during this period. Please let me know how I can best support the team over the coming weeks.
Once again, thank you for the chance to be part of such an incredible team. I hope we can stay in touch, and I look forward to our paths crossing again in the future.
Best regards,
[Your Name]
Why this template works best:
- Warm opening
- Emphasis on support
- Gratitude with specificity
- Focus on future connection
Free Resignation Letter Samples and Examples
Struggling to come up with a good resignation letter?
Here are a few samples and examples for different situations:
Example 1: Simple and Short Resignation Letter
Subject: Resignation – [Your Name]
I am writing to formally resign from my position as [Job Title] at [Company Name], with my last working day being [Last Working Day].
I have appreciated the opportunity to work here and value the experiences I’ve gained during my time at the company. I am grateful for the support and guidance I’ve received from the team. If there’s anything I can do to assist in the transition process, please let me know.
Thank you for the chance to contribute to the organization.
Best regards,
[Your Name]
Example 2: Professional and Formal Resignation Letter
Dear [Manager’s Name],
I would like to take this opportunity to formally submit my resignation from my role as [Job Title] at [Company Name], with my last working day being [Last Working Day]. After careful thought, I have decided to explore a new opportunity that aligns more closely with my long-term career aspirations.
Working at [Company Name] has been an incredibly rewarding experience, and I truly appreciate the support, mentorship, and opportunities that were offered to me during my tenure. The knowledge and skills I’ve gained here have contributed significantly to my growth as a professional.
I am committed to assisting in the transition process over the next few weeks to guarantee a smooth handover of my responsibilities. Please let me know how I can be of help, whether by training my replacement or finalizing ongoing projects.
Thank you once again for your understanding and support. I wish the company continued success and hope our paths cross again in the future.
Sincerely,
[Your Name]
Example 3: Resignation Letter without Reason
Dear [Manager’s Name],
I hope you’re doing well. I wanted to inform you of my decision to resign from my role as [Job Title] at [Company Name], with my last working day being [Last Working Day]. This was not an easy decision, but after much reflection, I believe it’s the right time for me to move forward in my career.
I have greatly appreciated the opportunities and experiences provided during my time here. The knowledge and skills I’ve gained will certainly help me in the future.
Please let me know how I can assist with the transition to ensure a smooth handover of my responsibilities.
Best regards,
[Your Name]
Read Immediate Resignation Letter
Example 4: Sample Resignation Letter with Reason – New Job and Career Growth
I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. After much consideration, I have accepted a new role that aligns more closely with my long-term career goals and offers growth opportunities I’m excited about.
While I’ve enjoyed my time at [Company Name] and have learned so much from working with such a dedicated team, I believe this new position is the right step in advancing my career.
I am grateful for the support and mentorship I’ve received during my time here and would like to thank you for the opportunity to contribute to the company. I am happy to help with the transition process, including training a replacement or assisting with my ongoing projects.
Thank you for everything, and I look forward to staying in touch.
Sincerely,
[Your Name]
Example 5: Sample resignation letter with reason – Job Dissatisfaction
Dear [Manager's Name],
Over the past few weeks, I have given serious thought to my professional future, and I have come to the decision to step down from my role as [Job Title] at [Company Name], effective [Last Working Day]. Unfortunately, I no longer feel that my current role aligns with my career goals and aspirations, which has led me to explore new opportunities.
While I have valued the experience and worked hard to contribute to the team, I feel that the work environment and job responsibilities are not fulfilling my long-term career aspirations.
I appreciate the opportunities I’ve had during my time at [Company Name] and thank you for your guidance and support. Please let me know how I can assist in the transition process to guarantee a smooth handover.
Thank you again, and I wish the company continued success.
Best regards,
[Your Name]
Example 6: Sample Resignation Letter with Reason – Health Issues
Dear [Manager's Name],
It is with a heavy heart that I submit my resignation from my position as [Job Title] at [Company Name], effective [Last Working Day]. Due to ongoing health issues, I am no longer able to fulfill my responsibilities at work and need to prioritize my well-being.
I want to express my gratitude for the support I have received from you and the team throughout my time here. It has been a privilege to work with such talented individuals.
I sincerely hope to return to the workforce when I am able, and I will always remember my time at [Company Name] fondly. Please let me know how I can assist during the transition period.
Thank you for your understanding.
Sincerely,
[Your Name]
Example 7: Spot Resignation Letter without Notice Period
Dear [Manager's Name],
I regret to inform you that I must resign from my position as [Job Title] at [Company Name], effective immediately. Due to unexpected personal circumstances, I am unable to complete the required notice period.
I truly appreciate the support and opportunities I’ve received during my time at [Company Name]. It has been a valuable experience, and I am grateful for the chance to work with such a talented team.
I sincerely apologize for any inconvenience this may cause and am grateful for the time spent working with you and the team. I value the experience I’ve gained at [Company Name] and appreciate your understanding of my situation.
Please let me know if there is anything I can do to help during this transition.
Best regards,
[Your Name]
Wrapping Up
We hope this guide has made writing your resignation letter a bit easier!
If you are still struggling – use our resignation letter formats and samples to get started.
Planning to leave your job and seeking better opportunities?Visit Naukri.com to find the perfect match for your next role.
Looking for more? Read Resignation letter samples by job role


FAQs
How do I write a good resignation letter?
To write a good resignation letter, be concise, professional, and express gratitude. Clearly state your intention to resign, offer a brief reason (if desired), provide a notice period, and offer assistance with the transition.
How do I write a short resignation letter?
A short resignation letter should still maintain professionalism and gratitude. Keep it brief by stating your resignation, specifying your last working day, and expressing appreciation for the opportunity.
How do I apply for resignation?
To apply for resignation, submit a formal resignation letter to your supervisor or HR department. Include your intended last day of work and offer assistance with the transition.
What reasons can you give for resigning?
Common reasons for resignation include –
- Career growth
- Relocation
- Personal issues
- No mutual fit
- Better opportunities
- Health reasons
- Personal development and higher studies
- Family commitments
How many types of resignation letters are there?
There are several types of resignation letters:
- To write a simple resignation letter:
- State your resignation
- Mention your last working day
- Thank your employer for the opportunity
- Sign off professionally
How do I resign due to personal reasons?
Resigning due to personal reasons requires sensitivity. Focus on expressing gratitude for the opportunity, briefly mention personal reasons necessitating the resignation, and offer assistance with the transition.
How do I write a personal resignation letter?
A personal resignation letter should reflect sincerity and professionalism. Clearly state your decision to resign, briefly mention personal reasons if comfortable, and express gratitude for the experience.
What is the best resignation letter format for employees?
A good resignation letter format for employees includes:
- Your contact details
- A clear resignation statement
- Gratitude for the opportunity
- A polite closing