Resignation Letter Format: How to Write a Resignation Letter- Tips and Samples

Leaving a job is a big decision, and how you communicate it matters. A well-written resignation letter helps you exit on good terms while maintaining professionalism. Whether you’re writing a formal resignation letter, a simple resignation letter, or sending a resignation email, this guide explains everything you need to know. For more letter writing formats and samples, explore our general topics library.

What is a Resignation Letter? 

A resignation letter is an official document that informs your employer of your decision to leave the company. It outlines your notice period, last working day, and expresses gratitude for the opportunity. Writing it properly reflects your respect for your employer and helps ensure a smooth transition.

How to Write a Resignation Letter

If you’re wondering how to write a resignation letter, keep it short, polite, and clear. Follow these steps:

1. Start with a clear header- Include your name, contact details, and the date at the top of the letter.
2. Address your manager or HR- Use a polite salutation like “Dear [Manager’s Name]”.
3. State your intention to resign- Be direct. Mention your position and the date your resignation takes effect.
4. Specify your last working day- Follow your notice period or company policy when mentioning this.
5. Express gratitude- Thank your employer for the opportunity and experiences you’ve gained.
6. Offer assistance during transition- Show professionalism by offering to train your replacement or complete pending tasks.
7. Keep it positive and short- Avoid complaints or negative comments about the company or colleagues.
8. End formally- Use a polite closing such as “Sincerely” or “Best regards”, followed by your full name.
9. Proofread before sending- Check grammar, tone, and ensure it sounds respectful and professional.
10. Send to the right person- Submit it to your manager or HR, or use the official resignation email format if sent digitally.

How to Write a Professional Resignation Email

To write a professional resignation email, keep your message short, polite, and respectful. The goal is to officially inform your employer about your decision to resign while maintaining professionalism and goodwill.

Follow these steps:

• Use a clear subject line – Example: “Resignation – [Your Full Name]”.
• Start with a polite greeting – Address your manager directly.
• State your intention to resign – Clearly mention your job title and last working day.
• Express gratitude – Thank your employer for the opportunity and experience.
• Offer assistance – Show willingness to help during the transition period.
• End formally – Use a respectful closing like Sincerely or Best regards.

Resignation letter Format​

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Manager’s Name]
[Company Name]
[Company Address]

Subject: Resignation Letter

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, usually two weeks from today].

I want to express my sincere gratitude for the opportunities and experiences I’ve gained during my time with the company. It has been a pleasure working with the team, and I appreciate the support and guidance I’ve received.

I will do my best to ensure a smooth handover of my responsibilities before my departure. Please let me know how I can assist in the transition process.

Thank you once again for the opportunity. I wish the company continued success in the future.

Sincerely,
[Your Name]

Employee Resignation letter format​

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Manager’s Name]
[Company Name]
[Company Address]

Subject: Employee Resignation Letter

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

I truly appreciate the opportunities, guidance, and support I have received during my tenure. Working with this team has helped me grow both professionally and personally.

I will ensure that my responsibilities are properly handed over and will assist in the transition process to make it as smooth as possible.

Thank you again for the opportunity to be part of [Company Name]. I wish continued success to the company and my colleagues in the future.

Sincerely,
[Your Name]

Simple Resignation letter​ Sample

[Your Name]
[Email Address]
[Phone Number]
[Date]

[Manager’s Name]
[Company Name]

Subject: Simple resignation Letter

Dear [Manager’s Name],

Please accept this letter as my formal resignation from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

I am thankful for the opportunity and support I have received during my time here. It has been a pleasure working with the team.

Wishing the company continued success.

Sincerely,
[Your Name]

Short Resignation letter​

[Your Name]
[Email Address]
[Date]

[Manager’s Name]
[Company Name]

Subject: Resignation Letter

Dear [Manager’s Name],

Please accept this letter as my formal resignation from my position as [Job Title], effective [Last Working Day].

Thank you for the opportunity to work with [Company Name]. I appreciate your support and guidance during my time here.

Sincerely,
[Your Name]

Job Resignation letter​

[Your Name]
[Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Manager’s Name]
[Company Name]
[Company Address]

Subject: Job Resignation Letter

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

I would like to express my gratitude for the opportunity to work with this organization. My time here has helped me grow both professionally and personally, and I truly appreciate the guidance and support I’ve received.

I will ensure that all pending tasks are completed and assist in making the transition process as smooth as possible.

Thank you once again for the opportunity and experience. I wish the company continued success in the future.

Sincerely,
[Your Name]

Resignation Email format​

Subject: Resignation – [Your Full Name]

Email Body:

Dear [Manager’s Name],

I hope you’re doing well. I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

I am grateful for the opportunities and support I’ve received during my time here. Working with this team has been a valuable experience, and I appreciate the guidance and collaboration.

Please let me know how I can help to make the transition process smoother.

Thank you once again for everything.

Best regards,
[Your Full Name]
[Phone Number]

Resignation Letter example​

[Your Name]
[Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Manager’s Name]
[Company Name]
[Company Address]

Subject: Resignation Letter

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

I want to express my sincere gratitude for the opportunities I have had during my time here. Working with such a talented and supportive team has been a valuable learning experience.

I will do my best to complete my current tasks and assist in the handover process to ensure a smooth transition.

Thank you again for the guidance and encouragement you have provided. I wish the company continued success in the future.

Sincerely,
[Your Name]

Simple resignation letter Word format

[Your Name]
[Email Address]
[Phone Number]
[Date]

[Manager’s Name]
[Company Name]

Subject: Resignation Letter

Dear [Manager’s Name],

Please accept this letter as my formal resignation from my position as [Your Job Title] at [Company Name], effective [Last Working Day].

I am grateful for the opportunity to work with the company and appreciate the support provided during my tenure. It has been a pleasure being part of the team.

Wishing the organization continued success.

Sincerely,
[Your Name]

Tips for Writing a Resignation Letter in English

1. Be Clear and Direct- State your decision to resign in the very first paragraph. Avoid vague language or unnecessary details.
2. Use a Professional Tone- Keep the tone polite and formal. Avoid emotional or casual language.
3. Include Key Details- Mention your job title, department, and the effective date of resignation.
4. Express Gratitude- Thank your employer for the opportunities, learning, or experience you gained during your tenure.
5. Offer to Help During Transition- Show professionalism by offering to assist in training your replacement or completing pending tasks.
6. Keep It Short and Simple- One page (or a few short paragraphs) is enough. Avoid over-explaining your reasons for leaving.
7. Avoid Negativity- Don’t criticize the company, management, or colleagues. Stay positive and graceful.
8. Use a Proper Closing- End with a professional sign-off such as “Sincerely” or “Best regards” followed by your full name.
9. Proofread Before Sending- Check grammar, spelling, and tone. A well-written letter reflects your professionalism.
10. Send It to the Right Person- Usually, the resignation should be addressed to your immediate manager and copied to HR.