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Resignation letter format, with templates

The short answer

A resignation letter is a short, polite written notice that you are leaving. State that you are resigning from your designation, give your last working day according to your notice period, offer to hand over your work, thank your manager, and ask for your relieving letter and experience letter. Keep any reason brief or leave it out. Send it by email to your manager and HR and keep a copy.

What to include

  • The date.
  • The person the letter is addressed to.
  • A clear sentence that you are resigning from your designation.
  • Your last working day.
  • Your offer to hand over your work.
  • Thanks for the opportunity.
  • A request for your relieving letter and experience letter.
  • Your name.

Notice period and handover

Check your appointment letter or offer letter for your notice period before choosing your proposed last working day. If anything is unclear, ask HR to confirm the date and process in writing.

If you need an earlier release, ask for it in the letter and discuss the options with HR. Present the date as a request rather than assuming it has been agreed, and keep a copy of the response.

Prepare a handover note listing open work, contacts and documents. Agree who will take over each responsibility and share the information through the channels your employer uses.

Resignation templates

Standard resignation letter

Date: [Date]
To: [Manager name]
Subject: Resignation from [Designation]

Dear [Manager name],

Please accept this letter as my resignation from the post of [Designation] at [Company]. In line with my notice period, my proposed last working day is [Date]. Please confirm this date.

Thank you for the opportunities and support during my time here. I will prepare a handover of [Responsibilities] and coordinate with [Person or team] to support the transition.

Please let me know the exit formalities and arrangements for issuing my relieving letter and experience letter.

Regards,
[Your name]

Short resignation email

Subject: Resignation from [Designation]

Dear [Manager name],

I am resigning from the post of [Designation]. My proposed last working day, according to my notice period, is [Date]. Please confirm the date and any exit formalities.

Thank you for the opportunity to work with the team. I will hand over [Responsibilities] and share the relevant documents. Please arrange my relieving letter and experience letter as part of the exit process.

Regards,
[Your name]

Resignation asking for an early release

Date: [Date]
To: [Manager name]
Subject: Resignation and request for early release

Dear [Manager name],

Please accept my resignation from [Designation]. My last working day under my notice period would be [Date]. I would like to request an earlier release on [Requested date] because of [Brief reason, if you choose to include it].

I understand this is a request and will discuss the options with you and HR. I propose handing over [Open work] to [Person or team] and preparing [Documents] to support the transition.

Thank you for your support. Please confirm the agreed last working day, exit formalities and arrangements for my relieving letter and experience letter.

Regards,
[Your name]

Resignation from a senior leadership role

Date: [Date]
To: [Manager or reporting leader]
Subject: Resignation from [Leadership designation]

Dear [Manager or reporting leader],

I am writing to resign from my role as [Leadership designation]. In line with my notice period, my proposed last working day is [Date]. Please confirm the date and the transition arrangements.

Thank you for the opportunity to lead [Function or business area]. I will work with [Successor or transition lead] to hand over [Key responsibilities], document [Open decisions] and agree the communication needed for [Teams or stakeholders].

Please let me know the exit formalities and arrangements for issuing my relieving letter and experience letter. I will support a professional transition through my last working day.

Regards,
[Your name]

How to resign well

  • Tell your manager in person or on a call before sending the letter.
  • Keep the tone positive and the message focused on your resignation.
  • Keep any discussion of a counter offer out of the letter.
  • Complete your handover and confirm where the documents are stored.
  • Stay professional until your last day.

Common mistakes

  • Leaving out your designation or proposed last working day.
  • Using the letter to complain about colleagues or management.
  • Assuming an early release has been approved before discussing it.
  • Making a handover promise without preparing the information someone needs.
  • Forgetting to keep a copy and ask about your relieving letter and experience letter.

FAQ

What is the format of a resignation letter?

Include the date, the person addressed, your resignation from your designation and your proposed last working day. Add a handover offer, brief thanks and a request for your relieving letter and experience letter. End with your name and keep the letter focused.

How do I write a simple resignation letter?

State clearly that you are resigning and give your proposed last working day according to your notice period. Thank your manager, offer a handover and ask about exit formalities and your letters. You do not need a long explanation of your decision.

Should I mention my reason for leaving in a resignation letter?

You can leave the reason out or give a brief, neutral explanation if you wish. Keep detailed feedback and any counter offer discussion separate from the letter. The essential information is your resignation, proposed date and handover offer.

How do I ask for an early release from my notice period?

State your usual proposed last working day and the earlier date you are requesting. Explain your request briefly and offer a practical handover plan. Discuss the options with your manager and HR, and ask for written confirmation of the agreed date.

Can I send my resignation letter by email?

Yes, you can send it by email to your manager and HR, following the process your employer uses. Use a clear subject line and include your designation, proposed last working day and handover offer. Keep a copy and ask for acknowledgement.

For explaining the move in your next interview, see how to explain your reason for leaving a job.

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