How to Write a Resignation Letter | Resignation Letter Format

Writing a resignation letter is not as easy as we think, especially when the years of the association are long. No matter what, a letter should be short and to-the-point. And, it should be written in a respectful tone to avoid an awkward and bitter goodbye. Therefore, referring to a resignation letter format is always a good idea.

Letter of Resignation Format

If you have never written resignation before, then you might find it to be a very daunting task. However, when something has to be done, it has to be done. Therefore, let go of all your worries and hesitations and follow the tips given below to write a precise and relevant letter of resignation. Let’s read on!

  • Make sure to begin the letter in a friendly, yet formal tone. Always keep in mind that to maintain the balance between amiability and professionalism is vital.
  • Be very clear about the reason behind your resignation. It is crucial to clearly state the reason, whether you have found a new job or your current salary is not enough for you.
  • Try not to ditch the notice period agreement. It is very important to maintain professional decorum. Give your boss a considerable amount of time or at least whatever is written in your offer letter so that he or she can find a replacement. If possible, provide training to your replacement because knowledge transfer is crucial for every team’s performance.
  • Say thanks to your soon-to-be-ex-employer. Mention about your experiences in the company and how it has helped you grow as a professional. It’s important to end on a positive note.
  • Finish your resign letter on a gentle note. Remember, you are writing this letter to quit your job peacefully. Any kind of harsh words can leave your boss furious, that’s something you’ll definitely don’t want to happen. So, end your letter on a kind note.
  • Refrain from using any negative thing in your letter. Don’t forget a good final impression is crucial for your entire career.
  • Avoid going into too much detail. It will clutter your letter.

Here is a format to make this clearer for you –

Contact Details of The Employee

{First Name} {Last Name}
{Address}
{City, State, Pin Code}
{Contact Number}
{Email id}

{Date}

Contact Details of the Employer

{First Name} {Last Name}
{Designation}
{Name of the organization}
{Address}
{City, State, Pin Code}
{Contact Number}

Subject – Letter of Resignation

Salutation

Dear, Mr. or Ms. {Name}

Paragraph I

The introduction part should clearly state that you are resigning from your position along with the date from when your resignation is going to be effective. Also, mention the reason behind your resignation.

Paragraph II

This part should read about how the company helped you grow professionally and the opportunities you got while working therein. Talk about the ambiance and friendly workforce. To write or not write this paragraph entirely depends on you.

Paragraph III

This should be the conclusion of your letter. Here you can talk about offering knowledge transfer to your replacement during the transition. It is also optional.

Sincerely Yours,

{Signature}

How to do a Resignation Letter 

  • When you quit your job, your exit should be professional and graceful without any bad impression. For this, you need to do the first things first. You should give sufficient time to your boss. So, make sure that the process of resignation is formal.
  • A letter reads out the intention of the employee behind leaving the company. Besides, you should also include the date of your last working day. It makes the transition procedure easy for both you and your employer.
  • A letter should not be harshly written. So, often say thanks to your boss for whatever opportunities you have got while working in the company.
  • Wrap up your letter on a positive and kind note, even if you are furious at your employer.

How to Start Resignation Letter 

When it comes to starting with a letter of resignation, one of the most important things you need to keep in your mind is to be short and precise. Also, you are writing a letter, so, there is no need to be creative neither you need to sugar-coat anything. Just tell that you are resigning, your last day at the office and the reason behind resigning. It’s better if you don’t go detailing the reasons. Just keep it easy and simple.

Another important thing you should be clear about when writing the first paragraph of this letter is – your intention. It should be straightforward with no room for negotiation. Upon reading your letter, your employer should not think that he or she can get you back by offering a promotion or a salary hike. Most importantly, sound confident. Here are some examples to help you understand the thing better –

  • Please consider this letter as my official notice of resignation from my current position as a {write your designation} in your company.
  • I, {Your name}, hereby submit my resignation from my current position as a {write your designation} in your company.
  • As far as the first paragraph is concerned, you should not forget to mention your last working day at the company. It would be pretty much helpful for them to find your replacement.

Letter of Resignation Subject Line

When you resign from your job, you can do it in two ways – a good way and a bad way. Most people quit their employers out of frustrations and anguishes. However, when writing a letter, your frustrations and anger for whatever reason should not reflect in your letter. One of the most important parts of the letter of resignation is the subject line. As most of the resignations are made via email these days, here is how you should write a subject line for your letter –

  • Resignation – {First Name} {Last Name}
  • Resignation Notice – {First Name} {Last Name}
  • Notice of Resignation – {First Name} {Last Name}
  • Date of Resignation – {First Name} {Last Name}
  • Immediate Resignation – {First Name} {Last Name}
  • Letter of Resignation – {First Name} {Last Name}
  • Resignation Letter – {First Name} {Last Name}
  • Announcement of Resignation – {First Name} {Last Name}
  • Resignation Announcement – {First Name} {Last Name}

You can see that every sample subject line given above has your name along with the word resignation. Be informed that it is intentional. It is written that way to make your email stand out, even if your HR manager’s inbox is flooded with emails.

How to End Resignation Letter 

Until and unless, you want your previous company to remember you as an ungracious complainer, resist yourself from speaking your mind, even when you are utterly upset with the management. In fact, on the contrary, write good and positive things you have experienced while working in the company. Tell how the company has given you opportunities to hone in your skills and learn new things and meet some amazing people in your life. It is a common courtesy. So, you should try to adhere to it.

Some examples for you –

  • I run out of words to thank you for giving me such a great platform to grow among such knowledgeable and experienced people.
  • I want to extend my heartfelt thanks to you for all the golden opportunities you have given me. The love and support I have got in the company cannot be forgotten. I would cherish those memories forever.
  • I will always be grateful to you from the core of my heart for the support and opportunities you have given me and allowed me to grow.

How to Write a Resignation Letter?

Before you submit your letter, you should make your mind properly and go for the same only when you have seen your decision from all the angles. Some of the major issues, you need to consider before quitting includes –

Employment issues

Financial issues

Social issues

Once you find that you’re all prepared and good to go, resign. Here is how you can write a letter of Resignation.

  • Start with a formal introduction – No matter whether you are an old employee or a new one, make sure to start your letter with a formal greeting. Writing Dear {Name of your Boss/Sir/Madam} will be fine.
  • You are resigning, make it clear – You should clearly mention your intention that you are quitting. And, sound confident. For example – I regret to inform you that I am resigning from my designation as a {your designation} from your company. Please consider this as my formal notice.
  • Why do you want to resign – The body of this letter should read the reason(s) behind why do you want to leave. Here are some common reasons why people resign, have a look –
    • Found a job in some other company – This is to inform you that I am resigning from your company as I have accepted a new position in {Name of the company} {Location} as a {mention the designation}.
    • Going for higher studies – With a heartfelt regret, I want to inform you that I am resigning from the post as a {your designation} from your company. I have got admission in {name of the institution} {location}.
    • Medical issues – Please consider this as my official notice for resignation. I will not be able to continue working for you as a {your designation} because I am experiencing certain medical issues.
    • Relocation – My husband has got his dream job in {name of the company, location}. Therefore, we are relocating to {name of the place} so that he can join the new company. So, I am resigning as a {your designation}.
  • Shower your soon-to-be-ex-employer with thanks – You should show your heartfelt gratitude to your employers with a lot of thanks. You should mention that he, his company and the entire workforce are like his family and how they have helped you grow and learn new things. In case, you are writing the name of the people to who you want to demonstrate your gratitude, be careful. You should not miss anyone’s name. After resigning, you might have to make rounds to your office a couple of times. If needed, make sure to convey the message that you are eager to help your team during the transition period. If needed, you should offer training your replacement.

End with Good Wishes

You should end your letter on a positive note. You should extend your best wishes to your boss and pray for the growth and development of the company. It is important for maintaining a cordial relationship in the future. Even if you are not happy with your boss, there is no need to express, until and unless it is the only way left.

How to quit your job immediately?

Generally, when you resign from a company, you need to inform your employer at least 2-weeks in advance (2-weeks’ notice period). This gives both you and your employer a chance to wrap up the loose ends and find a replacement employee for the vacancy, respectively. However, sometimes, situations take a different turn and you need to quit your job immediately. So, once you have decided that you have no option left other than resigning without notice, here are some of the things you need to do. Read on!

  • Talk to the HR or your Employer in the first place – Talk to your employ personally that you’ll be quitting from your job and state the reason. After you have had a word, follow up by sending a formal letter.
  • Mention the date – Make sure to mention your last date in the company. In case, you can manage for a week or a few days more, mention that too. But, if you need to leave immediately, make it loud and clear in the very first paragraph of the letter.
  • Go for a brief write-up – It’s better to refrain from going into details. Just say that you are leaving along with the reason. That’s it. The briefer, the better.
  • Demonstrate your gratitude – Does not matter, whether you are happy with your boss or not, express your gratitude. Tell them that it was nice working with them and show your gratitude for providing you with ample opportunities to grow. It is highly advisable not to write any negative words and complaints. Make sure that your letter does not spoil your future relationship with your employer.
  • Clarify all your doubts – When you resign immediately without notice, it is always wise to clarify all your doubts regarding your paycheck and other terms and conditions in order to avoid any legal circumstances in the future.
  • Share your contact details – As you are leaving without any notice, you might need to come to your office for certain reasons like training your replacement, signing any document, etc. Therefore, share your contact details in the letter.
  • Write your letter in business letter format – Always use an official format for writing your letter of Resignation.

Sample Resignation Letter without Notice

{Date}

{Name of your Boss}
{Designation}
{Name of the Company}
{Address}

Salutation {Last Name},

I am writing this letter to you to inform you about my resignation from {name of the company} as a {your designation}, effective from {mention the date}. The days I have spent herein, were some of the best days of my life. I would cherish them for the years to come. Last week, I have been offered my dream job. So, I could not afford to let this chance go.
I would like to thank you for the opportunities I have got in your company. I got to learn many new things while I was here. I would be more than happy to train my replacement and make sure that the transition is seamless.

Yours Truly,
{Your Name}
{Signature}

When you leave your job, the resignation part gets a bit tricky. Writing a quitting job notice can seem like one of the tedious tasks. However, when you are in this industry, you have to follow the protocols and proceed accordingly. Normally, it is essential to serve a notice period of at least 2-weeks before you quit your job. Although the duration of the notice period depends on what’s written in your employment contract, under standard circumstances it’s 2-weeks. However, whether you are resigning with notice or without notice, it’s crucial to inform your employer in writing.

Some important things to consider while writing a quitting job notice –

  • It is very important to let your employer know the reason behind your resignation, regardless of whether you loved your job or not.
  • Make sure to thank you for the opportunities your boss has given you.
  • You would like to extend your help during the transition period. Mention this in your letter.
  • Also, share your current contact information so that your office can contact you further.

These are some of the important things that one should consider while writing a letter. Hopefully, it would be a good reference for you and help you write a good resignation letter.

Resignation Letter Template without Notice in PDF and Word (doc.) Format

Resignation Letter without Notice

PDF | WORD

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