How to Write a Respectable Resignation Letter: Format and Examples



17 May, 2024

How to Write a Respectable Resignation Letter: Format and Examples

We all want a perfect job that gives us a high salary, frequent promotions, a drama-free environment, and supportive colleagues right? But the truth is, this is rare. You might get constant learning opportunities, flexible work arrangements, and a responsive HR team at the same workplace. This hearsay might be true for some people but not for most of you. That feeling of being undervalued, unheard, or stuck can be a major reason to consider leaving a seemingly ideal position.

In this blog, we will go through some of the best resignation letter formats and examples. That will make your transition easy for the forthcoming career.

Introduction to Resignation Letters

In corporate culture, bidding farewell to a job gracefully is an art. It starts with a well-written resignation letter. This document serves as a formal notification to your employer that you are leaving the company. This is your chance to leave from the existing organisation in a way that leaves a good impression.

Key Elements in the Format of a Resignation Letter

When you are writing a resignation letter, you should ensure it leaves a positive impression on your employer. The letter should be concise, professional, and clearly communicate key details such as:

  • The date

  • Address of the HR (or whosoever you are resigning to)

  • The name and title of your direct manager or HR representative you are addressing it to

  • A simple statement stating that you are resigning, your experience in the organisation, and your final work date

  • A thank you note

  • Contact information for follow-up

Also, do not forget to check your company policy on required notice periods. Give adequate time before your departure date to ensure a smooth transition. Maintaining professionalism and clarity in your resignation letter will allow you to exit gracefully.

Resignation Letter Format and Examples


Here is a simple resignation letter template you can follow:

“Dear [Recipient’s Name],

I am writing to inform you that I am resigning from my position as [Your Position] at [Company Name], with effect from [Last Working Day, typically two weeks from the date of the letter].

I am grateful for the opportunities I’ve had during my time at [Company Name]. I have learned a great deal and have enjoyed working with my colleagues. I am committed to ensuring a smooth transition and am willing to assist in any way to help onboard my replacement.

Thank you for your understanding. I wish the company continued success in the future.


[Your Name]”



[Your Name]

[Your Address]

[City, State ZIP Code]

[Email Address]


[Supervisor’s Name]

[Job Title]

[Company Name]


[City, State ZIP Code]

Dear Team,

I am writing to inform you of my decision to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I would like to take a moment and thank all my senior and mentors for the opportunities and experiences that I have gained while working at [Company Name]. I am grateful for the support provided by you and the entire team during my tenure.

Please let me know if there is anything I can do to ensure a smooth transition for my replacement.

Thank you again for everything.





Dear [Supervisor’s Name],

Please accept this letter as formal notification of my resignation from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I have enjoyed working with the team at [Company Name] and appreciate the opportunities provided during my time here. However, I have decided to pursue a new career opportunity that aligns with my personal and professional goals.

I am committed to ensuring a smooth transition and am available to assist in any way possible during the handover process.

I am available to discuss any documentation work. Please let me know how I can best support the team during this time.

Thank you again for everything.





Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] at [company name]. My last day with the company will be [date].

During my tenure at [company name], I have come to realise that the scope of the role is, unfortunately, not what I had anticipated. As such, I would like to explore other opportunities.

Thank you for understanding; I truly appreciate all the support and guidance you have provided me during my time in the company.

Please let me know how I can help to support a smooth transition over the next [notice period in weeks].

Your Truly,

[Your Name]

Writing a Resignation Letter: Step-by-Step Guide

You might feel that resigning from a job is stressful. However, there are some steps mentioned to make this process easy for you.

– First, take time to mentally prepare for your departure.

– Next, draft a resignation letter that is clear, concise, and respectful in tone.

At last, carefully review the letter to ensure there are no errors in the letters. Also, you should be aware of the company policy about the notice period duration.

Resignation Letter Email Subject: Best Practices

When emailing your resignation letter, your employer will first see the subject line. Craft a professional, clear, and concise subject line that gets straight to the point, such as “Resignation – [Your Name]” or “Notice of Resignation – [Your Name].” Avoid being negative in the subject line and consider your company’s culture while framing the subject line. If you want to use humour and keep it light, you can do that with caution so that it does not hurt the sentiment of the person you are addressing to.

Common Mistakes to Avoid in Resignation Letters

When you are drafting your resignation letter, you should avoid some common mistakes. Your resignation letter should remain professional and composed rather than usage of unprofessional language. You can simply mention the reason of your resignation, thank them for the opportunities provided, and note your end date. Give enough time to serve your notice period. Avoid being too emotional or abusive in the letter. Share all the information you have about your work so that it can be seamlessly transferred to a new person.

Resignation Letter in Hindi: Tips for Non-English Speakers

In india most of the people are Hindi speakers and writing a resignation letter in English can be difficult for them. Here is a sample resignation letter template in Hindi to provide guidance:

प्रिय [प्राप्तकर्ता का नाम],

मैं इस पत्र के माध्यम से आपको सूचित करना चाहता हूँ की मैं [अपनी पद] के पद से [कंपनी का नाम] में सेवानिवृत्त हो रहा हूँ, जो [पिछले काम का दिन, सामान्यतः पत्र के तिथि से दो सप्ताह के दूरी पर]।

मैं [कंपनी का नाम] में मेरे समय के दौरान मुझे मिले अवसरों के लिए आपका आभारी हूँ। मैंने बहुत कुछ सीखा और अपने साथियों के साथ काम करके आनंद लिया। मैं संकोच रहित हूँ और आपके द्वारा नियुक्त किए गए व्यक्ति की मदद करने के लिए किसी भी तरह की सहायता करने के लिए प्रतिबद्ध हूँ।

धन्यवाद आपकी समझ के लिए। मैं कंपनी के भविष्य में सफलता की कामना करता हूँ।


[आपका नाम]

Resignation Letter Template Google Docs: Convenience and Efficiency

Utilising a resignation letter template in Google Docs can streamline the process and ensure consistency. Google Docs offers a variety of professionally designed templates that you can easily customise with your information.

Resignation Letter PDF: Ensuring Document Integrity

When you are all set with your resignation letter, it is a good idea to turn it into a PDF. This keeps everything neat and tidy, so nothing gets messed up even by accident. Plus, PDFs work on pretty much any device and keep your formatting look precise. Once you have your letter sorted out, just flip it into a PDF and shoot it over to your employer. Easy peasy!


To wrap it up, crafting a solid resignation letter is a big deal when you are moving on from a job. Stick to the basics, keep it professional, and you’ll leave on good terms with your employer. It’s all about saying goodbye the right way and keeping those doors open for whatever comes next.

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