If you decide to quit your recent job and want to notify the company on a positive note, then this blog will help you a lot. Writing a letter detailing the time and reason for your resignation can formally notify you of your last employment day and leave an ever-lasting impression of your professionalism.
It’s crucial to understand that a respectful resignation letter is more than just a formality. It’s the difference between leaving a positive impression and being seen as someone who absconds. This blog will show you how to make that difference.
This blog helps you learn more about resignation letters, such as benefits, purpose, tips, writing tricks, etc. More importantly, you can review some trending resignation letter format or templates below.
What is a Resignation Letter?
Resignation letter is formal document that serves as your official notice to your employers about your decision to leave your current position. It’s your opportunity to express gratitude for the opportunities you’ve had and to set a positive tone for your departure.
The first step in the employee separation process is sending a simple resignation letter. It serves as a courtesy to inform employers of the impending departure.
Simple Resignation Letter Format in Word
Here are the highlights of some resignation letter (word format ) templates below
Top 8 Resignation Letter Format
We are sharing the top 8 simple resignation letter samples so that you feel confident while writing.
- Resignation Letter to HR
- Resignation Letter to CEO
- Immediate Resignation Letter Format
- Resignation letter Format for Seeking Retirement
- Resignation Letter to Manager
- Personal Reason Resignation Letter Format
- Resignation Letter with Notice Period
- Resignation Letter format to School Principal
1. Resignation Letter to HR
[Your Company Letterhead]
Resignation Letter
[HR Manager’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Subject – Resignation letter
Dear [HR Manager’s Name],
I am writing the letter to inform you of my decision to resign from my position as [ Job Title] at [Company Name], effective [Last Working Day, typically one month from the date of the letter].
I have thoroughly enjoyed my time working with [Company Name] and am grateful for the opportunities for growth and development that I have experienced here. However, after careful consideration, I have decided to pursue other opportunities that align more closely with my career goals.
I want to take this opportunity to express my gratitude to you and the entire HR team for your support during my time at [Company Name]. I have learned a great deal from my colleagues and have valued the relationships I have built here.
Please let me know if there is any additional information or documentation you require from me before my departure. Thank you again for the opportunity to be a part of [Company Name], and I wish the company continued success in the future.
Sincerely,
[Your Name]
2. Resignation Letter to CEO
[Your Company Letterhead]
Resignation Letter
[CEO’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [CEO’s Name],
I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Last Working Day, typically one month from the date of the letter]. I have made this decision for personal reasons.
I am grateful for the opportunities I have had during my tenure at [Company Name] and appreciate the support and guidance provided by you and the leadership team. I have learned and grown professionally, and I am proud of the contributions I have made to the company.
Please consider this letter as formal notice of my resignation. I am committed to ensuring a smooth transition during my remaining time here and am willing to assist with the handover of responsibilities to ensure minimal disruption to ongoing projects and operations.
I want to express my gratitude for the mentorship, opportunities for growth, and positive experiences I have had at [Company Name]. I will always look back on my time here fondly and wish the company continued success in the future.
Thank you for your understanding and support during this transition period. If there are any additional steps or procedures I need to follow, please let me know.
Sincerely,
[Your Name]
3. Immediate Resignation Letter Format
[Your Company Letterhead]
Resignation Letter
[Manager’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Manager’s Name],
I am writing to announce my resignation from my position( your position) at [Company Name], effective immediately. Due to some urgent personal reasons, I am unable to continue my duties with the dedication and focus you deserve.
I understand that my immediate departure may cause inconvenience to the team and the organization. Please accept my sincerest apologies for the abruptness of my decision.
I am grateful for the opportunities I have been afforded at [Company Name], including the valuable experiences and the professional relationships I have built during my tenure. I would like to assist in the transition process to mitigate any potential disruption my departure may cause.
I would appreciate it if we could expedite my release process, including the settlement of any outstanding benefits or compensation. I am also available to hand over my responsibilities and provide necessary guidance to any designated successor or team member as required.
Thank you for understanding my position in these challenging times. I wish [Company Name] and all my colleagues continued success.
Yours sincerely,
[Your Name]
4. Resignation letter Format for Seeking Retirement
[Your Company Letterhead]
Resignation Letter
[Manager’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Manager’s Name],
I am writing this letter to notify you of my decision to retire from my position as [Your Position] at [Company Name], effective [Last Working Day, preferably at least one month from the date of the letter].
I looked forward to this next chapter in my life, so I made the decision. The decision marks the culmination of a rewarding career and a significant milestone in my life.
It is such an amazing experience to get outstanding opportunities working with you. The decision comes with a deep sense of gratitude for the opportunities I have been given and the relationships I have built. The experiences I have gained here have not only contributed to my professional growth but have also enriched me personally.
I am committed to ensuring a smooth transition. I am willing to work with you and the team to effectively hand over my duties and responsibilities. I am also available to assist in training my successor or provide guidance to the team during this transition period, as needed.
Please let me know how I can help make this transition as seamless as possible. I look forward to discussing the next steps and how I can help during the remaining time of my tenure.
Thank you once again for the opportunity to be a part of [Company Name]. I leave with fond memories and look forward to staying in touch.
Warm regards,
[Your Name]
5. Resignation Letter to Manager
[Your Company Letterhead]
Resignation Letter
[HR Manager’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Subject – Resignation letter
Dear [HR Manager’s Name],
I am writing the letter to inform you of my decision to resign from my position as [ Job Title] at [Company Name], effective [Last Working Day, typically one month from the date of the letter].
I have thoroughly enjoyed my time working with [Company Name] and am grateful for the opportunities for growth and development that I have experienced here. However, after careful consideration, I have decided to pursue other opportunities that align more closely with my career goals.
I want to take this opportunity to express my gratitude to you and the entire HR team for your support during my time at [Company Name]. I have learned a great deal from my colleagues and have valued the relationships I have built here.
Please let me know if there is any additional information or documentation you require from me before my departure. Thank you again for the opportunity to be a part of [Company Name], and I wish the company continued success in the future.
Sincerely,
[Your Name]
6. Personal Reason Resignation Letter Format
[Your Company Letterhead]
Resignation Letter
[Manager’s Name]
[Company Name]
[Company Address]
Dear [Manager’s Name],
I am writing to formally resign from my position at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter]. After much thought, I decided to step down from my role for personal reasons.
My time at [Company Name] has been truly transformative. I am deeply grateful for the opportunities to grow professionally and personally that the company has provided.
During my notice period, I am available to assist in training my replacement and completing any outstanding projects to the best of my ability.
Thank you for your understanding and support during this time. I appreciate all that [Company Name] has done for me and hope to stay in touch in the future. I wish the company continued success and growth.
Sincerely,
[Your Name]
7. Short Resignation Letter with Notice Period
[Your Company Letterhead]
Resignation Letter
[Manager’s Name]
[Company Name]
[Company Address]
Dear [Manager’s Name],
I am writing to formally resign from my position at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter]. Following careful consideration, I have decided to step down due to personal reasons.
I will work diligently during my notice period to ensure a smooth transition. I am committed to completing my current projects and assisting in the handover process.
Thank you for the opportunities for growth and development that I have received during my tenure. I have greatly valued my time at [Company Name] and hope to stay in touch.
Sincerely,
[Your Name]
8. Resignation Letter format to School Principal
[Your Company Letterhead]
Resignation Letter
[Principal’s Name]
[School Name]
[School Address]
[City, State, Zip Code]
Dear [Principal’s Name],
I regret to inform you that I am resigning my position as [Your Position] at [School Name], effective [Last Working Day, typically one month from the date of the letter].
Over the past [X years/months], I have had the privilege of working with wonderful colleagues and students who have made my time here truly memorable. However, after much consideration, I have decided to pursue new opportunities that align more closely with my career aspirations.
I want to express my gratitude to you and the entire school administration for your support and guidance during my tenure. It has been a pleasure working alongside such dedicated professionals, and I will always cherish the friendships and memories I have made here.
I am committed to ensuring a smooth transition during my notice period at [School Name]. I will complete any outstanding tasks and assist in the handover of responsibilities to ensure minimal disruption to the students and staff.
Thank you for the opportunity to be part of the [School Name] community. I wish the school continued success and prosperity.
Sincerely,
[Your Name]
How to Write a Resignation Letter
A simple resignation letter showcases your professionalism and respect for your company. It is a bit different from any random company mail. The resignation letter format is usually short and crisp, ranging from one paragraph to a page long. The letter’s content should be direct, to the point, and relevant to the matter of discussion.
Moreover, when writing a simple resignation letter sample, note that the letter should convey appreciation, professionalism, and a willingness to cooperate in the transition process.
Here are some points that you should mention while drafting your resignation.
1. Figure out whom you Address.
Before writing the resignation letter, decide whom you will send it to, whether your manager, HR, or CEO.
You should craft the letter using the tone and language most appealing to the recipient. For example, if you are going to mail an HR manager whom you have never met, you should maintain a formal tone. Conversely, if the recipient is your long-time manager, you can be informal while maintaining a professional tone. If your recipient is the CEO or some chief person, you must follow all email etiquette.
2. Create a Robust Subject Line
Drafting a subject line is essential for every letter as it creates an impression on the receiver when he opens it. Moreover, a clear and direct subject line ensures what the letter is about and conveys its importance or urgency.
3. Intentions of Leaving and Departure Date
After drafting a clear subject line, you need to focus on the body of the resignation letter. It should clearly state the reason behind your resignation and the date of your separation from the current workforce. Here, you don’t need to describe the story behind your resignation; just keeping it simple and precise is quite enough. In case, you need to leave your job immediately, you can request it with the letter.
In the next paragraph, you can offer help by referring candidates for replacement, training the replacements and helping them wrap up the project you are working on. Moreover, you can express gratitude for the opportunities you have had during your tenure.
4. A Thank You Message
Closing with professional sign-off like sincerely”, ‘thank you’ or best regards expresses gratitude. It sets a positive tone for the remaining time you will spend within the office during the notice period. A thank you note maintains a good relationship with your employer and colleagues, which benefits future references, career upbuilding or networking opportunities.
5. Your Contact Information
If you have not already attached your contact information, add your full name and contact number below the thank you message. You can also add your current position and professional contact details in this section.
Attaching your contact information helps the employers communicate with you during the transition period or beyond. Moreover, it reflects professionalism and reliability, contributing to a positive impression as you navigate the resignation process.
To automate the resignation letter, one can use the HRMS software and related tools as well.
What to include in a Resignation Letter?
In the simple resignation letter sample, the following points should be mentioned in detail.
➔ A Date
Mention the date when you are writing a resignation letter.
➔ Addressee
Include the name and title of the recipient. It could usually be your manager, supervisor, HR, or CEO.
➔ Salutation
Add a formal greeting, such as ‘Dear [Recipient’s Name],’ at the start of the letter body.
➔ Statement of Resignation
Write down a clear and direct reason for resignation indicating your intention.
➔ Last day of Employment
Specify the date of your last working day. It helps HR serve the notice period.
➔ Express Gratitude
Appreciate your employers for providing opportunities and experiences during your working tenure.
➔ Offering Assistance During Transition
In the letter body, offer assistance during a transition and reassuring commitment in the handover process.
➔ Closing
A polite closing, such as “Sincerely” or “Best regards,” followed by your signature.
➔Contact Information
Add contact information, including your phone number and email address, in case the employer needs to reach out for further discussion or clarification.
What Not to Include in a Resignation Letter?
Let’s dive into the section that informs you what should not be included.
➔ Use of Foul Language
Using foul language or rudeness may affect employers’ decisions about employees. Negative language can also negatively affect one’s professional reputation.
Instead of a foul comment, continuing a respectful and positive tone throughout the letter maintains an everlasting impression after you leave the company.
➔ Critique and Misbehavior
Avoiding critique and misbehaviour while writing a resignation letter ensures a positive departure. Some negative comments also affect future job references and may lead to legal complications. Moreover, your elegance in behaviour will help you return to a senior position in the future.
➔ Spelling Mistake
Spelling mistakes are one of the silly mistakes that undermine your professional image within the company when writing a formal letter to a professional.
A resignation letter is a formal document that displays an individual’s professionalism and attention to his work. Moreover, the error-less letter content helps maintain a positive reputation with the employers during the transition process. It leaves a long-lasting impression that could be beneficial for the re-employment opportunities.
➔ Property Information
The main purpose of writing the resignation letter is to inform you about your departure from the current position. It is not the place to address property information, such as details on office equipment and other company property. The handover process is individually handled in the exit interview process arranged by the HR department.
➔ Inform Confidential information
A resignation letter is formal and addressed to senior company professionals. Therefore, expressing confidential information could breach the company’s privacy agreement. Moreover, the letter may be circulated within the company and kept on record, so it is a bit challenging to disclose confidential information.
Besides, while leaving a company, avoiding confidential information and maintaining professionalism reflects well on an individual’s integrity and professional conduct.
FAQs on Resignation Letter Format
1. When Should you Write a Letter of Resignation?
At least 2 weeks earlier, you should notify your company that you are resigning.
2. What is the Process before Submitting a Resignation Letter?
Here is the process of submitting the Resignation Letter
- Be assured you are ready to quit
- Know who to inform your resignation letter
- Write your resignation letter
- Set up for asset submission
- Hand in/ deliver your resignation letter
- Prepare for the Handover Process
3. How do you Resign Smoothly?
We are sharing points in detail so that you can resign from my position smoothly.
- Prepare yourself for your future career plan
- Write a formal Resignation Letter
- Maintain Positive Gesture throughout the process
- Provide a sufficient amount of notice time
- Offer to train your replacement
- Prepare a transparent handover process
4. What Should you do after Submitting a Resignation Letter?
After you’ve handed over your resignation, you may be thinking of doing nothing during the notice period. It is fairly wrong. It’s essential to leave on a positive note throughout the notice period. Here are the following things that you can follow before the final date.
- Prepare for Asset Handover
- Save your Personal Files
- Train your Replacement Recruit
- Complete your Handover Process
- Enjoy your Last Day
