Resignation Letter Format and Samples (10 Letters and Emails)

10 ready samples Copy, Word or print Checked 9 Oct 2026

A resignation letter is the formal note you give your employer to say that you are leaving your job and when your last working day will be. This page has 10 ready samples: the standard format for employees, personal reasons, a better job, higher studies, relocation, health, a resignation email, early release from notice, a letter to HR and a resignation acceptance letter.

Enter your details in the form above the samples, just one time, and they appear in all ten letters. After that, put in your last working day, confirm the notice period your contract asks for, and copy, print or save the letter as a Word file.

Letter

Resignation Letter Format for Employee

For any employee giving formal notice to the reporting manager and serving the full notice period. Use this when you do not want to state a reason.

To
Recipient Name
Reporting Manager, Department
Company Name
City
Date: Date
Subject: Resignation from the post of Designation
Dear Recipient Name,

Please accept this letter as my formal notice of resignation from the post of Designation, Department. After serving the notice period in my employment terms, my last working day will be Last Working Day.

I am grateful for the work I was trusted with here. This team taught me a great deal about planning, reporting and owning a task from start to finish.

Over the coming weeks I will close my pending tasks and hand over my files and system access properly. Please tell me who will take over my work, so that I can brief that person before I leave.

Kindly accept my resignation and arrange for my relieving letter and full and final settlement.

Yours sincerely,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Resignation Letter for Personal Reasons

For an employee who is leaving for a private reason and does not want to explain it in detail.

To
Recipient Name
Reporting Manager
Company Name
City
Date: Date
Subject: Resignation due to personal reasons
Dear Recipient Name,

I wish to resign from my position as Designation for personal reasons. I will serve my full notice period, which ends on Last Working Day.

This was not an easy decision. Some matters at home need my full attention now, and I feel I cannot give my role the time it deserves. I would prefer to keep the details private, and I hope you will understand.

Until my last day I will keep working with the same effort. I will prepare a handover note with my ongoing tasks, contacts and file locations, and I am happy to train whoever takes over.

Thank you for your support and trust during my time at Company Name.

Yours sincerely,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Resignation Letter from Job for a Better Opportunity

For an employee who has accepted an offer from another company and wants to leave on good terms.

To
Recipient Name
Reporting Manager
Company Name
City
Date: Date
Subject: Resignation letter, Your Name
Dear Recipient Name,

I am writing to tell you that I am resigning from my role as Designation at Company Name. I have accepted an offer that lets me grow in a new direction in my career.

I will be here until Last Working Day and will use the notice period to finish open work, so that nothing is left pending for the team after I go.

Thank you for guiding me since the day I joined. The skills I built here, especially handling clients and meeting tight deadlines, helped me earn this new role. I am leaving with real respect for the company and the people in it.

I would like to stay in touch, and I wish the team every success.

Yours sincerely,
Your Name
Designation, Department
Employee ID: Employee ID

Resignation Letter Format in English

A resignation letter uses the formal office letter layout. Here is each part, from the top of the page to the bottom.

SectionHow to fill it
To"To", then your manager's name, title, the company name and city. In some companies the letter goes to HR.
DateThe day you submit the letter. In many offices the notice period is counted from this date.
SubjectOne clear line, such as "Resignation from the post of Sales Executive".
Salutation"Dear" with the manager's name. Use "Dear Sir/Madam" only if you do not know the name.
BodyParagraph 1: you are resigning, your post and your last working day. Paragraph 2: a short reason or a thank you. Paragraph 3: your handover plan.
Closing"Yours sincerely" after a name, "Yours faithfully" after "Dear Sir/Madam".
SignatureYour name, designation, department and employee ID. Sign by hand on a printed copy.

Keep the whole letter on one page. If you need a 3 or 4 line version, see the short resignation letter page.

Letter

Resignation Letter for Higher Studies

For an employee leaving to join a full-time degree, diploma or coaching programme.

To
Recipient Name
Reporting Manager
Company Name
City
Date: Date
Subject: Resignation for higher studies
Dear Recipient Name,

I would like to resign from the post of Designation as I have got admission to a full-time course name programme at College Name. Classes begin on start date, so I request that my last working day be Last Working Day.

I have thought about this step for a long time. My work here showed me the areas where I need deeper knowledge, and this course will help me build it.

Before I leave, I will write down the steps of every process I manage and complete the handover. If the team has questions after I go, I am happy to answer them by phone or email.

Thank you for the encouragement I received here. I hope to work with this team again one day.

Yours sincerely,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Resignation Letter Due to Relocation

For an employee moving to another city because of family, marriage or a spouse's transfer.

To
Recipient Name
Reporting Manager
Company Name
City
Date: Date
Subject: Resignation due to relocation
Dear Recipient Name,

My family is shifting to new city next month, so I have to resign from my position as Designation in the Department department. My last working day will be Last Working Day.

If there is an opening in our new city office, or a role I could do remotely, I would be glad to be considered for it. If not, I fully understand.

Before I leave, I will hand over all files, logins and client records to the person you name. I will also update the project tracker, so the team can see where each task stands.

Thank you for a good working experience. I will miss this team.

Yours sincerely,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Resignation Letter Due to Health Reasons

For an employee whose doctor has advised a long break from work for treatment or recovery.

To
Recipient Name
Reporting Manager
Company Name
City
Date: Date
Subject: Resignation on health grounds
Dear Recipient Name,

I regret to inform you that I have to resign from my role as Designation because of my health. My doctor has advised me to stop working for some months for treatment and rest.

I request that my last working day be Last Working Day. If I am not well enough to attend office for the whole notice period, please consider adjusting it against my leave balance or waiving part of it, as company policy allows.

I have shared a list of my pending tasks with my team so that work does not stop. I will be available on the phone to answer questions during the handover.

Thank you for your understanding and for the kindness you have shown me during this difficult time.

Yours sincerely,
Your Name
Designation, Department
Employee ID: Employee ID
Phone: Phone
Email

Resignation Letter Email to Manager

For an employee sending the resignation by email, with HR in copy. Many offices treat this email as the formal notice.

To: Recipient Email
Cc: hr@Company Name.com
Subject: Resignation, Your Name, Designation
Dear Recipient Name,

Please treat this email as my formal resignation from the position of Designation. My last working day will be Last Working Day, after I serve my notice period.

A signed copy of my resignation letter is attached for the HR records. I would like to meet you this week to plan the handover and decide who will take over my accounts.

Thank you for everything I have learned while working with you.

Regards,
Your Name
Designation, Department
Employee ID: Employee ID
Phone
Letter

Resignation Letter with Request for Early Release

For an employee who needs to leave before the full notice period ends and asks the company to waive or adjust the remaining days.

To
Recipient Name
Reporting Manager
Company Name
City
Date: Date
Subject: Resignation and request for early release
Dear Recipient Name,

I hereby resign from the post of Designation, and this letter serves as my notice. My employment terms ask for number of days days of notice, but I request you to relieve me earlier, on Last Working Day, if possible.

The reason is reason. I understand that early release depends on company policy and your approval. If needed, I am ready to adjust my pending leave against the notice period, or to pay salary in lieu of the remaining days, as per company policy.

I will make sure the handover is complete before I go. I can stay late in the coming days to train my replacement and close open tickets.

I would be grateful for your support with this request.

Yours sincerely,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Formal Resignation Letter to HR

For an employee who has already told the manager in person and now submits the letter to HR to start the exit process.

To
The HR Manager
Company Name
City
Date: Date
Subject: Formal resignation and exit formalities
Dear Sir/Madam,

This is to formally inform you that I have resigned from my position as Designation in the Department department. I discussed my decision with my reporting manager, Recipient Name, earlier this week, and we agreed on Last Working Day as my last working day.

Please start my exit formalities. Kindly let me know when I should return my laptop, ID card and access card, and which forms I need to sign.

I also request you to issue my relieving letter and experience letter on my last day, and to share the details of my full and final settlement, including any leave encashment due as per policy.

Thank you for your help during my years here.

Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Resignation Acceptance Letter (From the Employer)

For a manager or HR officer replying to an employee's resignation and confirming the last working day.

To
Recipient Name
employee's designation
Company Name
City
Date: Date
Subject: Acceptance of your resignation
Dear Recipient Name,

We have received your letter of resignation and accept it. As discussed, your last working day with Company Name will be Last Working Day.

Please complete the handover of your work to your reporting manager before that date and return all company property, including your laptop, ID card and documents. The HR team will contact you to fix a time for the exit interview.

Your full and final settlement will be processed as per company policy after the clearance is complete. Your relieving letter and experience letter will be issued at the same time.

Thank you for your contribution to the team. We wish you the very best for the future.

Yours sincerely,
Your Name
Designation
Company Name

How to Write a Resignation Letter

  1. Talk first, then write. Tell your manager in person or on a call, then send the letter the same day.
  2. State the decision in line one. "I am resigning from my post of [Designation]" leaves no doubt.
  3. Give the last working day as a date. Count it from the notice period in your appointment letter or company policy. Notice periods differ between companies and roles, so check yours.
  4. Keep the reason short. "Personal reasons", "higher studies" or "relocation" is enough. Do not complain about the company or colleagues.
  5. Offer a handover. Say you will train a replacement and share files and passwords.
  6. Ask for your documents. Request a relieving letter and an experience letter, which your next employer may ask for.

Teachers can use the samples on the resignation letter for teacher page. If your office prefers Hindi, see the resignation letter in Hindi page.

Notice Period Lines for a Resign Letter

Pick the line that matches your situation and put it in the first paragraph.

  • As per my employment terms, I am serving a notice period of [number of days] days, and my last working day will be [Last Working Day].
  • I request you to relieve me on [Last Working Day], after completing my notice period.
  • I request a waiver of [number of days] days of my notice period, subject to your approval.
  • Please adjust my earned leave balance against the remaining notice period, if company policy allows it.
  • I am willing to extend my last working day by a week if the handover needs more time.
  • I resign with immediate effect and understand that the notice period terms in my contract will apply.

Tips for Writing a Resignation Letter

  • Read your appointment letter before you write. It tells you the notice period and whom to address the letter to.
  • Write a date for the last working day, not just "after one month". It avoids confusion in HR records.
  • Stay polite even if you are unhappy. A resignation letter stays in your file and may be checked later.
  • Keep a signed copy, or save the email with the time it was sent, as proof of the date you resigned.
  • Do not name your new employer in the letter. It is not needed.
  • Return company property and get a no dues clearance before your last day, so your settlement is not delayed.
  • Ask HR in writing for your relieving letter and experience letter if they are not offered.

Questions people ask

How do I write a resignation letter?

Address it to your manager, add the date and a subject such as "Resignation from the post of [Designation]". In the first line, say that you are resigning and give your last working day. Thank the company briefly, offer a handover, and sign with your name, designation and employee ID.

What is the notice period in a resignation letter?

It is the time you keep working after you resign, so the company can arrange a replacement. The length depends on your employment contract or company policy, and is often 30, 60 or 90 days. Mention it in the letter with your exact last working day.

Can I send my resignation letter by email?

Yes. Most companies accept an email resignation sent to your manager with HR in copy. Some also ask for a signed printed letter, so attach a scanned copy if your company needs one.

What should I write in a resignation letter for personal reasons?

You can simply write "for personal reasons". You do not have to explain further. Add your last working day, a thank you and a line about the handover.

What is a resignation acceptance letter?

It is the employer's reply that accepts the resignation and confirms the last working day. It also lists the exit steps, such as handover, return of company property and the final settlement.

Every letter on this page is written and checked by our team. Spotted a mistake? Tell us. How we write.

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