Best Resignation Letter Format | How-To & Tips (With Examples)

Have you decided to move on from your current job? Have you got a better job offer or are resigning for academic reasons, personal reasons, etc? Well, irrespectively, it is essential that you submit a formal employee resignation letter. How? We know many people don't know how to write the right resignation letter for their company. But not anymore! This article will help you overcome all these challenges. Here we will discuss the proper resignation letter format that you must follow, along with tips, a resignation letter template, and some resignation letter samples. So what are you waiting for?

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What Is a Resignation Letter?

An employment resignation letter is a document one writes to notify their employer about leaving the job. The purpose of sending a formal resignation letter is not to just follow protocol but to end your professional relationship on a positive note, marking the beginning of your notice period. And also to create a trail documenting the details of your departure and its timeline.

You can choose to either submit a hard-copy letter of resignation or send a resignation mail. Either way, you must follow the proper resignation letter format we have discussed ahead. You can also take help from the resignation letter samples or templates provided here.

Resignation Letter Format

Now that we know how important it is to submit a formal notice when leaving a job let's have a look at the right resignation letter format and its contents.

1. Date & Contact Information

The first part of the resignation letter format for the company is your contact details followed by the date for official records and then your current employer's contact information. Given below is a template for the same:

Note that you must include your contact information at the end if you are sending in a resignation letter email. But if instead, you are sending an email with a copy of your statement of resignation, then follow the format shown in the box above.

2. Salutation

When addressing your reporting or HR manager, use the right salutation such as a prefix (like Mr./Ms./Mrs.) or a polite salutation (like 'Dear'), or both (like 'Dear Ms. Ray).

3. Introduction & Stating Your Intent to Resign (Paragraph 1)

As per the perfect resignation letter format, you must first introduce yourself in the opening paragraph and give a proper resignation statement. This is an official document so mention your full name and the current position at the company.

Also, remember to politely assert the date when the resignation becomes effective, and the last day of your notice period to update your personnel file. Keep it concise, polite, and short, because the idea is to draft an effective yet simple resignation letter.

4. Explain Why You Are Resigning (optional)

In the second paragraph, elaborate on the reasons for resignation so that it helps your current employer better understand the situation. While it is not necessary to mention the reason, it is recommended as it will help you maintain a positive relationship with them.

However, note that when mentioning the reason make sure to showcase it in a positive light and not focus on what you disliked about the current role. Some common reasons for leaving a job might be going back to school, pursuing a passion, or exploring a new opportunity.

5. Offer Help For Smooth Transition

The next step as per the ideal resignation letter format, is to offer your assistance for the transition process. Again, while it is not essential and unless you will definitely be unavailable, it is best to offer your assistance in hiring your replacement and training them. It is also considerate to inform your employer in writing about the outstanding tasks and that you intend to get them in order by your last day and share your personal email address, if possible, for queries down the line.

6. Express Gratitude

In the closing paragraph, the proper resignation letter format calls for you to thank your employer for the opportunities you were provided. Mention in brief the positive experiences you had and the learnings you accumulated on the job. Even if you do not have a lot of positive things to say, it is still ideal to add a brief thank you note. For example, 'It was a pleasure working at [insert Company name] for x years', 'My time at ABC company was memorable and helped me grow a lot'. This will help pacify things if needed and avoid ending it on a sour note. 

7. Closing and Signature

Now, all that's left is closing with a signature! So end your letter with a closing statement/ salutation like 'Thank you', 'Yours sincerely', or simply 'Sincerely'. And then sign the letter followed by your job title and name. Note that if you are going for a hard copy letter, then it's best to give a handwritten signature. And in case of resignation mail, you simply type your name and contact information or use the official signature.

Things to consider in a resignation letter format:

• Length: Ideally, an effective resignation letter is one that fits into a single page.
• Font & Size: It is best to use traditional fonts (like Times New Roman, Calibri, etc.) for this official notice. And the size should be between 10-12 points.
• Spacing: The ideal business format you must follow for this is single-spaced with paragraph spacing. 
• Margins & Alignment: Using 1-inch margins with text aligned to the left is the general guideline for most business documents. 

Also Read - Personal Reason Resignation Letter Samples With Writing Tips!

Resignation Letter Format Template

Resignation Letter Format - Email Template

The only primary difference between the resignation letter format for a hard copy/ letter and an email resignation letter format is the contact details and date. Given in the box below is a template for a resignation letter email.

Also read- How To Write Short Resignation Letter | With Tips & Samples!

Sample Resignation Letters/ Email Resignation Samples

Here are a few samples:

Standard Resignation Letter Sample

Amritha Shroff
5169 Pratt Avenue Snohomish,
WA 6870, United States
938-424-8463
amrithaS@email.com

March 8, 2023

Avatara Narang
Senior Manager
BlueFire Marketing
4801 Fairmont Avenue,
WA 9721, United States

Dear Mr. Narag,

This is to notify you that I am resigning from the position of Junior Marketing Manager for BlueFire Marketing effective March 10, 2023.

I would like to thank you for giving me the opportunity to work at BlueFire. My experience here has given me insight into the workings of the marketing industry and taught me a lot about marketing research and techniques as well as management aspects of the business.

The last day of my notice period will be April 8, 2023. I will happy to assist in anything you need to make the transition process more smooth. 

Sincerely,
[Signature]
Amritha Shroff

Sample Resignation Mail 

Subject: Formal resignation- [Name/ Position]

Dear [Manager’s Name],

Kindly accept this resignation email as the formal notification of my intent to resign from the [job title] at [company name]. The resignation will take effect on [date] and my notice period ends on [date].

During the next [mention notice period] weeks, I will wind up all pending tasks. This is to facilitate a smooth transitional period and am willing to offer support in whatever way needed. 

I would also like to express my gratitude for giving me the opportunity to work in this position. The learnings compiled during my time here will stay with me forever and help me grow as a professional. It was great working and collaborating with the whole team and I wish you all, the best in all future endeavors.

Sincerely,
[Your Full Name]
[Designation]
[Contact Information]

Resignation Letter Sample: Going For Further Studies

Deepak Kaul
2, Timber Avenue, Nimkar Marg
Mumbai, Maharashtra, 400008
02223073515
deepakkaul@email.com

March 9, 2023

Sitara Roy
Turnaround Publishings
Chief Editor
1, Trade Corner, Saki Junction, Andheri (e)
Mumbai, Maharashtra, 400072
02228594413
sitara.roy@email.com 

Dear Ms. Roy,

I am writing this letter to notify you of my impending resignation from the post of News Editor effective as of March 15, 2023.

The reason for this resignation is that I have been accepted into the Journalism and Communication program at the University of Westminister and will be moving to the UK in May 2023. Please let me know how I can assist you and the company during the transition period. 

I would also like to thank you for instilling your trust in me and giving me the opportunity to work here. It was a wonderful experience and I aim to build on the skills I learned here. Wishing you all the best for the future and hoping to collaborate with you once again down the line.

Yours sincerely,
[Signature]
Deepak Kaul

Tips To Get Resignation Letter Format Right

• A perfect and professional resignation letter is one that is short, concise, and includes all the needed information. So keep it simple and crisp.
• The resignation letter is not the place to vent negative feelings if you have any. The whole intent of writing a proper resignation letter is to keep things professional and, help foster a good relationship/ maintain the professional network even after you leave the company.
• If you want to keep the letter strictly professional and don't want to elaborate on the reason for your leaving you can just simply state the reason without a lot of details. You can also skip giving the reason if the situation calls for it.

Frequently Asked Questions (FAQs)

Q1. When should I give the resignation letter to my employer?

Most companies expect a two-week notice period from employees who are going to resign. So, it is ideal to send in a properly formatted resignation letter so that you can fulfill the formal notice period. You can also read through your employment contract to check your notice period and apply such that it fits your timeline to join your new job if that's the case.

Q2. What should one avoid including in the formal resignation letter?

There are a few things that you should definitely not include in your letter:

• If your reason for exiting the company is a negative one, then you can skip it completely and keep things general.
• Do not criticize your co-workers, managers, company policy, or company culture in your letter.
• You might feel the need to boast if you have gotten a great opportunity with better pay and benefits. However, your resignation notice is not the place to do so.

With this, we came to an end to our discussion on the proper employment resignation letter format. By now, you must know how to write a resignation letter that is effective and on point. All the best for your future endeavours. #BeUnstoppable

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