Resignation Letter With Notice Period: Find Format And Samples

When working with an organization, there may come a time for you to part ways. It could be due to any number of professional or personal reasons. If you wish to resign from your current job, you need to submit an official document, i.e. a resignation letter with a notice period.

It's standard practice across organizations, though the duration of the notice period and format of the resignation letter may differ from firm to firm. 

A resignation letter is a formal notice submitted by employees when leaving the organization. It details the date of the leaving, the duration of the notice period, the reason for resignation, and the exiting employee's job title, among other relevant details.

A notice period letter or resignation email is addressed to the employee's direct manager, and the Human Resources representative or team is kept in the loop. It's usually submitted electronically, though in some organizations, a physical letter may also be submitted.

Ideally, the employee should also include a line or two about the valuable experience they've gained while working with the organization - though it's not mandatory. Since it's a formal notice, the language should be professional, and the document should be concise. 

Once an employee submits a resignation letter, they're usually scheduled for an exit interview wherein they can detail their experience, areas of improvement, if any, and any other important details. While the resignation letter is a document prepared for documentation purposes, an exit interview is a practice that helps organizations better understand an exiting employee's experience. 

Resignation Letter: Why Is It Important?

A notice of resignation is important not just for documentation but also because it gives your company adequate time to locate and train a replacement for your job after you have resigned. It also offers enough time to introduce a new employee to customers and ensure a smooth transition period.

Providing Adequate Notice Periods

The need for a resignation letter with notice period stems from the need to provide adequate notice periods. It’s the responsibility of both the employer and the employee to provide sufficient notice.

An adequate notice period allows employers to find a suitable replacement, transition a departing employee’s responsibilities smoothly, and ensure the continuity of work processes.

By giving sufficient notice, employees also demonstrate professionalism, respect, and consideration for their colleagues and the organization as a whole. It also gives them time to wrap up their tasks, hand over any pending work, and prepare for departure.

Overall, offering an adequate notice period is essential for maintaining positive relationships and leaving on good terms.

Now that we've understood what a resignation letter with a notice period is and why it's important let's study resignation letter samples and formats in detail.

How To Write A Letter Of Resignation?

Follow this 8-step process while writing your formal resignation letter with a notice period:

1. Start by addressing your letter

The first line of the address section should include your name and phone number. Your resignation letter should also include the date you want to quit. After that, include the recipient's name and e-mail address in the message.

Whether you're handing the letter in person or writing an email, you must address the relevant person. Your resignation letter body should commence with a personal and professional salutation.

2. Make clear why you're writing the letter

In the first paragraph of your resignation letter, make it obvious that you want to quit. Your title and the company's name (XYZ Company) should be included in this statement.

3. Mention your date of resignation

When drafting a resignation letter, it is important to indicate the date you want to leave the company. This can be an indicative date, or you can have a conversation with the right authorities to Find out your final work day and mention the same in the letter. It's always better to write a resignation letter with notice period. The advance notice can make the transition smooth. 

4. Explain your decision to depart

There are a number of reasons why you may need to resign from a job. Getting a new job opportunity, moving out of town, retiring early, or making other life adjustments, such as becoming a stay-at-home parent, are some of the more prevalent reasons for leaving. You should quickly explain why you are leaving the organization, but avoid making any harsh remarks or blaming the employer in your explanation, as that could impact your professional relationships. 

5. Include a note of thanks

As a professional courtesy, express your gratitude to the firm for the chance to work there. You may make your letter more personal by thanking the employer for the time you've spent in your position and providing true skills or knowledge you've gained. As a result, you're more likely to leave the organization with a favorable impression.

6. Plan your next steps

Before you leave your current company for the last time, there may be a few things you need to do. You may, for example, have to return company-issued equipment and complete existing tasks. Before leaving your job, let your employer know that you intend to behave professionally for the remainder of your time there to build a positive note.

7. Offer assistance in your notice period

Professional etiquette dictates that you offer help to your current employer with the changeover.  The person who will be taking your position may have questions, and you may assist them by offering to help train them.

You should follow these steps to guarantee that your final day at work goes as well as possible. As a bonus, it will increase your chances of getting a good reference to share with future employers. 

8. Closing Statement

Your resignation letter should be concluded with a formal salutation. Statements like these are common finishing salutations:

"Sincerely"
"Warm Regards"
"Thank You"
"Respectfully"

Sign your letter of resignation once you've made a final statement. It is acceptable to place a single space between your name and your concluding statement when submitting your letter of resignation through email.

AI Assistance in Letter Writing

AI can be used to write a resignation letter with a notice period by providing templates and suggestions based on the user's input.

• The AI system can analyze the reason for resignation, the length of the notice period, and other relevant details to generate a professional and polite letter.
• It can also offer guidance on the tone, structure, and key points to include in the letter to ensure that the employer receives it well.
• Additionally, AI can help with grammar and spelling checks to ensure the letter is error-free.

Overall, AI assistance in writing resignation letters can save time and help individuals navigate this process smoothly.

Resignation Letter With Notice Period Samples

Here are sample resignation letters that you can refer to when drafting your own letter: 

Formal resignation letter sample with notice period

Subject: Resignation Letter

Dear (Recipient's Name),

I am writing to inform you of my decision to resign from my position as (Your Job Title) at (Company Name), effective (Last Working Day, typically two weeks from the date of the letter). I have thoroughly enjoyed my time at the company and am grateful for the opportunities for growth and development that I have experienced during my tenure.

I understand the importance of providing ample notice to ensure a smooth transition. Therefore, I am willing to work with you to ensure that all my current projects are completed and that necessary handover processes are in place before my departure.

I want to express my gratitude for the support and guidance I have received from my colleagues and supervisors during my time at (Company Name). I have learned a great deal and will always value the experiences I have gained here.

Thank you for the understanding and consideration. I look forward to working together during this transition period to ensure a seamless handover.

Sincerely,
_____ (Sender's name)

1 month notice resignation letter template (For Further Education)

This is a resignation letter with 30 days notice period sample: 

Subject: Resignation From My Post Of ____ (Current Job Title )

Dear ____ (mention the name of the recipient)

Please accept this letter as my formal notice of resignation from position as a ____ (mention your current job title) with _____ (mention the name of the company). As per my discussion, my last day of employment will be 30 days from today on (last working day)

I wish to resign from the post as I am going to pursue my Master's degree. Working with __ has been an incredible experience. I am truly grateful to my team and ____ (mentor/manager's name) for always supporting my and giving my multiple opportunities to learn and grow. 

As per my employment contract, I will be returning the company-issued latop and office badge on my last date. I will be completing my current projects and handover any pending tasks. To achieve this, I will work with my team lead and ensure the transition process is as smooth as possible.

Please let me know if there's any other information required. 

Best Regards,
_____ (Sender's name)

Short notice period letter (Due to family emergency)

This is a sample resignation email for when you're serving a shorter notice period, perhaps due to unavoidable family reasons or some other cause: 

Subject: Resignation From My Post Of ____ (Current Job Title )

Dear ____ (mention the name of the recipient)

Please accept this letter as a formal notification of my resignation from the position of a  ____ (mention your current job title) with _____ (mention the name of the company). My last day of employment will be two weeks from now, i.e. (date of last working day).

While I've truly enjoyed my time at ____, I have to move states to support my family. For this reason, I can't continue in my current role. 

I will be returning the company-issued latop and office badge on my last date. During my notice period, I will work back with my team to ensure the transition to the new team lead is as smooth as possible. 

Please let me know if any further information is required at my end. 

Best Regards,
_____ (Sender's name)

Resignation Letter with Notice Period (Due to Career Change)

Subject: Formal Resignation From The Post Of (Job Title)

Dear (Manager Name),

Please accept this letter as formal notification that I am resigning from my position as (Your Job Title) at (Company Name), effective (Last Day of Work), which is (Number) weeks from today.

I've valued my time at (Company Name) and appreciate the opportunity to learn and contribute to the team. However, after careful consideration, I've decided to pursue a professional opportunity that aligns more closely with my long-term career goals.

During the next [Number] weeks, I am committed to ensuring a smooth handover of my responsibilities. I am happy to assist with training my replacement and documenting my ongoing projects. Please let me know how I can best support the team during this transition period.

Thank you again for the opportunity to work at (Company Name). I wish you and the company continued success.

Sincerely,
_____ (Sender's name)

Closing Thoughts

In conclusion, writing a resignation letter with a notice period is a crucial step in leaving a job on good terms. By following the proper steps and including key information, such as your last working day and a thank you to your employer, you can ensure a smooth transition out of the company. Remember to be professional and courteous in your letter, as it will reflect positively on your reputation in the future.

Taking the time to craft a well-written resignation letter shows respect for your current employer and leaves the door open for potential future opportunities.

Frequently Asked Questions

1. What are some things that must be included in the employee resignation letter? 

An employee resignation letter should include the following information: 

i) Your current job title, as of the day of resignation

ii) The reason for resigning from the post. 

iii) Official notice period term i.e. whether it's a 30-day notice period or two weeks. 

iv) The last date of employment

v) Proper salutation

Apart from these critical details, you may include additional details like the contact information on which you can be contacted. 

2. What are some common mistakes to avoid when writing a formal resignation email?

Here are some things to keep in mind when writing a formal resignation notice: 

• Check your copy for grammatical errors, spelling mistakes, typos, etc. 
• Writing negatively about the company culture or calling out a bad employee experience in a letter is bad. You may discuss the same during your exit interview, but keep it out of the resignation statement. 
• Ensure you read the company policy on resignation and adhere to it. If not, mention the reason in the letter and discuss any deviation from it with your reporting manager and HR rep. 
• Don't forget to make a copy of the letter to your personal email ID. 

3. Why do we need to write a resignation letter? 

Here's why you need to draft a resignation letter

• An effective resignation letter is used for record-keeping. 
• It helps maintain a positive relationship with your current company and/or teammates
• It gives your team plenty of time to plan for your absence so company operations are not impacted

4. What's a standard notice period?

The standard notice period is usually two weeks. However, the exact duration of the notice period depends on the company. Refer to your company's resignation policy to find this information. 

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