A resignation letter format has five parts: a subject line with your name, a one-line statement that you are resigning from your role, your last working day as per your notice period, a thank-you and an offer to hand over your work. Email it to your manager with HR in copy, and keep it under 150 words.
Updated
8 templates to copy
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Resignation letter format at a glance
Subject line
Resignation, your name and designation. HR searches their inbox by name, so put it in the subject.
Greeting
Dear and your manager’s first name, or Dear Sir or Madam if your company is formal.
First line
Say plainly that you are resigning from your role. No build-up, no reasons needed.
Notice period and last day
Your notice period from the appointment letter and the exact last working day it gives.
Thanks and handover
One line of thanks and one on how you will hand over your work before you leave.
Sign-off
Regards, your full name, employee ID and phone number. Employee ID helps HR find you fast.
8 resignation letter samples to copy
Email
Simple resignation email with notice periodEmail
SubjectResignation – [Your name], [Designation]
Dear [Manager’s name],
Please accept this email as my formal resignation from the position of [designation] at [Company name].
As per my notice period of [30/60/90] days, my last working day will be [date]. I will complete the handover of my work to [colleague or team] before then.
Thank you for your support and guidance over the past [duration]. I have learned a lot here.
Regards,
[Your name]
Employee ID: [ID]
[Phone number]
Resignation email for a better opportunityEmail
SubjectResignation – [Your name]
Dear [Manager’s name],
I am writing to resign from my role as [designation]. I have accepted an offer that is the right next step for my career, and my last working day will be [date], as per my notice period.
Working on [project or team] has taught me a great deal, and I am grateful for the trust you placed in me. Over the next [weeks], I will document my work and hand over [tasks] to [colleague].
Please let me know if there is anything else you need from me before I leave.
Regards,
[Your name]
Employee ID: [ID]
Resignation email for personal reasonsEmail
SubjectResignation for personal reasons – [Your name]
Dear [Manager’s name],
Due to personal reasons, I have decided to resign from my position as [designation]. My last working day will be [date], at the end of my [30]-day notice period.
I will make sure my work is handed over properly and remain available on [phone or email] for any questions during this time.
Thank you for your understanding and for the support I have received here.
Regards,
[Your name]
Employee ID: [ID]
Immediate resignation email (early release or buyout)Email
SubjectResignation and request for early release – [Your name]
Dear [Manager’s name],
I am resigning from my position as [designation], effective today, [date]. Due to [a family emergency / health reasons / a joining date I cannot move], I am unable to serve my full notice period of [60] days.
I request you to release me on [date]. I am willing to adjust my pending leave or pay the notice buyout, as per company policy, and I will hand over [tasks] to [colleague] before I leave.
I am sorry for the short notice and thank you for your understanding.
Regards,
[Your name]
Employee ID: [ID]
Letter
Simple resignation letter (printed format)Letter
[Your name]
[Designation], [Department]
Employee ID: [ID]
Date: [date]
To,
[Manager’s name]
[Designation]
[Company name]
[City]
Subject: Resignation from the post of [designation]
Dear Sir/Madam,
I hereby resign from my position as [designation] at [Company name]. As per the terms of my appointment, I will serve a notice period of [30] days, and my last working day will be [date].
I thank you for the opportunities and support I have received. I will complete a proper handover before I leave.
Yours sincerely,
[Signature]
[Your name]
Resignation letter with notice period and handover planLetter
Date: [date]
To,
[Manager’s name]
[Designation], [Company name]
Subject: Resignation and notice period
Dear [Manager’s name],
Please accept this letter as notice of my resignation from the post of [designation], with effect from [date of this letter].
My appointment letter sets a notice period of [90] days, so my last working day will be [date]. During this period I will:
1. Complete [project or task] by [date].
2. Hand over [accounts, files or clients] to [colleague].
3. Return my laptop, ID card and other company assets on my last day.
Kindly share the exit and full and final settlement process with me.
Thank you for your guidance during my time here.
Yours sincerely,
[Your name]
Employee ID: [ID]
Resignation during probation (first job)Letter
Date: [date]
To,
[Manager’s name]
[Company name]
Subject: Resignation during probation – [Your name]
Dear [Manager’s name],
I would like to resign from my position as [designation], which I joined on [joining date]. As per my offer letter, the notice period during probation is [15] days, so my last working day will be [date].
Thank you for the training and the chance to start my career here. I will finish [task] and hand over my work before I leave.
Yours sincerely,
[Your name]
Employee ID: [ID]
Short message
Message to your manager before you resignShort message
Hi [Manager’s name], could we have 15 minutes today or tomorrow? I would like to discuss something important about my role before I put it in writing. Thank you.
Resignation email subject lines
Resignation – [Your name], [Designation]
Resignation letter – [Your name] (Employee ID [ID])
Resignation and last working day – [Your name]
Resignation for personal reasons – [Your name]
Resignation and request for early release – [Your name]
Resignation during probation – [Your name]
When should you send your resignation letter?
Send it after two things: a signed offer letter from your new employer, and a conversation with your manager in person or on a call. Your manager should never hear it first from HR or a colleague.
Send it in the morning of a working day. Your notice period usually counts from the day you submit your resignation, though some companies count from the day it is accepted: your appointment letter says which. Many companies also ask you to submit it in the HR portal, so do both and keep the sent email as your record.
How to write a resignation letter
Write it in five short parts, in this order:
A subject line: "Resignation – your name, designation".
One sentence that says you are resigning from your role.
Your notice period and your exact last working day.
One line of thanks, without complaints or long reasons.
How you will hand over your work, then your name, employee ID and phone number.
Keep it under 150 words. A resignation letter is a record of the date and your last day, not the place to explain your decision.
Resignation letter or resignation email: which should you send?
In most Indian companies, a resignation email to your manager with HR in copy is the resignation letter. It is dated and easy to find later. Some companies, government offices and factories still ask for a signed printed letter, and many ask you to submit it in the HR portal as well. If you are not sure, send the email and ask HR whether they need a signed copy.
What is a simple resignation letter?
A simple resignation letter is three or four lines long: you are resigning, your last working day, thanks, and your name. It suits almost every situation, because you do not have to give a reason. Use the first email or the printed letter above and fill in your details.
How do you write a resignation letter with a notice period?
State the notice period in days, as written in your appointment letter, and the exact last working day it gives you. Count from the date you submit, unless your company counts from acceptance. Add a short handover plan so your manager can see the work will not stop. If you want to leave earlier, ask for an early release in the same letter and offer to adjust leave or pay the buyout, as your policy allows.
Can you send an immediate resignation letter without serving notice?
You can ask, but the company decides. An immediate resignation letter should give a brief reason (health, family or a fixed joining date), request release on a specific date and offer to pay the notice buyout or adjust pending leave. If you leave without the company agreeing, it may ask you to pay for the notice days you did not serve, as your appointment letter allows, and may delay your relieving letter, which your next employer will ask for.
How to resign from a job in India, step by step
Resigning well takes six steps, and the letter is only one of them:
Get your new offer letter in writing and accept it.
Tell your manager in person or on a call.
Send your resignation email the same day, with HR in copy, and submit it in the HR portal if your company has one.
Serve your notice period and hand over your work.
Complete exit formalities: return company assets, get no-dues clearance and confirm your full and final settlement.
Yes. In most Indian companies an email to your manager with HR in copy is accepted as your resignation and records the date. Some companies also ask for a signed letter or an entry in the HR portal, so ask HR if you are not sure.
You do not have to give a reason. "I am resigning from my position as Sales Executive" works on its own; add a short, positive line such as "for personal reasons" or "to take up a new opportunity" only if you want to. Keep detailed reasons for your exit interview, if at all.
Usually, yes: it counts from the day you submit your resignation. Some companies count from the day it is accepted. Your appointment letter or HR policy says which, so check before you work out your last day.
Follow up after two working days with HR in copy and ask them to confirm your last working day. Your sent email already records the date you resigned. Submitting it in the HR portal, if your company has one, records it too.
Only if your company agrees. Write to your manager and HR as soon as possible, say you would like to withdraw it and ask them to confirm in writing. Until they do, treat your last working day as fixed.
Three to five short paragraphs, under 150 words. It needs your resignation, your notice period and last working day, a line of thanks and a handover offer. Anything longer is usually a reason or a complaint you do not need on record.
