Best Resignation Letter Format Sample For Quitting A Job

What is a Resignation?

A Resignation is the action taken by employee for quitting a job. In order to record formal resignation, employee need to submit a resignation letter to his/her employer. Resignation is an official form of quitting a job.

People also look at Last Working Day Mail.

Important Information to go through Before Resignation

Before submitting your resignation, ensure that you have considered all angles before quitting your current job.

• Job Situation
  - Ensure that you have next job in hand. Make sure that the joining date of the next job is after completing the notice period in the current job.


• Financial Situation
  - You must asses your ability to pay rent or loan EMI's and other expenses during the transition period from one job to another.


• HR Topics
  - There are two options that you have for serving your notice period. First option is that you are serving the entire notice period as per your current employer policy. In this case, you can still request for early release to your manager. Second option is to buy out the remaining notice period by paying the amount charged by the current employer. In such situation, ensure that the next employer is ready to pay for the same. Also check for any assets that are purchased or allocated on your name which needs to be handed over before your last working day.


• Health Insurance
  - Asses the impact of company provided health insurance and any additional insurances (like prental insurance) that you have opted for after your resignation.


• Passport Visa or Work Permit
  - You must check the impact on your VISA or Work Permits that are associated with the current employer.


• Retention offer
  - In case, your current employer comes up with the retention offer be prepared for the same.

As you can see, quitting a job is not that simple as you think. Even if you take care of all above topics, you’ll still have to handle the particular needs of your HR department and your manager. Your manager may ask you to list down your work related topics that you need to handover or help train somebody in the team.

How to Write a Resignation Letter?

A resignation letter is an official formal letter submitted by an employee to their employer giving notice that they will no longer be working for the company or quitting a job. The intention of a resignation letter is to create an official record of notice to employer. While writing resignation letter employee should mention about your intention to leave the company, reasons for resignation, details about last working day, next steps to process the resignation letter and maintain a positive relationship with the manager and employer. Following guidelines for writing a perfect resignation letter will smooth out the process of writing one for you.

• Date of reisgnation
  - Mention the date of reignation when you submit the reignation letter on the top left line above the address.


• Company details
  - Include company name and complete address in the resignation letter template.


• Whom to address or write a resignation letter?
  - The resignation letter is usually addressed or written to your manager.


• Declare your resignation
  - From the vert first sentence, you must declare that you are resigning from the the company.


• Date of exit
  - Depending on the notice period that you are serving, mention about your last working day in company as it allows your manager to plan the path forward.


• Reason of resignation (optional)
  - It is not necessary to mention the reason of resignation however you can mention one which is easily get accepted like better career, relocation, moving to family business and any health concerns etc.
  This section is optional as it is always recommended that you need to discuss with your manager before submitting the resignation letter and express the reasons in detail there.


• Say thank you
  - Ensure that you end the resignation letter by thanking your manager, company and if you feel grateful, appreciate the time you spent, acknowledge the opportunity they gave you. If you were unhappy at the company, or if your relationship with your managers or colleagues was contentious, you can keep this expression of thanks brief. It's enough to simply say, "I've enjoyed my time at XYZ company." or "My three years at XYZ company have been a pleasure."


• Offer to help
  - Offer to help to the employer as they look for a replacement. This help could come in the form of hiring or training a new employee.


• Include Signature
  - Sign the resignation letter at the end above your name if you are submitting a hard copy of the resignation letter.


• Double-check before you send
  - You should also thoroughly double-check the resignation letter before sending it to make it truely perfect.

Now we know how to write a professional resignation letter for office format and it can look like below.

When Should You Write a Resignation Letter? (3 Months in Advance or 2 Weeks Notice)

You should write a resignation letter once you have decided to quit the current job. However, it’s not a good idea to resign out of the blue. Talk to your manager or HR before you submit the resignation letter.

Based on your company's policy about notice period, you should write a resignation letter. Most of the Indian companies are having the notice period of 2-3 months where as 2 weeks notice period is the standard resignation time frame in the U.S.

Resignation letter announces your intent to depart from the company and says you will remain in your position for another 3 months or 2 weeks (company notice period) before leaving. 3 months or 2 weeks is the standard amount of time from when you announce (submit resignation letter) you're leaving to your last day at your job.

Where to Submit Your Resignation Letter?

You should submit your resignation letter to your current manager, supervisor or Principal if you are working for school or college. However, it’s a good idea to inform HR too about submitting the resignation letter.

How to Use Our Resignation Letter Sample?

You may wish to use this resignation letter sample as a template to help you efficiently write your letter.

To use this sample templates effectively, follow these steps:

1. Copy and paste the resignation letter template into an MS Word Document, Google Doc, or email
2. Add all your personal details
3. Rewrite with your own words describing your situation
4. Do spell check
5. Print and Submit the letter in-person or via email.

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