Resignation Letter Format: Samples and What to Include

A resignation letter should be short, polite and clear. Include the date, your manager's name, a clear statement that you are resigning from your role, your intended last working day based on your notice period, a brief thank you, and an offer to help with handover. Don't explain your reasons in detail or criticise anyone. Send it by email to your manager, and copy HR if your company's process requires it.

What to include

1. Subject line: "Resignation – [Your Name], [Employee ID]".
2. Clear statement: "I am resigning from my position as [role]."
3. Last working day: based on your notice period in your appointment letter.
4. Thanks: one or two sentences.
5. Handover: an offer to help transition your work.

Sample 1: Standard resignation

Subject: Resignation – Priya Sharma, EMP1043

Dear Rahul,

Please accept this as my formal resignation from the position of Senior Accounts Executive. As per my 60-day notice period, my last working day will be 21 December 2026.

Thank you for your support and guidance over the last three years. I have learned a lot in this team.

I will make sure all my work is documented and handed over properly. Please let me know how you'd like to plan the transition.

Regards,
Priya Sharma

Sample 2: Requesting an early release

Dear Anil,

I am writing to formally resign from my role as Customer Support Team Leader. My notice period is 90 days, which would make my last working day 20 January 2027. I would be grateful if an earlier release around 20 December 2026 could be considered, subject to a complete handover. I am happy to discuss any notice period buyout or leave adjustment as per company policy.

Thank you for the opportunities I've had here.

Regards,
Kiran

For how early release and buyouts work, see handling 30, 60 or 90-day notice periods.

Sample 3: Short resignation (probation or brief tenure)

Dear Meera,

I am resigning from my position as Sales Executive. As per the probation notice period of 15 days, my last working day will be 7 November 2026. Thank you for the opportunity. I will complete the handover of my accounts before I leave.

Regards,
Arjun

Before you send it

• Have the new offer in writing and, ideally, the appointment terms. Don't resign on a verbal promise; see what to do if an offer is revoked.
• Check your notice period, bond and leave balance in your appointment letter.
• Tell your manager in person or on a call first, then send the email. It's more respectful.
• Save personal files you're entitled to, but never take company data.

After you resign

• Ask for written acceptance of your resignation and confirmation of your last working day.
• Prepare a handover document.
• Plan for your exit interview; see what to say in an exit interview.
• Follow up on your relieving letter, experience letter and full and final settlement. Our guide on leave encashment on resignation explains one part of the settlement.

If your employer counters with a raise, read whether to accept a counter-offer before deciding.

Mistakes to avoid

• Writing an emotional or angry letter. It stays in your file.
• Resigning on WhatsApp only. Use official email.
• Not stating a last working day, which creates confusion.
• Announcing on social media before telling your manager.