Resignation Letter – Format & Sample Download

A resignation letter is written as a formality to inform the management as well as all the departments officially that you are going to leave the organisation.

Though you have already discussed with your boss verbally, it’s always recommended to write a resignation letter. It will help the HR department to keep the record of their employees.

Also it will maintain a good relationship which may be beneficial for your future recommendation. Not only that, this will keep the door open if you want to come back in that organisation in future (yes, it happens often)!

You can get your settlements and the earned allowances from the company based on your resignation letter.

Though you may have (for sure!) some negative experience with your boss and some staff members, write the resignation letter politely. It’s not the right place to discuss or take revenge against them.

You need to mention the last date you will attend your duty. It will help your HR manager and the concerned departments to plan and release you without hampering the project schedule you were handling.

Also make sure for the smooth hand-over of your projects to any other person in that organisation.

Generally, it depends on your employment contract how many days in advance you need to submit the official resignation letter. It may be 15 days, one month or two months which is called “notice period.” You need to attend your current company up to the notice period if you don’t want to compromise in terms of money compensation.

Here, you can get the step-by-step guidelines how to write a formal resignation letter.

Also you can download the worked out sample of resignation letter and this will be helpful for Class-X & Class-XII CBSE students for their school syllabus.

Why should you write a resignation letter?
Tips to write a resignation letter
Format to write a resignation letter
Worked out example and Free Download
Conclusion

Why should you write a resignation letter?

Below are the most common reasons to write a resignation letter:

To inform your management and the departments about your departure
It helps the HR department to keep the record
It maintains a good relationship for future
To clear all the dues and settlements, PF, gratuity etc., as applicable
To get the release letter and experience certificate which are required for the joining process in your new company
It keeps the door open for you to come back in future
To get the recommendation and feedback from your previous company for your future requirement
After all, a resignation letter is a valid proof that you are going to terminate your current employment contract legally as per the agreed procedure

Tips to write a resignation letter

Follow the below tips to write a resignation letter in a professional way:

Strictly follow the prescribed format of a formal letter to write a resignation letter.
Check your “notice period” in the existing employment contract.
Clearly mention the release date or the last working day as per the previous contract / notice period.
Write in a polite way and use only formal words.
Provide your personal contact details with e-mail id, if possible.
Ensure your employer / management for the smooth hand-over of your project responsibility in this transition period.
You can mention the reason behind your resignation. It may be a job change, higher study, family issue or switching your career or whatever may be the reason.
Also assure them that they can contact you in your personal contact details for any support, if required, for the project you were handling.
Avoid any grammatical or punctuation error.
Write in a precise and specific way. Also keep the paragraphs short.
Don’t use any informal word to write the resignation letter though you may have enough bad experiences during your tenure in the company. It’s not the right place to complain about all these things!
Finally, thank your management and the colleagues / staff members for extending their hands during your stay in that organisation.

Format to write a resignation letter

Resignation letter is basically a formal letter. Hence, it should follow the prescribed format of a formal letter.

Let’s check below the format of a resignation letter:

Sender’s address:

Write down your address and the contact details on the top left corner. You can also include your personal email and phone number.

Date:

Leave one line below the sender’s address and put the date of writing the letter.

Receiver’s address:

Leave one line below the date and write down the recipient’s address details.

Here, you need to mention the name or department whom you are writing to and the company name with address.

Subject line:

Leave one line below the recipient’s address and write down the subject line.

The subject line must be short and clear to mention the purpose of writing the resignation letter. It must be written in one line only.

Salutation

Start with “Dear Sir/Madam” or “Respected Sir/Madam”.

Use a comma (,) after the salutation.

Body of the letter

This can be sub-divided into three parts:

Part-1: Your introduction and the current designation in the organisation. Also mention the last working day you will attend as per your current employment contract.

Part-2: Write down your good working experience during the tenure and mention briefly how you enjoyed here working with the staff members.

Further, explain in brief how you will hand-over your project responsibilities in a smooth way during the notice period without disruption of the project activities.

Part-3: Draw a conclusion by thanking all of the colleagues, management team and others for their full co-operation.

Complimentary Closing

A complimentary closing is a polite way to convey your regards to the recipient.

You can use “Yours sincerely” or “Yours faithfully”.

Use a comma (,) after the complimentary closing.

Sender’s name, signature and designation

Leave another couple of lines for the last step—your name with designation and signature. Type your full name here.

Worked out example and Free Download

Example-1: Resignation Letter

241/1 GC Block,

Salt Lake, Kolkata.

Cell no.: (+91) 6290 725 477

E-mail: [email protected]

Aug 03, 2020

Mr. Bikash Kumar Trivedi,

The HR Department,

XYZ Company Pvt. Ltd.

1/A, Park Road, Kolkata.

Subject: Resignation from service

Dear Sir,

Please accept this letter as a formal notification that I am resigning from my current position as Sr. Electrical Design Engineer from this esteemed organization. My last working day will be 03-Oct-2020.

I take this opportunity to thank all of my colleagues, seniors and management with whom I had the privilege to work with and enriched myself technically during my tenure in this organisation. My stay would not have been so memorable without the co-operation and support from all of you.

I will do everything possible for the smooth hand-over of my project responsibilities during this notice period.

Kindly arrange to settle my accounts on or before the date of my release.

I wish the success of this organisation and hope to stay in touch in future.

Yours sincerely,

Anikesh Roy

(Sr. Electrical Design Engineer)

Power Division (HV)

Employee ID: 02DE/3092

Download Letter (.doc)

Conclusion

Since the resignation letter is a formal letter, always maintain the prescribed format to write it.

Be specific and write the resignation letter politely since it will be kept as an official record.

During the joining process in the new organisation, you may need some help or recommendation from your previous organisation. So keep the friendly relationship with the company you are going to leave.

Also you can provide your personal contact details with e-mail id, if you wish.

How many times have you written a resignation letter in your corporate career? Share your feedback and put your comments in the box below.

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