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Formal Resignation Letter Template

Wednesday, September 24th 2025. | Halloween

resignation letter template

A formal resignation letter serves as a professional record of your departure from a company. It’s more than just saying goodbye; it’s a vital document for your employment history and future job prospects. While the content can be customized to reflect your individual situation, sticking to a recognized template ensures clarity and professionalism.

Core Components of a Formal Resignation Letter:

Your Contact Information: Begin with your full name, address, phone number, and email address, typically aligned to the top left of the page.
Date: Clearly state the date the letter is written. This helps establish the official timeline of your resignation.
Employer’s Contact Information: Include the recipient’s name (usually your manager or HR representative), their title, the company name, and the company’s address.
Subject Line (Optional but Recommended): A brief and direct subject line such as “Resignation – [Your Name]” allows for quick identification.
Statement of Resignation: This is the most crucial part. State clearly and unequivocally that you are resigning from your position. Avoid ambiguity or vague language. Example: “Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name].”
Effective Date: Specify the exact date your resignation will be effective. This is usually two weeks from the date of the letter, but confirm this with your employment contract or company policy. Be clear: “My last day of employment will be [Date].”
Expression of Gratitude (Optional): Expressing appreciation for the opportunities and experiences you gained during your employment is a gracious touch. This is particularly important if you are leaving on good terms. Example: “I have enjoyed my time at [Company Name] and am grateful for the opportunities I have been given during my [Number] years of employment.” Keep it concise and sincere.
Offer of Assistance (Optional): Offering to help with the transition process, such as training your replacement or documenting your work, demonstrates professionalism and consideration. Example: “I am willing to assist in the transition process to ensure a smooth handover of my responsibilities.”
Closing Salutation: Use a formal closing salutation like “Sincerely,” “Respectfully,” or “Best regards,” followed by a comma.
Signature: Sign your name above your typed name. If sending digitally, an electronic signature or simply typing your name is acceptable.
Typed Name: Type your full name below your signature.

Important Considerations:

Keep it concise and professional. Avoid emotional language, negativity, or personal grievances. Focus on facts and maintain a respectful tone.
Review your employment contract and company policy. Ensure you are adhering to the required notice period and any other specific guidelines.
Proofread carefully. Errors in grammar and spelling can detract from your professionalism.
Deliver the letter in person, if possible, and follow up with an email. This ensures your manager receives the letter promptly.
Maintain a copy for your records.

A well-crafted resignation letter reflects favorably on your professionalism and can contribute to maintaining positive relationships with your former employer. Using a formal template ensures you cover all essential information and leave on a positive note.