Resignation Letters

Steps for Writing Formal Resignation Email with Format

These days, we all are switching from formal letters to formal emails. The content in both these formats is same except one difference i.e. in letters you put date and address on the left hand side which is missing in emails.

If you have to write a formal resignation letter and you are not very much sure about how to being writing a professional resignation email then here are some very useful tips given below, using which you can create a perfect formal email without making any mistake. Follow these steps one by one, to frame a fool-proof email with essential details.

Step wise Process for Writing Formal Resignation Email

Let us read through the steps that help you write a perfect resignation email:

Clear Subject Line

Start with a simple and clear subject line which should convey the content in the email. Do not make it look like something alarming. Do not use bold or capital letters. You have to keep it polite and clear. Submission of Resignation is the finest of all the choices.

 Addressing the Concerned Person

As you begin writing the email, you must start with the right opening format. Depending upon your association with your boss, you must select the beginning of the email. If you share a friendly association then you can start with “Dear Sir or Ma’am” and if your relationship is formal then replace “Dear” with “Respected”.

Clearly State Your Intention

Begin with clearly mentioning the reason for writing this email which is resignation. Do not make it look vague in any sense so that your boss thinks that there is room to retain you by negotiating with you or resolving your issues. Your email must deliver that after thoughtful consideration, you have finally decided to resign. You must express it as your final decision.

Talk About Notice Period

Different companies have different notice periods depending upon their norms. Notice period is the duration when you have to work with the company once you have signed the resignation so that the company has enough time to find a replacement.  During this time you have to share your work related details with your co-workers. So make sure you mention it in your email.

Mention the Reason for Leaving

There is a reason behind resigning and you must state the reason in your email. Though it is not compulsory to mention it but employer is always keen on knowing the reason for quitting the job. By stating the reason, you might get some alluring offer from your employer like a similar profile, salary hike or promotion, something which you had always wanted.

Express Willingness to Help

You have to be helpful. You must state in writing that you would be happy to help out the company during this transition period by assisting in recruitment process or training your substitute. Always offer yourself to the employer for any kind of assistance that is needed from your end to make it a smooth and comfortable process. This is important as it will leave a positive impact on him.


You must always thank your employer for his support and guidance and for the wonderful learning experience you had under his supervision. It is very important to thank him by ending your letter with a kind note. You must also thank your co-workers and team for their support.

End it Formally

Make sure that you end your letter in a nice and formal manner. Once you have written a thank you note, you must wish the company an amazing growth and bright future.

Once you have followed all these points, end your letter by writing “Sincerely” on the left hand side bottom and finish it by including your name under it.

With all of these steps mentioned above, you will have a perfectly framed formal resignation email. But before sending it to your boss, read it twice to make sure that there are no spelling mistakes or grammatical errors. Once all this is done, just click and send it.

Formal Resignation Email with Format

Subject: Submission of Resignation

Dear Ms. Julie,

The purpose of writing this email is to inform you that I have decided to move on to pursue another opportunity which I feel is going to give my career great growth. I hereby submit my resignation from the post of Marketing Executive at ABC Corporation Pvt. Ltd. today, 12th April 2016. I will be                                                                  serving the notice period of one month.

The reason because of which I am leaving my present job is that I have received a wonderful opportunity which will not only give me a salary hike but will also bring along lots of new opportunities which will be very helpful in my career in long term.

I would be happy to help you with a smooth transition phase by helping in the process of recruitment and training of my substitute. Please let me know if you need any kind of assistance you require from my side to keep this process smooth.

I am very thankful to ABC Corporation Pvt. Ltd. for giving me wonderful opportunities to perform and move ahead in my career. These 5 years have been years of learning and gaining experience. I have always been supported by my supervisor and team members to take up new challenges and perform better.

I wish the company an amazing growth and bright future.

Thanking you


Andrew Smith

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Posted by Hrformats - April 26, 2016 at 12:49 PM

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10 Things You Must Never Include in Your Resignation Letter

Once you have decided that you are quitting your job, the next step to follow is to write a formal resignation letter. It might simple to write a resignation letter but it is actually not so simple as you need to be very particular about what information your letter must contain in it and what details you must never include in such letters.

When you write down to pen your resignation letter, make sure you sit with a calm mind and gather all your thoughts. You can note down the points you wish to include on a piece of paper and begin writing your letter in a professional and polite tone. You need to write a letter which marks an end to your job with the company but doesn’t affect your association with the people with whom you have worked during this tenure.

Given below are the 10 things that must never be included in your resignation letter.

  1. Hated Working Here

You might have not enjoyed working with the company and you might want to tell them that you hated every minute you spent with the company but this is one thing that you must never include in your letter. You can keep this to your close friends only. Never mention such a thing.

  1. Why Was I Treated Unfair

You might have not been treated fairly but asking such a question is just not right, especially when you are leaving the company. This kind of a question hints that you have hired a lawyer. So completely avoid this kind of a question in your letter.

  1. You Are the Worst Boss

Most of the people quit because of their bosses and it might be true that your boss is the worst of all but putting it in your resignation is just not the right thing to do. You should never make any personal remark in your letter.

  1. I Will Sort It Out One Day

Always be careful of using a threatening language in your letter. You must know that whatever you are writing will be documented for life and therefore, it has to be framed using the right words in a positive manner. A written threat can be very damaging to you and to your association with the company and it might add some legal edge to it.

  1. Tell Me About Openings in Future

You think that when you are quitting the job today, the employer would be interested in hiring you for any other job in future. Well, certainly no!!! So, do not include such a stupid statement in your letter as it will not make you look sweet but definitely foolish.

  1. I Know What’s The Problem With Your Company

Even if you know what the problem is, you must not talk about it in your resignation letter. This is not a letter of suggestion stating points of improvement for the company but a simple formal letter informing about your intention to leave. So keep it limited to that area only.

  1. XYZ Sabotaged My Work

Even if there is some person who actually destroyed your work, you are not suppose to be naming that person in your resignation letter. This is neither the right time nor the right place to do that.

  1. My Next Job Will Be…..

For sure, your present employer is just not interested in your next job and he doesn’t even care. Your resignation letter is not the right document in which you should be stating all of this. In case your supervisor asks you this question then you can answer him. And if you are joining the rival firm or competitor of your present company, you must not be very specific.

  1. I Will Miss This Company and My Team A Lot

You must not be over expressive in stating your feelings. Even if you are going to miss your team, do not use this letter to express your feelings to loud.

  1. I Know You Will Miss Me Too

Never ever include such kind of lines in your resignation letter as it is rude and unprofessional. And this is not place to boast about your good work.

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Posted by Hrformats - April 9, 2016 at 12:45 PM

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Two Weeks Notice Resignation Letter Sample

Your resignation letter is the last impression that you leave on your employer. Just like your first impression, it is also very important as it can hamper your professional image with the company. While writing a two weeks’ notice resignation letter, there is not much information that you are suppose to include. You must gracefully inform the employer about your resignation and also mention the last date of your working. As gratitude, you can always end your letter with a thank you note.

Here is a sample of resignation letter with two weeks’ notice to help you frame a professional letter with balanced information. Customize it and use it as per your need to make it a perfect letter.

Two Weeks Notice Resignation Letter Sample

Henry Jack
112, Richmond Apartments
New York 456 123
Date: 23th October, 2015


Mr. Adam Simon,

Human Resource Manager
ABC Corporation Ltd.
123, Genuine Street
New York 123 456

Sub: Resignation Letter

Dear Mr. Simon,

Please accept my resignation letter from the position of Marketing Manager, effective two weeks from today. My last day at ABC Corporation Ltd. will be on 28th October, 2015.

I am relocating to California as my wife has not been keeping well and from now on her treatment will be conducted by a specialist based in California. This has surely not been an easy decision to make, especially when I have given ten years of my professional life to this organization. I have thoroughly enjoyed working with ABC Corporation Ltd. and I am going to miss my team, my co-workers and the management.

During the next two weeks, I will be there to help you in every possible way to make sure that the working of the company doesn’t get affected and this transition happens in a smooth manner. I will also be helping with hiring and training my replacement. Please inform me if there is anything specific that you would like me to do.

I wish you and the company all the best for future endeavors. It has been a pleasure working as a part of ABC Corporation Ltd.

Best regards,

Henry Jack

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Posted by Hrformats - October 23, 2015 at 11:44 AM

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Letter to Customers Announcing Resignation of Employee

Whenever an employee works with an organization, over a period of time, he tends to develop a relationship with a client. The customer prefers working directly with him as he trusts him. But when an employee leaves the organization, in such a situation, the client starts to feel lost because now he doesn’t know who to contact at the time of need. To avoid such a situation, it is the responsibility of the company to act at the earliest by informing the client about the departure of that employee and also give him another option to get in touch for all kinds of needs that were fulfilled by the previous employee.

Here is a format example of letter to customer announcing resignation of an employee. It contains all the essential points that need to be mentioned in such formal letters. You can modify it as per your need and use it.

Format for Letter to customers announcing resignation of employee


Sana Jackson

Marketing Manager

ABC Corporation Pvt. Ltd.

52 Richmond Street

New York

Date: 26.08.15


Mr. Anthony Jacob

78 Herald Street

New York

Dear Sir,

This is Sana Jackson, Marketing Manager, ABC Corporation Pvt. Ltd. The purpose of writing this letter is to inform you that Mr. James Richard is no longer associated with our company since August 20th, 2015. Due to some problem at personal end, he decided to resign from the company.

Our new representative, Mr. Sam Smith shall soon get in touch with you. He will be responsible for any assistance you need and will be managing your account from now on. In case you have any queries then please feel free to write me at



Sana Jackson

Marketing Manager,

ABC Corporation Pvt. Ltd.

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Posted by Hrformats - September 7, 2015 at 12:47 PM

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Sample Resignation Letter with Complaint

While working for the company, you sometimes have to leave your job because of some bad experiences which compel you to resign from your job. In such a case, you must put up your resignation letter in a formal way which also includes a complaint against the company. It is important for you to make your part clear and also inform the management about the reason because of which you have been forced to resign. The resignation letter with complaint should be professional and courteous in its tone.

Use the format template given below which will help you frame a customized letter consisting of reason because of which you are quitting your job. You must make it clear that you are leaving the organization because you no longer feel that the environment at the office is conducive for you to work.

Sample Resignation Letter with Complaint

Sam Jackman

123 Silver Street

42, Park Avenue
New York

Date: 11th June, 2015

Adam Gibbs

HR Manager,

ABC Corporation Pvt. Ltd.

New York

Dear Mr. Gibbs,

This is to inform you that I am resigning from the position of Marketing Executive in ABC Corporation Pvt. Ltd. My last working day in the Company will be on 30st June, 2015.

I would also like to bring to your notice the unhygienic working conditions in the Sales Department. I had informed about the same to my Department Head as well but despite writing to him, no action has been taken in the last five months. Due to poor working conditions, not just me but other employees have suffered from frequent episodes of illness.

Therefore, I have decided to resign from my job as I cannot work in such poor working conditions at the cost of my health.

I hope that the Company will understand my situation and all my outstanding dues will be cleared before my last working day in the organization.

Thank you.

Yours Sincerely,

Sam Jackman

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Posted by Hrformats - June 11, 2015 at 12:02 PM

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Resignation Letter Sample for Higher Studies

Everyone aspires for a bright career. And sometimes you have to take up some new course or go for higher studies so that you can add more qualification to your resume and have a better career. If you are already working and planning to go for higher education then you must put up a formal resignation letter to your organization stating that you will have to leave your job to pursue higher studies. Such a letter has to be written in a formal and polite tone. Also it should be able to express the reason with clarity. Do not forget to mention your last working day and the notice period which you can serve. All these details will make your request complete.

Here is a sample example to help you write a professional resignation letter for high studies. It has been designed by professionals and you can use it for reference to create a personalized draft addressing your organization.

Format for Resignation letter for higher studies

Sam Jackman

123 Silver Street

42, Park Avenue
New York

Date: 31th May, 2015

Adam Gibbs

HR Manager,

ABC Corporation Pvt. Ltd.

New York

Dear Sir,

Please accept my resignation from the post of Finance Executive with ABC Corporation Pvt. Ltd. with effect from 1 June, 2015. The reason due to which I am leaving the company is that I am pursuing higher studies at California Management College.

As you know that I am only a graduate in Finance from New York University and I have been looking forward for a good opportunity to have further education in the same field since long. I am really happy that I have been shortlisted for the course and I will be joining the class of 2016 at California Management College for 2 years Masters in Business Administration program. I am sure that once I have completed this program I will be able to resume my career with a much stronger academic background. I am really sorry because I will not be able to serve the notice period because I had received the confirmation letter from the University two days back.

California Management College requires all the MBA students to go for a preparatory course in financial accounting. To pursue that course, I will soon be leaving for California to prepare myself in this subject, so I will be leaving Australia this month itself in readiness for this.

I am quite sure that Company will have no problems regarding the audit reports. I will hand over all the important documents and files to Mr. Jacob Smith, who works in Accounts department. He will be handling the current files. In case, you need any help in preparing the current audit reports then you can always call me or email me.

I would like to thank the organization and my colleagues for their support and guidance. It has been a wonderful learning experience. I am also thankful to the management for their understanding. Please inform me about all the formalities related with the resignation procedure.

Thanking in anticipation

Yours sincerely,

Sam Jackman

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Posted by Hrformats - June 1, 2015 at 12:17 PM

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Acknowledgement Resignation Letter Template

There are times when employees leave the company. At these times, the owner of the company or the HR Manager receives resignation letters and they have to acknowledge and respond to these requests in a formal way. Such letter are suppose to contain all the information concerning the last working day, the notice period the candidate is suppose to serve and various other things which are needed to bring a clarity to the employee.

Here is a sample template given below. You can use it to create a professional acknowledgement resignation letter which shows acceptance along with information on the topic. Use it for writing your own draft.

Format of Acknowledgement resignation letter template

Norah James

HR Manager

ABC Corporation Pvt. Ltd.

Date: 29th May, 2015

Adam Reynolds

Assistant Manager

Marketing Department

ABC Corporation Pvt. Ltd.

Dear Mr. Reynolds,

This is in response to your resignation letter dated 5th May, 2015. I am writing to confirm that your resignation has been accepted by the company. This means that your last working day with the company will be 31st May, 2015.

You will be paid including your termination date. You will also be remunerated for any holidays that you have accrued during the current year up to your termination date but you have not availed. You will receive the complete amount in your last paycheck.

I would like to thank you for all the dedication, hard work and commitment you had put in for the good of the Company. I wish you all the success and glory in your future endeavors.


Norah James

HR Manager

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Posted by Hrformats - May 29, 2015 at 12:22 PM

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Sample Resignation Letter Due to Career Change

Sometimes it happens that you stop enjoying your present job and you realize that this is something which is not giving you the thrill to work. Hence, you desire to change your career. And when you are planning to do something of the sort then you must write a sample resignation letter to the management of your company expressing your desire to give a new direction to your career by bring a promising change in it. It is your duty that you inform your manager about your intensions in a formal way. Make sure that the tone of your letter is courteous.

Here is a sample template to help you create a personalized formal draft consisting of all the necessary details. Let us have a look at this format using which you can create a perfect resignation letter stating your need to resign because you desire for changing your career.

Template for Resignation Letter Due to Career Change

Sam Jackman

123 Silver Street

42, Park Avenue
New York

Date: 25th May, 2015

Adam Gibbs

HR Manager,

ABC Corporation Pvt. Ltd.

New York

Dear Mr. Gibbs,

With a heavy heart, I would like to inform you that I am resigning from my position as Finance Manager for ABC Corporation Pvt. Ltd. My last working day with the company will be June 30th, 2015.

I have taken up a job as a lecturer with a college and from now on I will be teaching Economics to the students of high school. I have taken this decision because I had wanted to give a new direction to my career. After working for 8 years with ABC Corporation Pvt. Ltd., I am surely going to miss my job but I have taken up this offer because I want to share my experience and knowledge with the young minds. This is something I had always wanted to pursue.

I would like to thank the management and my co-workers for their support. I would like to thank the company for the opportunities they bestowed on me. I was a wonderful experience to have been associated with a company like ABC Corporation Pvt. Ltd. This span of eight years has been a wonderful time in my career.

I wish from the bottom of my heart all the success for the company. May the company achieve greatest success in all its future endeavors. Please feel free to contact me in case you need my assistance. I will be happy to be of some help to the organization.


Sam Jackman

Finance Manager

ABC Corporation Pvt. Ltd.

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Posted by Hrformats - May 28, 2015 at 12:30 PM

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Acceptance of Resignation Letter of Director

Director is an important position in a company. When a person resigns from such a post then the management takes it time to react on such a request. If you are the HR manager of a company or you are in the administration department of your company and you have to frame a formal letter of acceptance to the resignation request submitted by your director then here is an example sample template given below for your reference. Use this format to write your personalized letter consisting of all the important points.

Format of Acceptance of resignation letter of director

David James

123 Silver Street

New York

Date: 26th May, 2015

Subject: Director of Resignation 

Dear David James, 

This is in response to your resignation letter dated 15th May, 2015. It is with greatest reluctance I accept your resignation as Director of ABC Corporation Pvt. Ltd., effective 20th May, 2015.

The company understands that due to long convalescence from illness, you are shifting with your family in California. We have had an amazing association with you over all these years. You have been a big support in bring some wonderful changes in the organization which have helped us grow. Your magnificent performance, your idealism and determination has been a motivation for all of us. You have been a wonderful person to work with and we are going to miss you.

We wish you all the best. May you have a speedy recovery. Get well soon.

Thanking You.

Yours sincerely,

Andrew Gibbs


ABC Corporation Pvt. Ltd.

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Posted by Hrformats - May 26, 2015 at 12:24 PM

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How to reply a Resignation Letter

Resignation and recruitment are two very important processes in a company. When you are working as the HR manager in a company or you are the owner of the organization then you are suppose to be responding to various kinds of requests made by your employees. Resignation letters are one kind of letters that you receive from your employees which must be responded in a formal manner. You have to keep in mind that you have delivered all the information and also that the tone of your letter is professional.

Here are some points which throw light on how to reply a resignation letter. Let us read all the points to ensure a perfect draft.


Assuming that you have received a resignation letter from some of your employee, it is clear that the candidate is not interested in continuing his job. Hence, you must accept his request. But in case, the employee is breaking the contract or is not ready to serve the notice period, then in such a case, you can always reject his application for resignation as you have a strong reason.

Mention About The Last Official Working Day

It is important that you must mention the last working day of the employee in the letter when you have shown the acceptance. You are also suppose to mention the tentative period of pay. All these details are very much essential for making your letter complete in information. In case, the employee is breaking the contract that he had signed while joining the company then you are suppose to be talking about the consequences of breaking the contract by quitting the job before the period mentioned in the contract.

Praise The Candidate

If there are no issues involved with resignation process and if the candidate has genuinely been very good then it is important that you praise his good work, qualities and association with the company in few lines. It is always good to sum up these small things as a good gesture.

Handover of Duties

You can then talk about handing over of duties and responsibilities to a new candidate who is going to replace him. This is optional depending upon the profile and situation.

Last Documents and Company Assets

You can then ask the person to sign the last documents, if any. You can also ask him to submit the company assets, if any, like laptop, mobile phone, credit card etc. before leaving the company with the HR department or any other concerned person.

Expressing Grief

You can also express your grief at the resignation of that person. It is always a formal and good thing to do. It is always appreciated if you end this association on a happy note. It is considered as a nice gesture.

Ask for Exit Interview, if any

If your company conducts exit interview then you can always ask the employee to participate in the process. Give him an option to contact the HR manager or concerned person, if he is interested in seeking the interview. It will always help the relationships stay good.

Wish Luck

The last and the final step is to wish the person good luck in his future ventures to show the optimistic attitude of the company.

Keep all these points in mind while framing an acceptance letter to the request of resignation submitted by an employee of your company. Make sure that you keep the tone of the letter formal and courteous. It is good that you always make the person feel good about the association he has had with the company.

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Posted by Hrformats - May 25, 2015 at 9:28 AM

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