So, this is it, and you have decided to move up.

Now, the barrier between this job and your fabulous new job is a formal resignation letter.

The resignation letter you submit to HR will determine the nature of the notice period and your relationship moving forward. So it’s worth spending some time making this letter solid and polished.

This document serves as proof in your file that you have complied with your organization’s notice requirement. Most employers via hiring contracts inform that employees must provide at least two weeks of notice to resign from their position.

Regardless of why the position is not a good fit for you, knowing how to write a formal resignation letter is highly important.

We have drawn a descriptive outline for you to understand how to go about writing a resignation letter and keep it to the point:

Importance of a Resignation Letter

Writing a resignation letter is important because it helps you maintain a positive reputation as a professional and provides your employer advance notice to find someone to replace you in your position.

This can help you leave an organization on good terms and improve your chance of receiving a positive recommendation from them while creating an opportunity for you to return to the employer if your needs change.

Apart from that, companies mandate a resignation letter to prove that an employee quit voluntarily and was not laid-off or let go for cause.

Resignation Letter Format

The resignation letter format is the same as any formal letter. It goes like this:

  • Senders address
  • Date
  • Receivers address
  • Salutation
  • Body of the resignation letter containing

Statement of resignation
Last working day
Appreciation of tenure
Gratitude for the opportunity
Extended offer of support

  • Your name and signature

If you are sending your resignation letter via email, the subject line should indicate what the contents are.

Resignation - Joe Smith or Joe Smith Resignation as the subject will ensure that your manager will recognize the importance and crux of the mail. The body of the mail should be the same as the formal resignation letter.

Here’s a sample resignation letter that will give you a broader idea:

Sample Formal Resignation Letter

[Your name]
[Your address]
[Your city, state, and zip code]


[Recipients name]
[Recipients designation]
[Company name]
[Company address]
[Company city, state, and zip code]

Dear Mr./Ms. Last Name

I am writing this letter to submit my formal notice for discontinuing my role as Office Manager for Larry and Keets on Jul 31, 2022.

I am incredibly grateful for the opportunities I have been granted with working for the past four years. It has been a delightful experience to work with a talented team and for such a great company. I have learned so much about marketing strategies and the digital media space, which I will certainly take with me throughout my career.

Please let me know in what ways I can help during this transition. I wish the company continued success and look forward to keeping in touch.

[Your name]

Sample Resignation Letter Effective Immediately

Dear Mr. Meredith,

I would like to inform you of my formal resignation from my position as Head of Security with the National Park Service.

I understand my contract expires by May 24, but I would like to resign with immediate effect for an urgent personal reason. I thank you for this opportunity to work with you and your staff.

Please let me know how I can assist with this transition. Please accept my apologies for the inconvenience that may arise because of my decision.

Edward Martin

Also read: Reason for Leaving a Job

Resignation Letter: Points to Avoid

Certain aspects that you should avoid while writing a resignation letter are:


Brag About New Opportunities

It is unnecessary to bring up your newfound opportunities more than required. If your employer insists on a reason, you can politely describe the new job offer you have received, and that you wish to explore this new path after careful consideration.

Spill the Whole Truth

Maybe you are leaving because you don't get along with your boss, don’t fit in the corporate culture, or don’t feel any connection to the company’s larger goals. Now is not the time to be forthright about these feelings.

Keep the resignation letter positive and try to cement the networking relationship. Do not confuse this as a chance to vent.

Quit Without Notice

Every industry is a very small world in itself. If you leave without formal notice or on bad terms, it will likely return to bite you in the long run.

Make sure to provide advance notice and fulfill your duties until you are a part of the organization.

Also read: What you can do if you hate your job

7 Things to Consider Before Submitting Your Resignation Letter

Be sure to do these things prior to saying goodbye to your current job:

  • Reason: Understand why you want to resign and whether it is a strong enough reason to discontinue working for your current employer.

  • Career path: As you begin your search, keep an account of how a new job will move you in the direction of meeting your larger career goals.

  • Confrontation: Talk to your employer about your reasons if you wish to discuss opportunities that may suit you better in the current organization.

  • Savings: Make sure you have enough money in your savings to cover a few months of expenses if needed between your current and the new job.

  • Paid time-off: Be sure to use up your paid time-off before resigning because there is no point in leaving any mode of compensation unutilized.

  • Advance notice: Submit an appropriate notice, as that maintains professionalism and gives your employer time to find someone to replace you.

  • References: Get references from your current employer before your final day. They always help in boosting a good reputation.

Documents to Ask for Before Submitting Your Resignation Letter

Make sure to ask your manager for the following documents:

  • Request for experience letter, no objection letter, and a copy of the last paid salary slip
  • Recall and ask for any original copies of documents submitted to the company
  • You can ask for testimonials from your superiors or the company itself
  • Request certifications for awards & recognitions received during your job tenure

Also read: Job Search Sites

Key Takeaways

Our key tip to you is to stay diplomatic.

We recommend you do not make your resignation letter a list of grievances. You might want to associate with the company again in the future or cross paths with your present boss at some point.

Baseline, you will need a reference from your employer. So, keep your resignation letter tactful and upbeat.

Here is a gist of all the important things regarding a resignation letter:

  • A formal resignation letter is important for you to provide advance notice to your employer and maintain a positive professional reputation.
  • A resignation email should have a subject line that indicates the crux of the mail.
  • Make sure to not brag about your new job, state grievances, and quit without notice while writing your resignation letter.
  • Be mindful of compensation, benefits, and work in your new job compared to your current job.
  • Utilize your paid leaves and buck up your savings before finally resigning.

For any queries or concerns, feel free to drop a mail at, and we will surely get back to you at the earliest.

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