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Resignation Letter Format

A resignation letter is an official letter sent by an employee to their employer giving notice they will no longer be working at the company. In other words, it’s an official form of quitting. The goal of a letter of resignation is to create an official record of notice, provide details about the employee’s last day, outline any next steps, and maintain a positive relationship with the employer. Use CFI’s free resignation letter template to quit as professionally as possible.

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Tips for Writing a Resignation Letter

The general consensus on letters of resignation is, the shorter the better.  There is no need to provide a long-winded explanation of why you are quitting.  Instead, it’s best to be direct, professional, and outline any important information about the termination process.

Here are some helpful tips for writing your resignation letter:

  • Be direct and to the point – mention that you are quitting in the first paragraph (or even the first sentence)
  • Be professional – do not use it as an opportunity to complain, insult, or criticize the company or other employees
  • Give notice of your last day – provide the specific date you are agreeing to work until
  • Provide information about the transition – you may offer to help find your replacement, or agree to finish certain projects and tasks before your last day
  • Proofread and spell check – be sure to thoroughly proofread the letter before submitting to make sure all information is accurate and there are no typos
  • Seek legal advice – depending on the nature of your position, you may wish to seek professional legal advice about your resignation process

Resignation Letter Template

Copy and paste the below text into a Word document or an email as the starting point for own letter.

[Your Name]

[Your Street Address]

[Your City, State/Province, Country]

[Your Phone Number]

[Your Email Address]

[Today’s Date]

[Employer Contact Name]

[Employer Title]

[Employer Company Name]


Dear [Employer Contact Name],

[First paragraph: I am writing to provide you with my formal notice of resignation from The Company.  My last day will be January 19, 2018, two weeks from today.]

[Second paragraph: This was not an easy decision to make, and I appreciate your support over the course of my employment at The Company.  I truly value the experience, training, and knowledge I gained over the past 5 years. It has been a pleasure working with you and the team.

[Third paragraph: Please let me know how I can help during this transition. I wish you all the best as the company continues to grow.]



[Image of Signature]

[Your Name]

Frequently Asked Questions​

You should hand in your resignation letter when you are officially quitting your job. This will serve an official document for HR.

  • Your full name and position at the company.
  • An introduction paragraph stating your intention to resign.
  • The date on which you will be leaving.
  • A paragraph thanking your employer for the opportunities you have been given.
  • A paragraph mentioning your willingness to assist with the transition.
  • Your signature.

The purpose of a resignation letter is to provide official notice to your employer of your intention to resign. It should stipulate the date you will be leaving and how you intend to hand over your duties.

Yes, most employment in the INDIA is “at will” which means you can quit at any time without handing in a resignation letter. However, some companies do require written confirmation of your intention to quit.

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