Resignation letter with notice period template
Copy the text below and replace everything in square brackets with your company details.
From
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Date of joining: [Date of Joining]
Date: [Date of Submission]
Ref: Notice of resignation under clause [Clause Number] of my appointment letter dated [Appointment Letter Date]
To
[Reporting Manager Name]
[Manager Designation]
[Company Name]
[Office Address]
Copy to: [HR Manager Name], Human Resources
Subject: Resignation with [Number] days' notice
Dear [Manager Name],
I hereby resign from my position as [Designation] at [Company Name]. My appointment letter provides for a notice period of [Number] days for confirmed employees. Counting the notice from today, [Date of Submission], my last working day will be [Last Working Day].
- Notice period as per appointment letter: [Number] days
- Notice start date: [Date of Submission]
- Proposed last working day: [Last Working Day]
- Earned leave balance as on date: [Number] days
- [Leave I request to take during notice, if the policy allows: Dates]
[If you need an earlier release: My new employer has asked me to join by [Joining Date]. I request you to consider relieving me on [Requested Date], and I am willing to adjust my earned leave balance against the shortfall or pay the shortfall as per company policy, if the company agrees.]
I have prepared a handover schedule for the notice period. By [Date], I will complete [key deliverable]. Between [Date] and [Date], I will train [Colleague Name or Replacement] on [responsibilities]. In the final week, I will return my laptop, ID card and other company property and complete the exit checklist.
Please confirm my last working day in writing and let me know the process for my relieving letter, experience letter and full and final settlement. My personal email for these documents is [Personal Email].
Thank you for the support and opportunities over the past [Number] years.
Yours sincerely,
[Employee Name]
[Designation]
Mobile: [Mobile Number]
Signature: ____________
Acknowledgement of receipt
Resignation received on [Date]. Last working day confirmed as [Last Working Day] / to be confirmed by HR.
Received by: [Manager or HR Name], Signature: ____________
What to include
Quote the notice clause
Refer to the clause and date of the appointment letter, or the latest promotion letter if the notice changed with the grade. The notice period that applies is the one in your latest written terms.
Show how the last day was worked out
Give the start date and the number of days, and check whether your company counts calendar days or working days. Setting out the arithmetic lets HR confirm or correct it at once.
Leave during notice
Many policies restrict leave during notice or do not allow earned leave to shorten it. State your balance and ask, instead of assuming the leave can be adjusted.
Shortfall and buyout
If you need to leave early, request it in the letter and offer the options the policy allows, such as adjusting leave or paying the shortfall. The company decides whether to accept.
Ask for written confirmation
Request written acceptance with the confirmed last working day. It is the document your new employer and your relieving letter will depend on.
Common mistakes to avoid
- Counting notice from the date you told your manager verbally instead of the written letter.
- Assuming earned leave will automatically be set off against the notice period.
- Promising your new employer a joining date before the current company agrees to it.
- Using the notice period to stop working and delaying the handover.
- Not asking for the last working day to be confirmed in writing.
Run it in ZeniaHR
Once HR records the resignation in ZeniaHR, the employee's last working day is set and their status changes to on notice. Notice days follow the Work terms policy, with separate values for probation and after confirmation and per-grade overrides, so the date the system shows should match the calculation in the letter. Leave taken during notice is applied from My Self-Service and follows the leave type's rules. Offboarding then takes HR through the exit checklist.
See it on your own data
A 30-minute demo on a video call. We set up your departments, shifts and leave rules and show attendance, leave and payroll running for your team. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
How do I mention the notice period in a resignation letter?
Quote the notice clause from your appointment letter, state the date the notice starts, which is usually the date of your written resignation, and give the resulting last working day. Ask HR to confirm the date in writing. If you are unsure whether notice counts calendar or working days, ask HR first.
Can I adjust my leave balance against the notice period?
Only if the company's policy allows it or your manager agrees in writing. Many companies do not allow earned leave to shorten the notice period, and some restrict leave during notice. Unused earned leave is usually paid out in the full and final settlement instead.
What happens if I cannot serve the full notice period?
Request an early release in writing. The company may agree, may ask you to pay wages for the shortfall as your appointment letter provides, or may adjust leave where the policy permits. Leaving without release can delay your relieving letter, so agree the arrangement before you give your new employer a date.
When will I get my final salary after resigning?
Your final wages must be paid within two working days of your last working day, whatever the reason you leave, as the Code on Wages provides. Leave encashment, gratuity where you are eligible and other dues come with the full and final settlement once exit formalities are done.