Resignation Letter Format: Simple Samples for Employees

A resignation letter is an employee's formal written notice that they are leaving the company. It needs only a few things: a clear statement that the employee is resigning, the date of the letter, the intended last working day as per the notice period, a brief word of thanks and an offer to hand over work. It should be short, polite and unconditional, because the people who read it may one day give a reference or rehire you.

When to use it: Submit it after telling your reporting manager in person or on a call, not before. Send it to your reporting manager, copied to HR, by email and on paper if the company asks for a signed copy. The date on the letter starts the notice period, so send it on the day you mean it.

Resignation letter 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: [Date]
Ref: Appointment letter no. [Appointment Letter Number] dated [Appointment Letter Date]

To
[Reporting Manager Name]
[Manager Designation]
[Company Name]
[Office Address]

Copy to: [HR Manager Name], Human Resources

Subject: Resignation from the post of [Designation]

Dear [Manager Name],

Please accept this letter as formal notice of my resignation from the post of [Designation] at [Company Name]. My last working day will be [Last Working Day], in line with the notice period in my appointment letter.

[Optional: I have decided to [take up a new opportunity / pursue higher studies / relocate to City for family reasons].]

I am grateful for the opportunities I have had here over the past [Number] years, especially [something specific, for example: leading the Rajkot branch launch and learning payroll from the ground up]. Working with you and the team has taught me a great deal.

I will do everything I can to make the transition smooth, including completing my current work, handing over files and briefing whoever takes over my responsibilities. Please let me know how you would like me to plan the handover.

Thank you for your guidance and support. I hope to stay in touch.

Yours sincerely,

[Employee Name]
[Designation]
Personal email: [Personal Email]
Mobile: [Mobile Number]
Signature: ____________

Acknowledgement of receipt

Resignation received on [Date] at [Time].
Received by: [Manager or HR Name], [Designation]
Signature: ____________

What to include

A clear, unconditional statement

Write that you are resigning, in so many words. Phrases like thinking of leaving or may resign create confusion about whether the notice period has started.

Date and last working day

The letter date starts the notice period. State the last working day as per your appointment letter, or ask HR to confirm it if you are unsure how notice is counted.

Reason is optional

You do not have to explain why you are leaving. If you give a reason, keep it neutral. Complaints belong in the exit interview or a separate conversation, not in the resignation letter.

Tell your manager first

Speak to your manager before sending the letter. Learning about a resignation from an email or from colleagues damages the relationship you will need for the handover and references.

Personal contact details

Add a personal email and mobile number so HR can send your relieving letter, experience letter and full and final settlement details after your work email is closed.

Common mistakes to avoid

Resigning in anger by chat message and regretting it the next day.
Using the letter to criticise the manager or the company.
Making the resignation conditional on a counter-offer.
Sending the letter without first speaking to the manager.
Forgetting to keep a copy with the date of submission.

Run it in ZeniaHR

When the resignation is received, HR records it on the employee's record in ZeniaHR, which sets the last working day and moves the person to on notice. The notice days come from the Work terms policy for confirmed staff or probationers, with any per-grade override, so the date matches the appointment letter. During the notice period the employee keeps using My Self-Service for attendance and leave, and HR works through the exit checklist in offboarding.

Employee records and exits Employee documents

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Frequently asked questions

How do I write a simple resignation letter?

Address it to your reporting manager with a copy to HR. Say clearly that you are resigning from your post, give your last working day as per your notice period, thank the company briefly and offer to hand over your work. Sign it and add a personal email and phone number.

Should I mention the reason for resigning?

It is optional. A short, neutral reason such as a new opportunity, higher studies or relocation is fine. Avoid complaints or criticism in the letter, because it stays in your personnel file. If you have concerns you want the company to hear, raise them in the exit interview.

Can a resignation be withdrawn?

You can ask to withdraw it before it is accepted or before the last working day, but the company may decline, especially if it has already hired a replacement. Put the request in writing to your manager and HR. Once the company accepts the withdrawal in writing, employment continues as before.

Can I resign by email?

Yes, most companies accept a resignation by email from the employee's official or registered email, and it serves as the written notice. Some also ask for a signed copy. Follow your company's resignation process and keep a copy of the email with its date and time.