Resignation Letter with Professional Formats and 8 Courteous Samples

Leave No Stone Overturned

Leaving a company is always rough and breaking that news to management can be a delicate task. No matter what the reasons behind leaving your current job, make sure that your resignation letter is straightforward and elegant, yet professional, polite and gracious. Leave no stone unturned with 8 perfect letters that keep up your goodwill.

Before we get into the format and the samples for a well-written and professional resignation letter, let’s understand the basics.

Want to quickly jump to the sample that fits your needs? Click the links below and access right away:

Short and Simple Resignation Letter & Format
Resignation Letter To The Manager
Resignation Letter Due to Personal Reasons
A Teacher Resignation Letter
Due to Relocation
Due to Health Reasons
Due to Pregnancy Complications/Maternity
Due to Another Job Opportunity
Requesting to Rejoin After 9 Months

What is a Resignation Letter

A resignation letter is an important formal communication to indicate to your employer that you plan to leave the company. While some companies do accept email resignation letters, it is not the best of practices. Always make the effort of printing out a well-drafted resignation letter that is properly formatted and signed.

A good letter informing your intent to quit is short, expresses gratitude, and offers to ease the process of filling your position with a new recruit for the company. Remember that as you grow in your career, you are very likely to keep meeting old professional connections and it serves to keep them healthy.

A Short and Simple Resignation Letter Format

This is the first thing that is noticed by your employer when you put in the letter, so make sure it is neat and tidy and represents you well.

[Your Name]
[Complete Address]

[Date]

[Manager/Supervisor’s Name]
[Company Name]
[Company Address]

Dear [Manager/Supervisor’s Name],

Kindly treat this letter as my formal notification of my resignation from the post of [Your Job Title] with [Company Name].

Please be informed that I intend for [Date] to be the last working day, and therefore as per company policy, informing two weeks in advance.

After careful consideration I have decided to take up a job opportunity to enhance my professional growth. I thank everyone for the support and growth during my stay at [Company Name]

Please feel free to contact me at [Email] or on [Phone Number] if there is anything I could help with. I wish the company continued success and growth.

Sincerely,

[Your Name]

The Ideal Resignation Letter & Do’s and Don’ts

Apart from following the format, pay attention to how each thing you say on the letter comes across.

DO’s of Professional Conduct

First, frame your thoughts on these points below. Pause before you write to think clearly. Overall, ensure that you express these matters briefly. Once you are done composing, print the resignation letter on good quality paper after proofing for spelling or grammar errors.

1. State intended last day of work
2. Honor company notice period
3. Express only a positive reason to quit
4. Express gratitude for the opportunity
5. Offer to help if you could
6. Print on high quality paper
7. Submit in person, not email
8. Keep a copy for yourself

DON’Ts of Misconduct

A rude, terse resignation letter is a big no-no. A noob mistake that many young people make is assume that since they are leaving the company anyway, it serves no purpose to be gracious. Nothing could be further than the truth. Irrespective of how good, average, or great you rate your stay with your company, a resignation letter is not the place to reflect negativity.

Similarly submitting a resignation letter on cheap, low quality paper in poor hand-writing with spelling errors reeks of unprofessionalism. Having been a recruiting manager, I cannot emphasize how many resume cover letters are still handed in this manner! It speaks very poorly of the applicant. Avoid such naive errors at all costs.

Let’s review each segment.

Part 1: Addresses and Date

You would notice that as is the norm with any formal letter, first comes the candidate’s address, the date, and the address of the company. It is alright to skip putting your address on the letter. Address your letter to the superior in-charge of handling resignations or say “To whosoever it may concern”.

Part 2: Body of the Letter

Here, two to three brief paragraphs will suffice, or just about four to five sentences broken into paragraphs.

1. State intended last day of work
2. Honor company notice period
3. Express only a positive reason to quit
4. Express gratitude for the opportunity
5. Offer to help if you could
6. Print on high quality paper
7. Submit in person, not email
8. Keep a copy for yourself too

Remember that the reasons to quit can be negative but it is better to handle them in an exit interview rather than on a resignation letter. Always give a non-confrontational polite reason, for instance, a better opportunity or going back to college.

An offer to help ease the process of getting a new recruit to fill your position is always viewed favorably. Do maintain your professional contacts.

Part 3: Customary Thanks and Close

Do remember to include a statement of thanks for the opportunity to work, experience growth, or perhaps, a great team with firm supervisor support. Next, close with signature and name.

Observe these elements in a nicely crafted resignation letter sample below.

A Sample Resignation Letter To The Manager

Kartik Pradhan
346, Rangoli Bazaar
Lucknow

Date: June 12, 2024

Mr. Pradeep Acharya
Manager, HR Department
Redstone Informatics
2nd Floor, Swapnil Complex
Lucknow

Dear Mr. Pradeep Acharya,

I would like to inform you that I would be resigning from the post of Area Sales Manager at Redstone Informatics.

Please note that June 30, 2024 is my last working day here. I have agreed to take up a position offered to me recently in view of my future career prospects.

I convey my deep regards to all my seniors here who I have learned a lot from. Thank you for the opportunities for growth and excellence here at Redstone.

Please let me know if I can be of assistance regarding the vacancy due to my resignation in any way.

With warm regards and best wishes.

Sincerely,

Kartik Pradhan
Ph: 769-xxx-xxxx

Resignation Letter Due to Personal Reasons

There are occasions when out of personal pressures or family situations one is compelled to quit work. In such a case, make sure that your personal reasons are properly communicated and no ill-feelings linger with the management of your company. Also, be flexible, if possible, about when you time your exit so that your company is not greatly inconvenienced. See a sample resignation letter due to personal reasons below.

A Teacher Resignation Letter to Principal 5 Samples

Often times, due to family relocation, personal reasons, family obligations, or a better salary offer, teachers need to either quit or change jobs. Let us do one sample for a teacher resignation letter format.

1. Due to Relocation

Pallavi Roja 5th Floor, Sunshine Apartments Railway Colony Bangalore 25 February 2024 Mr. Vincent Thomas Principal Arunodaya High School 7/14/A, Rajmata Road Bangalore Respected Sir, I regret to inform you that due to my husband’s job relocation to Chennai, we will be moving out of Bangalore city soon. Therefore, I will not be able to continue in my position as a teacher at Arunodaya High School. I request you to treat 15 March 2024 as the last day of work at Arunodaya High School. I shall do my best to fulfil all my work responsibilities regarding syllabus and monthly tests before I leave. I will cooperate with the coordinator, Ms. Ranjana Puri, in this regard. Also, may I request an experience certificate stating my length of employment. Thank you for the opportunity to work with the school. Thank you for your kind consideration and understanding. Best wishes and regards, Sincerely, Pallavi Roja Class Teacher of V-B

Use the same letter format above and find below a body sentence that you can switch to to state the different reasons to quit / leave the position.

2. Due to Health Reasons

FAQs

Conclusion

These formats help you write a polished resignation letter that delivers on all fronts- format, courtesy, graciousness, and helps you maintain a good rapport. If you want samples, here is a good source as well. Remember, it’s a small world and you want to keep your professional network growing!

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