Employee Resignation Letter Format (+5 Samples)

By OptimistMinds
Page last updated: 22/09/2022 | Next review date: 22/09/2024

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In this blog post, we will describe the format for an employee resignation letter. We’ve also added some sample letters for your reference.

Employee Resignation Letter Format

The following points are very important when structuring the format for an employee resignation letter:

  • Start with your address and the company’s address
  • Write appropriate salutations
  • Open your letter with your statement of intent
  • Include the effective date of resignation
  • Give a brief explanation of why you are resigning
  • Express your gratitude for the things you appreciate
  • Offer your assistance with the transition
  • End the letter positively
  • Add your signature and contact details

Sample 1: Employee Resignation Letter Format

“[Date]

Dear Sir,

I am writing to inform you of my resignation from the position of [job title] at [company’s name]. My last working day with the company would be [date of last working day]. Please treat this as my formal resignation, as required under company rules.

It has been a real pleasure working in the company under your guidance. I thank you from the bottom of my heart for making me a part of this reputed organisation. The fond memories of the time I spent in the company would always remain close to my heart.

Please let me know if there is anything I can help you with during the transition. I would be glad to train someone as my replacement.

Yours Sincerely,

[Your Name]”

Sample 2: Employee Resignation Letter Format

“Dear Mr/Ms [your supervisor’s last name],

Please accept this as my formal resignation from XYZ Company. My last day would be [insert your final day of work], two weeks from today. I am grateful for all your support during my time here and deeply appreciate all the valuable experiences I have gained. It has been a sincere pleasure working with you and the team.

Please let me know how I can help during this transition and make it as smooth as possible. I wish you all the best.

Best wishes

[insert your name]”

Sample 3: Employee Resignation Letter Format

“Dear [employer’s name],

I am writing to let you know that I am resigning from my position as [job title] with [company name] from [date of last day at work]. While I am sorry to leave, I think it is the best choice I can make under the present circumstances. I have decided to resign because [reason for resignation].

Thank you for the opportunity to work with your company. I am very grateful for the positive experiences I have had here and enjoyed the projects I undertook with you and my colleagues. Before I leave, I am willing to assist you with the transition in any way possible. Please feel free to let me know if I can help you with training your new hire.

I hope we can stay in touch and I wish you and the company the best.

Sincerely,

[Your name]”

Sample 4: Employee Resignation Letter Format

“[Current date]  

Dear [Supervisor’s name],  

Please accept this letter as my formal resignation from my role as [Title]. My last day with [Company] will be [End date].  

To ease the transition after my departure, I am happy to assist you with any training tasks during my final weeks on the job. I intend to leave thorough instructions and up-to-date records for my replacement.  

I would like to take this opportunity to thank you for the knowledge and experience I have gained by working here. I am very grateful for the time I have spent on our team and the professional relationships I’ve built. It’s been a pleasure working for you, and I hope our paths will cross again in the future. 

Sincerely, 

[Your signature and printed name] “

Sample 5: Employee Resignation Letter Format

“Dear (Employer Name),

I’m writing to give my formal notice that I’ll be leaving my role as (Designation) for (Company Name) on (Effective Date).

I’ve recently received an offer to serve as an executive assistant at a small startup, and after careful consideration, I’m excited to explore this new path in my career journey.

I’m incredibly grateful for the opportunities I’ve been provided working on the Operations team for the past four years. It’s been a wonderful experience to work for such a great company and help in solving Larry and Keets’ mission to provide better financial support for older employees.

Please let me know if I can be of any assistance during this transition. Thank you for all your guidance. I wish you all the best, and look forward to keeping in touch.

Sincerely,

(Your Name)”

If you like this blog post, please leave your comments and questions below.

FAQs (Employee Resignation Letter Format)

Is a letter of resignation the same as quitting?

There is no essential difference between the two except that quitting is just the action of leaving a workplace. A letter of resignation is a formal way to communicate this action.

Is a resignation letter a legal document?

No, a letter of resignation is not a legal document as it is not legally binding and does not comply with the official legal requirements of formal contract termination.

How many types of resignations are there?

The etiquettes related to resigning are unique to each organisation. Nevertheless, typically, a written notice is required. This letter is to be submitted at least two weeks before the date of leaving.

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