Writing a resignation letter feels harder than it is. You are not asked to explain your whole career or settle old arguments. The letter has one purpose: to state clearly that you are leaving and on which date, in a tone you will not regret when a future employer calls for a reference.

What a resignation letter must contain

1. Date of the letter.
2. Recipient: your manager or HR, as your company policy requires.
3. A clear statement: "I am resigning from my position as [job title] at [company]."
4. Last working day, in line with your notice period.
5. A short thank-you and an offer to hand over your work.
6. Your signature and name.

Understand your notice period first

Your employment contract or offer letter usually states the notice period, often one to three months for office jobs and shorter for junior roles or probation. Count from the day you hand in the letter, not from when it is convenient. If you want to leave earlier, ask in writing whether the company will accept a shorter notice, a buy-out or leave adjustment. Do not assume it; get the agreement in an email.

Write it in five lines

Example body text you can adapt:

Dear Ms. Sharma,
Please accept this letter as formal notice of my resignation from the position of Senior Executive, Operations. In line with my notice period of 60 days, my last working day will be 30 November 2026. Thank you for the support and learning I have received here. I will complete the handover of my current work before I leave and I am happy to help train a successor.
Sincerely,
Aman Verma

You can also fill in the free resignation letter template, download it as a PDF and print or send it. More documents are in the document templates library.

What to leave out

• Complaints about colleagues, pay or management. If you have feedback, give it in the exit interview.
• Details about your next employer. It is your business until you decide otherwise.
• Emotional language. Keep it factual and courteous.

How to deliver it

Speak to your manager first when you can, so the letter is not a surprise. Then send the letter by email to the person named in the policy and keep a signed printed copy or a copy of the sent email. If the company wants a hand-signed original, print it and sign with a pen, or place your signature on the PDF if signed copies are accepted. Ask for written acknowledgement and the date they recorded as the start of your notice.

After you resign

• Write a handover list: projects, passwords you must transfer to the company, open tasks and contacts.
• Ask about the full and final settlement date and pending leave encashment.
• Request an experience or relieving letter in writing at the end.
• Save copies of your payslips and your offer letter in a private folder.

Frequently asked questions

Is an email resignation enough?

In many workplaces yes, but some contracts or local rules require a signed paper letter. Check your policy and your country's rules; when in doubt, do both.

Should I give a reason for leaving?

You do not have to. A short neutral line such as "for personal and career reasons" is enough.

Can I withdraw my resignation?

Only if your employer agrees. Once accepted it is generally binding, so be sure before you hand it in.

Can I use the template if I am in another country?

Yes, the structure is the same everywhere. Notice periods and form requirements differ, so read your contract and local rules.