Best Resignation Letter Format (+ Free Template Download)

resignation letter format

A resignation letter is a formal notice and written notice of resignation to an employer. It informs the employer that the employee would like to be relieved of their job duties and responsibilities. This formal letter is authored by an employee after speaking with their boss or supervisor about the intent to exit their current position and employment.

Once the letter is submitted to the HR department, it is considered a formal notice. And the notice period or transition period begins, which normally lasts two weeks. During this time the employee and the employer transfer duties and responsibilities to a new employee or colleague who is replacing the employee.

An exit interview is normally provided to an employee during their last day of employment. This provides the employee with the opportunity to give feedback to their employer and boss. The feedback usually consists of three to four bullet points of constructive ways the position can be improved for the business.

When writing an official letter, consider the following:

Once the letter is completed, submit the formal notification and letter to the HR department to keep on record.

Resignation Letter Format

The following resignation format should be followed when writing a resignation letter.

Contact Information
First Name / Last Name
Phone Number
Email Address

Current Date
January 1, 2020

Employer Contact Information
Manager’s Name
Job Title
Manager’s Email Address
Company Name

Salutation / Greeting
Dear Mr./Ms./Mrs. Last Name

First Paragraph
State the notice of resignation and the date of which the resignation is effective (sometimes referred to as the end of employment date or effective date).

Middle Paragraph
Thank the employer for the opportunities they have provided to you, the resigning employee. Highlight positive experiences with the employer.

Final Paragraph
End the resignation with a sincere thank you and offer to assist with the transition or train a new employee/colleague.

Closing Statement
Sincerely or Respectfully yours.

Typed or Handwritten Signature.
best resignation letter template

Resignation Letter Template

Download this resignation letter template in Word format. Can be imported as a Google Doc. Instant download. No email required.

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Resignation Letters

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author: patrick algrim
About the author

Patrick Algrim is an experienced executive who has spent a number of years in Silicon Valley hiring and coaching some of the world’s most valuable technology teams. Patrick has been a source for Human Resources and career related insights for Forbes, Glassdoor, Entrepreneur,, SparkHire, and many more.


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