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Employee Resignation Form

An employee resignation form is a structured HR form that captures a resignation in a standard format: who is leaving, when notice was given, the reason and the proposed last day. Managers and HR sign it so the exit workflow has one approved record.

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[Company Logo][Company Name]

EMPLOYEE RESIGNATION FORM

Form No.:: [Reference Number]
Date Received by HR:: [Date]

[Company Name]
[Company Address]

To be filled by the employee and submitted to the reporting manager and HR. Please write clearly.

Section A: Employee Details

Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Reporting Manager
UAN (for PF transfer)
Personal Email
Mobile Number

Section B: Resignation Details

Date of Resignation
Notice Period as per Appointment Letter
Requested Last Working Day
Request for Notice Waiver / Buyout (Yes / No)
If yes, reason for early release

Section C: Reason for Leaving (tick all that apply)

Better career opportunity
Compensation
Higher studies
Relocation / family reasons
Health reasons
Work environment or role fit
Retirement
Other (please specify): ____________

Section D: Reporting Manager

Retention discussion held (Yes / No) and outcome
Recommended Last Working Day
Handover to (name)
Manager Remarks

Section E: HR Verification

Approved Last Working Day
Leave Balance (days)
Notice Shortfall (days), if any
Outstanding Loans / Advances
Exit Clearance Initiated On

Declaration

I, [Employee Name], hereby tender my resignation voluntarily. I understand that my last working day will be confirmed by the company, and I undertake to complete the handover, return all company property and finish the exit clearance before relieving.

Employee
[Employee Name]
Date: [Date]

Reporting Manager
[Reporting Manager]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Employee and employment details including UAN for PF transfer later
Date of resignation and notice period as per appointment letter
Requested versus approved last working day, so disputes are avoided
Reason for leaving with tick-style categories for reporting
Notice waiver or buyout request section
Reporting manager remarks and recommendation
HR verification of leave balance and dues, and employee declaration

When to use it

Your company wants every resignation recorded on one standard form rather than free-text letters
Store or factory staff resign verbally and HR needs a signed written record
You need manager and HR approvals with dates for audit and attrition reporting
You track reasons for leaving across departments and want consistent data

How to customise this template

1Replace the reason-for-leaving categories with the ones your HRMS reports on
2Add or remove approval levels (department head, plant head, director) as per your hierarchy
3Pre-fill the notice period for each grade if it varies by level
4Print on company letterhead or upload as a fillable form on your intranet
5File the signed form in the personnel file and start the exit clearance from it

HR tips

Record the date the form was received, not just the date written by the employee
Never make the employee wait for approval to submit; record it and then process
Use the reason data in aggregate only and keep individual remarks confidential
Attach the original resignation letter or email if the employee also sent one

For HR & hiring managers

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Frequently asked questions

What is the difference between a resignation letter and a resignation form?+

A resignation letter is written by the employee in their own words. A resignation form is the company's standard format that captures the same information along with manager and HR approvals in fixed fields.

Can a company refuse to accept a resignation form?+

Companies usually accept resignations and only negotiate the last working day or notice period. Holding back acceptance should be based on the appointment terms and applicable law, so check with HR policy and legal advice if in doubt.

Who should sign the employee resignation form?+

The employee, the reporting manager and HR at minimum. Some companies also add the department head or a unit head for senior roles.

All 50 resignation, exit & full-and-final settlement →

[Company Logo][Company Name]
EXIT INTERVIEW FORM
Interview Date:
[Date]
Mode:
[In person / Video / Phone]
Interviewer:
[HR Name]
Employee Details
Employee Name
Employee ID
Designation
Department
Reporting Manager
Date of Joining
Last Working Day
Total Service (years / months)
Reasons for Leaving
Primary reason
Secondary reasons
When did you first think of leaving?
Was there anything that could have changed your decision?
Ratings (1 = Very poor, 5 = Excellent)
Form · Word
Employee Exit Interview Form
Download .docx
[Company Logo][Company Name]
RESIGNATION LETTER
Date:
[Date]
Employee ID:
[Employee ID]
To,
[Reporting Manager]
[Designation of Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources
Subject: Resignation from the post of [Designation]
Dear [Reporting Manager],
Please accept this letter as formal notice of my resignation from the position of [Designation] in the [Department] department of [Company Name]. I joined the organisation on [Date of Joining], and after careful thought I have decided to move on to pursue [a new professional opportunity / higher studies / personal reasons].
As per the terms of my appointment, I will serve a notice period of [Notice Period], and my last working day will be [Last Working Day]. If the company agrees to an earlier release, I am open to discussing it, subject to completing my handover.
Letter · Word
Resignation Letter Format
Download .docx
[Company Logo][Company Name]
RESIGNATION ACCEPTANCE LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Acceptance of Your Resignation
Dear [Employee Name],
We acknowledge receipt of your resignation letter dated [Date of Resignation]. After discussion with your reporting manager, the management has accepted your resignation from the position of [Designation]. Your last working day with [Company Name] will be [Last Working Day].
Before your last working day, please complete the following:
Letter · Word
Resignation Acceptance Letter
Download .docx
[Company Logo][Company Name]
ACKNOWLEDGEMENT OF RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Acknowledgement of Resignation Received on [Date of Resignation]
Dear [Employee Name],
This is to acknowledge that the Human Resources department received your resignation from the position of [Designation] on [Date of Resignation] through [email / letter / HRMS]. Your resignation has been recorded in your personnel file with this date.
As per your appointment terms, your notice period is [Notice Period]. Based on the date of receipt, your tentative last working day would be [Last Working Day]. Please treat this date as provisional until you receive the formal acceptance letter, which will confirm the final date and exit formalities.
Letter · Word
Resignation Acknowledgement Letter
Download .docx
[Company Logo][Company Name]
REQUEST FOR WITHDRAWAL OF RESIGNATION
Date:
[Date]
Employee ID:
[Employee ID]
To,
[Reporting Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources
Subject: Request to Withdraw My Resignation Dated [Date of Resignation]
Dear [Reporting Manager],
I had submitted my resignation from the position of [Designation] in the [Department] department on [Date of Resignation], with my last working day proposed as [Last Working Day]. The resignation was [acknowledged / accepted] vide letter Ref. No. [Reference Number] dated [Date].
After further reflection, I would like to respectfully request that my resignation be withdrawn and that I be allowed to continue in my present role. [Reason, e.g. my personal circumstances have changed / after our recent discussion I am confident my career goals can be met here].
Letter · Word
Resignation Withdrawal Request
Download .docx
[Company Logo][Company Name]
APPROVAL OF RESIGNATION WITHDRAWAL
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Approval of Your Request to Withdraw Resignation
Dear [Employee Name],
This refers to your resignation dated [Date of Resignation] and your subsequent request dated [Date of Withdrawal Request] to withdraw it. We are pleased to inform you that the management has approved your request. Your resignation is hereby treated as withdrawn and of no effect.
Your employment with [Company Name] will continue without any break in service from your original date of joining, [Date of Joining]. Your designation, reporting line, compensation and all other terms and conditions of your appointment remain unchanged, except as stated below.
Letter · Word
Resignation Withdrawal Approval
Download .docx
[Company Logo][Company Name]
RESPONSE TO RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Resignation Dated [Date of Resignation] – Unable to Accept as Submitted
Dear [Employee Name],
We have received your resignation dated [Date of Resignation] requesting relieving on [Requested Date]. After review, we regret that the company is unable to accept the resignation on the terms submitted, for the following reason:
- Option 1 – Notice period: Clause [Clause Number] of your appointment letter requires [Notice Period] notice or payment in lieu. Your request does not meet this requirement.
- Option 2 – Pending inquiry: A domestic inquiry under charge sheet Ref. No. [Reference Number] is in progress, and as per [Standing Orders / Policy Name] the matter must be concluded before separation is processed.
- Option 3 – Service agreement: Your [training / service] agreement dated [Date] sets out the exit process in Clause [Clause Number], which has not yet been followed.
Letter · Word
Resignation Rejection Letter
Download .docx

Primary reason
Secondary reasons
When did you first think of leaving?
Was there anything that could have changed your decision?

[Company Logo][Company Name]

EXIT CLEARANCE FORM

Form No.:: [Reference Number]
Date Issued:: [Date]

Part A: Employee Details

Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Date of Resignation / Separation
Last Working Day
Type of Separation (Resignation / Retirement / Termination / Contract End)

Part B: Departmental Clearance

Department	Items to Check	Dues / Recovery (₹)	Cleared By (Name)
Reporting Manager	Handover note, files, pending work	[Amount]	[Reporting Manager]
IT	Laptop, accessories, email and system access, software licences	[Amount]	[Name]
Admin	ID card, access card, locker key, parking sticker, mobile / SIM	[Amount]	[Name]
Finance / Accounts	Salary advance, loan, travel advance, expense claims, corporate card	[Amount]	[Name]
Stores / Library	Tools, uniforms, books, safety equipment	[Amount]	[Name]
HR	Exit interview, leave balance, insurance, PF and gratuity forms	[Amount]	[HR Name]

Part C: HR Final Clearance

Form · Word

Exit Clearance Form

Download .docx