Free letter template · Word

Resignation Letter Format

A resignation letter is the formal written notice an employee gives the employer to end employment. It states the intention to resign, the notice period being served and the proposed last working day, and it starts the company's exit and handover process.

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[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.

During the notice period I will:

Complete or hand over all pending tasks and open assignments
Prepare a handover note and transfer knowledge to [Successor Name / the person nominated]
Return all company assets, ID card, documents and access credentials
Complete the exit clearance process with all departments

I request you to kindly arrange my relieving letter, experience letter and full and final settlement after my last working day. My personal email for future communication is [Personal Email] and my mobile number is [Mobile Number].

I am grateful for the opportunities, guidance and support I have received during my time at [Company Name]. I have learnt a great deal and I wish the team continued success.

Thanking you,
Yours sincerely,

[Employee Name]
[Designation]
[Department]
Employee ID: [Employee ID]

Received by
[HR Name]
Date: [Date]

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What this template includes

Date of letter – the notice period is counted from this date
Addressed to the reporting manager with a copy to HR so both are formally informed
Clear statement of resignation from the named designation
Notice period as per appointment letter and the proposed last working day
Offer to complete handover and knowledge transfer, which smooths relieving
Request for relieving letter, experience letter and full and final settlement
Brief, positive thanks – keeps the relationship and references intact

When to use it

You have accepted a new job offer and need to give formal notice to your current employer
You are leaving for higher studies, relocation, family reasons or a career break
Your company asks for a signed resignation letter in addition to an email or HRMS entry
You want a written record of the date notice was given, to calculate your last working day

How to customise this template

1Check your appointment letter or HR policy for the exact notice period before filling the dates
2Replace the bracketed placeholders with your name, employee ID, designation and department
3Keep the reason optional and short; you do not have to explain why you are leaving
4If you want early relieving, add one line requesting a notice waiver or buyout
5Sign the printed copy and also email a scanned PDF to your manager and HR

HR tips

Resign in person or on a call first, then send the letter the same day
Do not criticise the company, manager or colleagues in writing
Keep a copy of the acknowledged letter or the HR acknowledgement email
Make sure the last working day matches the notice period, otherwise HR may calculate a notice shortfall recovery

For HR & hiring managers

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Frequently asked questions

Is it compulsory to mention the reason in a resignation letter?+

No. A resignation letter only needs to communicate your decision, the notice period and the last working day. You can mention a reason such as a career opportunity or personal circumstances, but it is optional.

From which date does the notice period start?+

Usually from the date your resignation is submitted and received by the employer. Check your appointment letter or HR policy, as some companies count from the date of acceptance.

Can I send my resignation by email?+

Yes, most Indian companies accept email resignations. Many still ask for a signed hard copy or an entry in the HRMS, so follow the process your company uses.

Should I ask for a relieving letter in the resignation letter?+

It is a good idea to request it. Mentioning the relieving letter, experience letter and full and final settlement reminds HR of the documents you need at exit.

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

[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
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[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
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[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
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[Company Logo][Company Name]

RELIEVING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Employee Address]

Subject: Relieving Letter

Dear [Employee Name],

This has reference to your resignation letter dated [Date of Resignation], which was accepted by the management. We confirm that you have been relieved from your duties and services with [Company Name] with effect from the close of working hours on [Last Working Day].

Particulars	Details
Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation at the time of leaving	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]
Last Working Day	[Last Working Day]

Letter · Word

Relieving Letter Format

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[Company Logo][Company Name]
EXPERIENCE CERTIFICATE
Ref. No.:
[Reference Number]
Date:
[Date]
TO WHOMSOEVER IT MAY CONCERN
This is to certify that Mr. / Ms. [Employee Name], Employee ID [Employee ID], was employed with [Company Name], [Company Address], from [Date of Joining] to [Last Working Day].
During this period, [he / she / they] held the following positions:
Designation Department From To
[Designation] [Department] [DD/MM/YYYY] [DD/MM/YYYY]
[Designation] [Department] [DD/MM/YYYY] [DD/MM/YYYY]
[His / Her / Their] key responsibilities included:
Certificate · Word
Experience Letter Format
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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
Form · Word
Employee Resignation Form
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[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
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[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
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