Formal Resignation Letter Format – How To Write Resignation Letter

Resignation Letter Format- So, You have decided to leave your current job and want to move on. The only thing standing between you and leaving a job is a formal resignation letter to your manager and having an in-person talk.

And for the same purpose, if you are looking for Formal Resignation letter samples, types and ideas on how to write a formal resignation letter to the boss. We got you covered!

Formal resignation letter

A formal resignation letter which is used when a person decides to leave a current company he/she is working and conveys it to that specific organization in a formal declaration is called a formal resignation letter.

For example, you have been working in a company for some time and you have been offered a new dream job of yours in a new company. You wish to exit from this organization and reach greater heights by accepting the job of the other organization. It is here that a formal resignation letter format helps you to convey to the concerned authority your decision to move on.

Formal Resignation Letter

There may be some other situation too like if you are bored with your job Or there may be people whose are facing some barriers while doing this job and so on. In all these cases you are willing to exit from your job and to inform this you would require to write down a formal letter.

The whole procedure of quitting doesn’t actually include only writing a formal letter. Howsoever, at first, you have to inform the concerned authority about your decision verbally. They would assign you a stipulated time for ending all your incomplete works and pending tasks. After this, you would require to submit the letter to the concerned department. Lastly, after their approval, you would be allowed to leave the job as per your convenience at that specific ending time.

Read more about the Formal letter here.

How to write a Resignation letter Format?

The procedure for writing down a formal resignation letter format is very simple and includes certain steps which we have enlisted below.

  1. At first, add your name (sender’s name and address) and address

The format styled for writing down a resignation letter in a formal pattern starts with the sender’s name and the address in the letter.

  1. Addition of the date

 A very important part of writing down a formal letter is the date on which you are writing that resignation letter. The commencement of your notice period would be assigned by the concerned authority through this date. Howsoever you should write all these in a left alignment as per the format.

  1. Putting down the name and address of the concerned authority

The receiver’s address is followed by the date and you need to put down the name, and designation of the receiver. Also, make sure that the address of the receiver would be your organization’s official address.

  1. The subject of the letter you are writing

It is a single-line statement of purpose which would state your wish to quit the company. Anyhow, the subject of the letter should always be brief, concise and be able to express your idea of leaving the company.

  1. Salutation

After you are done with all the above steps you would be required to add the greeting and the salutation of the receiver. Always use words like “Respected sir/mam,”, ” Dear sir/mam”. You can also use the first name of the receiver while writing this letter.

  1. The Introduction paragraph

The first paragraph would comprise yourself conveying who you are followed by writing the subject of the letter in a single line stating your idea to leave the company.

  1. The second paragraph

The body of the letter would comprise the reasons stating and justifying my decision to leave. Also, mention the final day of work and then try to keep the whole matter small and precise in a total formal tone.

  1. Conclusion

The final conclusion is to finally thank the organization for all the great opportunities they have enriched you with. At last, offer them help in the completion and succession about the works which were earlier done by you.

  1. The final part of ending the letter

After you have completed writing the letter, end it with an ending decent salutation, followed by your name, email address, and phone number.

Make sure that your letter should be in a very formal and polite tone and the formatting of the resignation letter should be strictly followed.

Resignation Letter Format

Given below, we have enlisted all the steps and templates with examples to help you with the procedure of writing a formal letter.

The official template for writing a formal letter is attached below.

Your name
Your address

Date (on which you are writing the letter)

Recipient’s name
Recipient’s designation
Organization name,
Organization address,
State name.

Subject: (single-line statement of purpose stating your will to resign from the company)

(Salutation) Respected sir/mam,

1st paragraph ( brief introduction about yourself and stating your decision to quit the company.

Body of the letter( including the reasons and problems as to why you are leaving the job)

Conclusion (concluding with gratefulness and offering to help the organization in all the possible ways you could)

Thanking you,

(Ending salutation)

(Your name)

Resignation letter Samples

We would discuss every form of the formal resignation letter format based on the classification and also attach the templates for writing these formal resignation letters which would be step-by-step guidance for those who are willing to pen down a resignation letter.

Simple formal resignation letter

(Your name)

(Your address)

(Date) 22-10-2020

(Recipient’s name)

(Receiver’s designation) Manager (HR),

(organization name)

Ghaziabad.

Subject: (single-line statement of purpose for resignation)

(Salutation)  Respected sir,

(Brief introduction) With due respect, I would like to inform my decision to resign (your name), designated as (designation name), which is effective four weeks from today (organization name).

I am grateful for the opportunities you have given me which have not only boosted my career but also my experience.

If I am of any further assistance, please let me know as I would be very grateful to help you out with my success on the job.

Thanking you,

(Your name),

(Your signature)

Formal resignation letter template and sample

Your name

Your address

Date: 22-10-2020

(Recipient’s name)

(Receiver’s designation)

organization name

organization address

Subject: (single-line statement of purpose for resignation)

Respected sir,

With due respect, I would like to inform my decision to resign (your name), designated as (designation name), which is effective four weeks from today (organization name).

I am really grateful for the opportunities you have given me which have not only boosted my career but also my experience. I am thankful to you for letting me be capable of such endeavours.

If I am of any further assistance, please let me know as I would be very grateful to help you out with my success on the job.

Thanking you,

Yours sincerely,

(Your name),

(Your signature)

Resignation letter Format for email

To (email address of the concerned authority/hr)

Subject: Letter of resignation (your name and position)

Respected sir,

With due respect, I would like to inform my decision to resign (your name), designated as (designation name), which is effective four weeks from today(organization name).

I am grateful for the opportunities you have given me which have not only boosted my career but also my experience.

If I am of any further assistance, please let me know as I would be very grateful to help you out with my successor for the job.

Yours sincerely

(Your name)

Professional Resignation letter Format

Your name

Your address

22-10-2020

(Recipient’s name)

(Receiver’s designation)

organization name

Subject: (single-line statement of purpose for resignation)

Respected sir,

With due respect, I would like to inform my decision to resign (your name), designated as (designation name), which is effective four weeks from today(organization name).

I am grateful for the opportunities you have given me which have not only boosted my career but also my experience.

Not only I have enriched myself with various information but also polished my skill set while working in the company.

I am thankful from the core of my heart and I am looking forward to helping you out in every possible situation you think I  am capable of handling.

If I am of any use in further assistance, please let me know as I would be very grateful to help you out with my successor for the job. I wish that the organization should reach the greater heights possible.

Thanking you,

Yours sincerely,

(Your name),

(Your signature)

Samples of resignation letter

As we know we have various reasons for quitting a company we are working in, therefore, different resignation letters are written in different situations. So we have listed down different samples based on different situations. If you are a person who has been recently diagnosed with some health issues or you are a student whose personal issues are creating barriers to the job Or you are on the verge of retirement, therefore, a resignation letter has to be written.

1) Sample resignation letter in a notice of short period

(Your name)

(Your address)

(Today’s date)

(Receiver name)

(Receiver address)

(Designation)

(Company name)

Subject– Letter of resignation

Respected sir/mam,

With due respect, I (your name) would like to inform you that i am resigning from the position designated as(position name) effective from ( date of resignation).

Due to unforeseen situations which led me to resign, I had to inform you on such short notice and i sincerely apologize for this fact.

I am grateful to you for all the opportunities you have provided me with. Not only did I enrich myself with experiences but also polished my knowledge.

If I am of any help Or further assistance please let me know as I would be very humble to do so. I wish the company all the very best in its future endeavours.

Yours sincerely,

(Your name) ,

(Your signature)

2) Sample resignation letter for voluntary retirement

(Your name)

(Your address)

(Today’s date)

(Receiver name)

(Receiver address)

(Designation)

(Company name)

Subject– Letter of resignation

Respected sir/mam,

With due respect, I (your name) would like to inform you that i am formally taking up the voluntary retirement from the position designated as(position name) effective from ( date of retirement).

After giving the innumerable amount of thought, in this regard I have come to take up the decision of retirement. As this seems to be the right time and the right decision I am happy for achieving such great heights in my life with your constant support and guidance.

I am grateful to you for all the opportunities you have provided me with. Not only did I enrich myself with experiences but also polished my knowledge. As I was a part of the organization for a very long period, my accomplishments are all achieved by shared equanimity and growth.

Please let me know the timing and the date to discuss further my matter of resignation. If I am of any help Or further assistance please let me know as I would be very humble to do so. I wish the company all the very best in its future endeavours.

Yours sincerely,

(Your name) ,

(Your signature)

3) Sample resignation letter for health-related issues

(Your name)

(Your address)

(Today’s date)

(Receiver name)

(Receiver address)

(Designation)

(Company name)

Subject– Letter of resignation

Respected sir/mam,

With due respect, I (your name) would like to inform you that i am resigning from the position designated as(position name) effective from ( date of resignation).

Due to my recent health problems which are worsening day by day I am not able to focus on my work due to which I decided that I would get recovered and focus on my health. I am not being able to carry out my duties as my performance is being affected by my health.

I am grateful to you for all the fantastic opportunities you have provided me with. Not only did I enrich myself with experiences but also polished my knowledge.

If I am of any help Or further assistance please let me know as I would be very humble to do so. I wish the company all the very best in its future endeavours.

Yours sincerely,

(Your name) ,

(Your signature)

4) Resignation letter Format for family-related issues

(Your name)

(Your address)

(Today’s date)

(Receiver name)

(Receiver address)

(Designation)

(Company name)

Subject– Letter of resignation

Respected sir/mam,

With due respect, I (your name) would like to inform you that i am resigning from the position designated as(position name) effective from ( date of resignation).

As my wife, is suffering from a chronic illness which is worsening day by day I am unable to focus on the work and i think it is nearly impossible for me to balance both my work and my home together. As my imbalance would affect the performance of the company’s progress, I have decided to carry out my responsibility as a partner and then focus on my career again.

I am grateful to you for all the opportunities you have provided me with. Not only did I enrich myself with experiences but also polished my knowledge.

If I am of any help Or further assistance please let me know as I would be very humble to do so. I wish the company all the very best in its future endeavours.

Yours sincerely,

(Your name) ,

(Your signature)

Therefore we have given many samples regarding the formal resignation letter. All the steps are encapsulated in the above article and it would be a perfect step-by-step guide for anyone who is looking forward to writing a formal resignation letter.

Next read: Speech for welcome

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