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All hr templates

Everyday HR

Resignation letter

A professional resignation that states the last day and offers a smooth handover.

Type
Everyday HR
When to use
When an employee decides to leave
Format
Editable template
Review by
HR and legal

What it must include

  • Clear statement of resignation and the date.
  • The proposed last working day based on the notice period.
  • An offer to support the handover.
  • Thanks for the opportunity.

Benefits

  • Saves time on routine requests.
  • Makes requests clear, polite, and complete.
  • Speeds up approvals.
  • Reduces back-and-forth between employee and manager.

Template - copy and edit

4 paragraphs - click Copy to use one.

  • Subject: Resignation - [Name]
  • Dear [Manager name], please accept this letter as formal notice of my resignation from the position of [Designation], effective [last working day], in line with my [N]-day notice period.
  • I am grateful for the opportunities and support I have received during my time at [Company]. I will do my best to ensure a smooth handover and will help train my replacement.
  • Please let me know the next steps for clearance and my final settlement. Sincerely, [Name], [Date]

Tips

  • Speak to your manager before sending the letter.
  • Keep it short, positive, and factual.
  • Do not criticise people or the company in writing.

Mistakes to avoid

  • Sending it without a conversation.
  • Emotional language or complaints.
  • Forgetting to mention the notice period.

These templates are general starting points, not legal advice. Have your HR and legal advisors review them against your contracts and the laws that apply to you before use.

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