Letter & Resume Tips

Simple Resignation Letter Format | Tips to Quit on a good note8 min read

December 23, 2019 6 min read
Resignation Letter Format


Simple Resignation Letter Format | Tips to Quit on a good note8 min read

Read­ing Time: 6 min­utes

Do you remem­ber say­ing good­bye to your friends when you were mov­ing out of the city, it’s kind of over­whelm­ing, right? You fair­ly get an idea of how rarely you will meet them once you’re gone. You might have cried too at that moment know­ing that you will miss them. All good­byes might not make you emo­tion­al though some become a  neces­si­ty when it comes to the growth of a per­son in terms of career. This clear­ly does­n’t mean it will be easy but maybe by fol­low­ing an ide­al res­ig­na­tion let­ter for­mat, the process might become quite smooth.

Good­byes are nev­er easy, espe­cial­ly when you have to tell your boss that you are leav­ing the com­pa­ny. Thou­sands of things might run inside your mind while you think about mov­ing on. Believe me, this con­ver­sa­tion is more awk­ward than the con­ver­sa­tion you might have had with your boss or col­league to break the ice on your first day at work.

Deci­sions like this might also invite a lot of frowns from the staff too. But now when you have final­ly decid­ed to fol­low your heart, there should be a respect­ful way of say­ing good­bye to the orga­ni­za­tion and the boss who might have taught you some pre­cious life-lessons.

But before any ver­bal con­ver­sa­tion, first of all, a for­mal res­ig­na­tion let­ter should be writ­ten, it basi­cal­ly states that you are think­ing about leav­ing the com­pa­ny. The res­ig­na­tion let­ter for­mat should be in such a man­ner that in case you ever come face to face with your boss while you are fid­dle-foot­ing in the mar­ket, you don’t have to run away from him/her.

Also, find sim­i­lar blogs with sam­ples, tips, & for­mat:

While Writing The Resignation Letter

It is impor­tant to know how to write a let­ter because it plays a very cru­cial role and it will decide your future rela­tion­ship with the com­pa­ny you’re about to leave. So by fol­low­ing the ide­al res­ig­na­tion let­ter for­mat, you can write your let­ter in a sim­ple as well as translu­cent way. You should not sug­ar­coat your intent, it should be as clear as water.

This deci­sion should be dis­cussed thor­ough­ly with your near and dear ones because we have to agree that not every­one is a risk-tak­er in life and espe­cial­ly when the career is at stake. Also once you have cleared your inten­tion in your res­ig­na­tion let­ter, there is no going back. So the res­ig­na­tion let­ter for­mat should be in such a way that you leave no bit­ter mem­o­ries behind.

So the main ques­tion aris­es is how to write a sim­ple res­ig­na­tion let­ter and what should be the per­fect for­mat

Instructions That you Must Follow While Preparing A Resignation Letter Format

  • Keep It Simple

When­ev­er we are writ­ing any let­ter, our focus should always be on how to make it sim­ple. Here we will be dis­cussing how to write a sim­ple res­ig­na­tion let­ter. The res­ig­na­tion let­ter should be as sim­ple as pos­si­ble. Your grudges should not reflect in your let­ter because the world is a small place and you nev­er know in which sit­u­a­tion you might encounter your for­mer col­leagues so it’s bet­ter to end the jour­ney on a pos­i­tive note.

  • Include Important Information

The res­ig­na­tion let­ter for­mat can be con­sid­ered as a guide while writ­ing the let­ter. It should con­tain the posi­tion from which you are resign­ing along with your last work­ing day. Gen­er­al­ly, the notice peri­od is of 2 weeks and you should adhere to it. You should try to serve the notice peri­od so that the tran­si­tion is done smooth­ly.

  • Avoid Emotional sentences

Some­times your col­leagues become an impor­tant part of your life with time but that does­n’t mean that you won’t go for new ven­tures. You have to leave the nest some­day no mat­ter how com­fort­able it is. As per the ide­al res­ig­na­tion let­ter for­mat, you should avoid any emo­tion­al or over­whelm­ing sen­tences. (But save it for your farewell though!)

  • A Formal Thanks

But it does­n’t mean that you can’t address the fact that how grate­ful you are for the oppor­tu­ni­ty that you have been giv­en. While you’re think­ing about how to write a res­ig­na­tion let­ter in a sim­ple way, here are a few things you can keep in mind. You can add some lines about how great your expe­ri­ence was with the orga­ni­za­tion and how much you have learned in the past few years. You must include that the oppor­tu­ni­ty has allowed you to grow not just pro­fes­sion­al­ly but per­son­al­ly too. Because grat­i­tude is the right atti­tude. 

  •  Smooth Transition

Just because you are leav­ing the com­pa­ny it does­n’t mean that you are now free from all the respon­si­bil­i­ties. A sim­ple res­ig­na­tion let­ter for­mat is bound to cov­er a few key points. You must men­tion all the ways through which you can pro­vide help in your smooth tran­si­tion. If you’re at a high­er posi­tion, always con­sid­er it as your duty to help the peo­ple to know all the process­es that you might have been doing till now. You can men­tion that you can pro­vide the nec­es­sary train­ing if need­ed so that they don’t have to face any issue after you have left the com­pa­ny. But do remem­ber that should­n’t promise some­thing you can’t keep. 

  • Wrapping Up Resignation Letter Format

As per the res­ig­na­tion let­ter for­mat, it should end on a pos­i­tive note by thank­ing all the peo­ple in the com­pa­ny for always tak­ing out time to solve your queries and doubts. The let­ter should be as pre­cise as pos­si­ble and should not con­tain the com­plete back­sto­ry of why you are leav­ing an orga­ni­za­tion, unless nec­es­sary. I know, it seems to be a lot of infor­ma­tion alto­geth­er but if you fol­low a guide such as how to write a res­ig­na­tion let­ter in a sim­ple way then it may get a lot eas­i­er for you to write one and fol­low your dreams after­ward.  

  • Reading the Letter

After you have fin­ished writ­ing it fol­low­ing the ide­al res­ig­na­tion let­ter for­mat, you should take a moment and read your res­ig­na­tion let­ter once and go through it thor­ough­ly before send­ing it to your respec­tive man­ag­er. It might be a big deci­sion in any­one’s career and such deci­sions should­n’t be tak­en in a hur­ry unless you have already made your future plans in advance.

  • Professional Format

Last but not least, if you have final­ly made up your mind to leave your cur­rent job then you must adhere to a for­mal for­mat that is to be used in the let­ter. You must check that your res­ig­na­tion let­ter should­n’t con­tain any typos, gram­mat­i­cal mis­takes or spelling mis­takes before you send it to your man­ag­er. So by fol­low­ing an ide­al res­ig­na­tion let­ter for­mat, you can avoid the pain. All the above points should be kept in mind while think­ing about how to write a res­ig­na­tion let­ter. 

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Few Examples To Understand How To Write A Resignation Letter In A Formal Way


Dear Mr. Matthew,

I hope things are going well for you, I’m writ­ing this let­ter to bring to your notice that I am resign­ing from my posi­tion as Senior Engi­neer with XYZ com­pa­ny. Accord­ing to the con­tract, my employ­ment will be end­ing on 1st Feb­ru­ary 2020.I’m real­ly thank­ful for the oppor­tu­ni­ty that I’ve been giv­en. It’s been a reward­ing and fruit­ful jour­ney of 6 years with the orga­ni­za­tion. In this long span of time, I have learned to work on so many soft­ware and became pro­fi­cient in most of them.

I’ll try my best to wrap up my duties in the com­ing few days and also train oth­er team mem­bers of the team so that there’s no hin­drance of any sort after I leave the orga­ni­za­tion. Please let me know if there’s any­thing else I can do to help dur­ing this tran­si­tion to make it as smooth as pos­si­ble.

I wish my col­leagues the best of luck in their future endeav­ors, and I hope to hear more suc­cess sto­ries of the com­pa­ny in the future.


Anna Kendrick


Dear Mr. Jef­fery,

I’m writ­ing this let­ter is to noti­fy you that I am resign­ing from my posi­tion as an Assis­tant Engi­neer with ZSE com­pa­ny as dis­cussed with you ear­li­er. Accord­ing to the norms of the com­pa­ny, my last day in the com­pa­ny will be 20th April 2020. I can’t express in words the expe­ri­ence that I’ve gained in the past few years. I hope that I’ll be able to clear my GATE paper this year and can join again in the orga­ni­za­tion. I’m thank­ful to this orga­ni­za­tion as it has helped me grow pro­fes­sion­al­ly as well as per­son­al­ly too. 

I’ll try my best to wrap up my duties as soon as pos­si­ble and sub­mit all the reports regard­ing the cur­rent project so that there’s no hin­drance of any kind after­ward. And in case if the prob­lem per­sists you can drop me a mes­sage or call me, and I’ll be hap­py to help with the prob­lem.


Anna Greene


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She is a BTech graduate and loves to write blogs on Technical topics.
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