Resignation letter format: fill in and copy

A resignation letter is the written record that you are leaving a job. It protects you: it fixes the date you gave notice, which decides your final pay, your relieving letter and your experience certificate. Keep it short and polite even if you are leaving because of a problem. The letter will sit in your file for years, and future employers may ask your old company about you.

When to send it

Send it on the day you decide to leave, after telling your manager in person or on a call. Do not resign by chat message alone. Email is fine if that is how your company handles HR matters; otherwise print and sign a copy and send the same text by email so there is a timestamp.

What to include

• Your name, job title and the date.
• A clear statement that you are resigning.
• Your notice period and the exact last working day.
• One line of thanks and an offer to hand over your work.

Do not include complaints, reasons in detail, or salary demands. Those belong in a separate conversation or the exit interview.

How notice periods usually work

Your offer letter or contract states the notice period. For entry-level and BPO roles it is commonly 15 to 30 days; for experienced staff it is commonly one to three months. Some companies allow you to buy out part of the notice by forgoing salary for those days, and some may release you early if the project allows. Check your contract and ask HR in writing before you assume anything. If you leave without serving notice, the company can hold your final settlement or refuse a relieving letter.

Common mistakes

• Giving a last working day that is shorter than the contract notice without agreeing it first.
• Writing an emotional letter you regret later.
• Not keeping a copy of what you sent and when.
• Stopping work during the notice period, which can cost you the relieving letter.

Proofread the letter once. A clean, two-paragraph letter leaves a better last impression than a long one.