This free Resignation Letter template is a ready-to-use document you can fill in, export and send today. Formal letter template to notify employer of resignation and specify transition timelines. Use it to say one thing clearly, to one person, in a form they can file and act on. Every field is editable, the preview updates as you type, and the finished file downloads as PDF or Word with no watermark and no sign-up.
Notice-period wording, and what to leave out
A resignation letter should be short, dated and unambiguous. State that you are resigning, name your role, and give your last working day so the notice period is clear. In India, notice periods are commonly 30, 60 or 90 days depending on seniority and what your contract says, so quote the figure your appointment letter specifies rather than a generic number, and confirm the exact final date with HR.
Just as important is what not to write. Keep out grievances, criticism of managers or colleagues, and the detailed reasons you are leaving; the letter becomes part of your file and may be read long after tempers cool. A neutral, gracious tone, even a line of thanks, protects your reference and your reputation in a small industry.
There is also an immediate-resignation variant, used when you cannot serve notice, for a family emergency, health, or because you are willing to forgo or buy out the notice period. Say plainly that you are resigning with effect from a stated date and, if relevant, that you understand the contractual consequences such as salary in lieu of notice. Whether a company can enforce notice or recover pay depends on your contract and local law, so check your terms and, for a contested exit, take advice before sending it.
Who this Resignation Letter template is for
- Employees and HR teams issuing formal correspondence
- Job seekers writing to a named hiring manager
- Anyone who needs a record of what was said and when
What's included in this Resignation Letter template
- Full name
- Employee id
- Job title
- Department
- Company name
- Phone
- Letter date
- Manager name
- Last working day
- Notice period
- Signature full name
How to use this Resignation Letter template
- 1Address a person by name wherever you can find one.
- 2State your purpose in the first two sentences — never bury it.
- 3Keep paragraphs to three or four lines, in block format.
- 4Close with the specific action you want and by when.
- 5Sign it, export to PDF, and keep a copy with a reference number.
Resignation Letter: mistakes to avoid
- "Dear Hiring Manager" beats "To Whom It May Concern", which reads as a form letter.
- Match the tone to the reader, not to the occasion.
- Never send an editable Word file for anything that carries weight.
- Read it aloud once. Anything you stumble over, the reader will too.
Frequently asked questions
What is the correct format for a Resignation Letter?
Sender address, date, recipient address, a salutation naming a person where possible, a subject line, the body in short paragraphs, a complimentary close, and a signature block. Block format — everything left-aligned, a blank line between paragraphs — is the safe default.
Should I send it as PDF or Word?
PDF, unless the recipient asked for an editable file. It renders identically everywhere, cannot be altered by accident, and is what HR and legal teams expect to file.
How formal should the tone be?
Match the reader. Resignation, offer and legal letters stay formal and factual. Thank-you and cover letters can be warm, but never casual — no contractions in the opening line.
Is this template free to download?
Yes. Edit it, export to PDF or Word, and send it — no account, no watermark, no limit on how many you create.