Resigning can feel uncomfortable, even if you are leaving for a good reason. You might be excited about a new opportunity, nervous about your manager’s reaction, or simply ready to move on. In the middle of all that, your resignation letter is the one thing that should stay calm and professional.
A good resignation letter does not try to explain everything. It does not try to prove a point. It simply makes your exit official, keeps the tone respectful, and makes it easier for everyone to handle the transition. When you keep it short and clear, you protect your reputation and avoid unnecessary back and forth.
What a resignation letter is actually doing
Think of your resignation letter like an official receipt of your decision. It becomes a recorded message that HR can act on and your manager can plan around.
It helps with
- Starting the formal HR process for exit, payroll, and paperwork
- Confirming your last working day so timelines are clear
- Setting expectations that you will complete handover properly
- Avoiding confusion later if there is any disagreement about dates
Even if you have already told your manager verbally, a written resignation is what makes it official.
The best tone is calm, clear, and neutral
Your resignation letter will likely be saved in records. It might also be forwarded to HR or leadership. So it should read like a professional note that can stand on its own.
Aim for a tone that feels
- Clear and confident, not uncertain
- Respectful, not overly emotional
- Positive or neutral, not negative
- Simple, not dramatic
Even if you had a difficult experience, this is not where you express it. You can share feedback separately in an exit interview if you want to.
The simple structure that almost always works
If you follow this structure, you will never go wrong.
1 A direct resignation sentence
2 Your job title and company name
3 Your last working day as per notice period
4 One line of appreciation
5 One line about handover support
6 A polite closing
This keeps your letter short, complete, and professional.
The 6 lines you can copy and customise
If you want something you can edit quickly, use these lines.
- I am writing to formally resign from my position as Job Title at Company Name.
- As per my notice period, my last working day will be Date.
- Thank you for the support and opportunities during my time here.
- I appreciate the learning and experience I gained working with the team.
- I will ensure a smooth handover of my responsibilities before my last day.
- Sincerely, Your Name
That is a complete resignation letter already.
Short and professional resignation letter template
Subject Resignation Notice
Dear Manager Name,
I am writing to formally resign from my position as Job Title at Company Name. As per my notice period, my last working day will be Date.
Thank you for the support and opportunities during my time here. I appreciate the learning and experience I gained working with you and the team.
I will ensure a smooth handover of my responsibilities before my last working day.
Sincerely,
Your Full Name
A short resignation email template for quick sending
Subject
Resignation Notice
Hi Manager Name,
Please consider this email as my formal resignation from my role as Job Title. My last working day will be Date as per the notice period.
Thank you for your support. I will ensure a smooth handover before my last day.
Regards,
Your Name
A slightly warmer version if you want it to feel more personal
Subject
Resignation Notice
Dear Manager Name,
I am writing to resign from my role as Job Title at Company Name. As per the notice period, my last working day will be Date.
I am grateful for the guidance and support during my time here. I have learned a lot and I truly appreciate working with you and the team.
I will complete the handover smoothly and share clear updates on my ongoing tasks before my last working day.
Sincerely,
Your Name
If you want a very minimal and formal version
Use this if you want it extremely short and strictly professional.
Subject
Resignation Notice
Dear Manager Name,
I am resigning from my position as Job Title at Company Name. My last working day will be Date as per the notice period.
I will complete the handover of my responsibilities before my last day.
Sincerely,
Your Name
Immediate resignation template, respectful and safe
Only use this when you truly cannot serve notice period.
Subject Immediate Resignation
Dear Manager Name,
I am writing to resign from my position as Job Title at Company Name, effective immediately due to unavoidable personal reasons. I apologize for the short notice and any inconvenience caused.
I will share a clear status update and handover of my current tasks and support the transition as much as possible. Thank you for the opportunities and support during my time here.
Sincerely,
Your Name
How to mention last working day correctly
This is where most confusion happens, so it is worth being careful.
Before you write a date, check
- Your notice period length in your offer letter or HR policy
- Whether the notice counts calendar days or working days
- Whether weekends are included
- Whether you plan to request early release or buyout
If you are not 100 percent sure, you can write
My last working day will be as per the notice period and will be confirmed with HR.
But if you know the date, write it clearly. It saves time for everyone.
Common mistakes that reduce professionalism
These are the mistakes that create awkward situations later.
- Writing too long and over explaining
- Mentioning frustration, complaints, or blame
- Forgetting to include your last working day
- Using casual language like bye, finally, or relieved
- Sharing details about your next company or salary
- Adding emotional lines that look unprofessional in writing
If you want to share feedback, do it separately. Keep the letter clean.
What to do after you send your resignation letter
The letter is only the start. A smooth exit is what people remember.
After sending your resignation, do these
- Ask HR to confirm your last working day in writing
- Make a list of your ongoing tasks and their current status
- Share a handover plan with timelines and owners
- Document important processes, logins, file locations, and contacts
- Return company assets such as laptop and access card on time
- Track your FnF, relieving letter, and experience letter process
If you handle these steps well, you leave with goodwill, and your notice period becomes much easier.
Final thoughts
Your resignation letter is not meant to be perfect. It is meant to be clear. A short letter works best because it reduces risk and keeps things professional. State your resignation, confirm your last working day, say thank you briefly, and offer handover support. That is all you need to leave on good terms and move forward confidently.
FAQ About Writing a Short and Professional Resignation Letter
How long should a resignation letter be
Short is best. Around 6 to 12 lines is ideal.
Should I mention my reason for leaving
Not necessary. If you do, keep it neutral and brief.
Should I send it on email or as a hard copy
Email is common, but follow your company policy. Some companies may ask for a signed copy.
Can I resign immediately
Only if your company policy allows it or if HR approves early release. Otherwise you may need to serve notice period or discuss buyout.
Who should I send my resignation to
Send it to your direct manager and copy HR if that is the standard process.
What if my manager asks me to stay longer
You can discuss it politely, but always confirm the final last working day in writing so there is no confusion.
