Job Resignation Letter Template

We created a free job resignation letter template that you can fully customize to reflect your situation and tone while remaining professional and respectful.

Source: Vecteezy

What is a Job Resignation Letter?

A job resignation letter is a formal document submitted by an employee to inform their employer of their intention to leave their current position. It outlines key details such as the intended last working day and often includes expressions of gratitude and a commitment to assist during the transition period.

This letter is typically submitted after careful consideration and may follow discussions with a manager or HR representative.

What are the Benefits of Using a Job Resignation Letter?

Using a well-structured resignation letter ensures professionalism and helps maintain positive relationships. Here are some benefits:

• Clear communication: It formally notifies the employer of your decision and confirms your final working date.
• Professional courtesy: Shows respect and appreciation for your time with the company.
• Smooth transition: Offers your willingness to help during the notice period, making handovers easier.
• Documentation: Serves as a written record of your resignation for HR and administrative purposes.

What is Included in a Job Resignation Letter?

A professional resignation letter typically includes:

• The current date of writing
• The recipient’s name, title, and company information
• A clear statement of resignation and your job title
• Your final working day based on the notice period
• An expression of appreciation for the opportunity
• A brief reflection on your time with the company
• Your offer to assist during the notice period
• A polite and professional closing
• Your full name, current job title, department, and company name

You can tailor the template to align with your personal circumstances and contractual obligations.

Is Resignation the Same as Termination?

No. A resignation is a voluntary decision made by the employee to leave a role, usually submitted through a formal letter.

In contrast, termination is initiated by the employer, often due to misconduct, poor performance, or violation of company policy. Termination may follow documented disciplinary actions, such as a warning letter for poor performance or a warning letter for absenteeism. Both result in employment ending, but the circumstances and implications differ.

Can Employees Take a Leave Instead of Resigning?

Yes, in some situations, especially when employees are facing health, family, or personal challenges, it may be possible to apply for a leave of absence rather than resigning immediately.

Submitting a leave request can give you time to receiver or assess your options without permanently ending your employment. Simply send a formal request, and your HR department will provide a leave approval letter if your application is approved.

When is the Best Time to Submit a Resignation Letter?

The ideal time to submit a resignation letter is when you are confident in your decision and are ready to comply with your contractual notice period. It’s also courteous to time your departure in a way that minimizes disruption, avoiding peak seasons or ongoing major projects when possible.

Submitting your resignation after receiving a warning letter for absenteeism or performance issues may be perceived differently than a well-planned, professional exit.