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The Empuls Glossary

Glossary of Human Resources Management and Employee Benefit Terms

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Resignation Letter

Resignation letters are an important part of the professional world, serving as a formal notification to an employer that an individual has decided to leave their position. While the decision to resign can be a difficult one, it is important to approach the process with professionalism and respect for one's employer and colleagues.

What is a resignation letter?

A resignation letter is a formal document that an employee writes to inform their employer of their decision to resign from their job. It typically includes the employee's intention to resign, the last day of work, and a brief reason for the resignation. 

The purpose of a resignation letter is to provide formal notice to the employer and to maintain a professional and positive relationship between the employer and employee.

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Why is a resignation letter necessary?

A resignation letter is necessary to provide formal notice to your employer of your intention to leave your job. It is also a professional courtesy and can help to maintain a positive relationship with your employer.

What should be included in a resignation letter?

A resignation letter should includes: 

  • The date of the letter
  • The name and position of the person you are addressing
  • A statement of your intention to resign
  • The date of your last day of work
  • A brief reason for your resignation
  • A thank you to your employer for the opportunity to work for the company.

What should be subject of resignation letter

The subject of your resignation letter should be clear and concise, indicating that the letter is a resignation. Here are some examples of appropriate subject lines for a resignation letter:

  • Resignation Letter: [Your Name]
  • Notice of Resignation: [Your Name]
  • Letter of Resignation from [Your Name]
  • Formal Resignation: [Your Name]

Choose a subject line that clearly indicates the purpose of the letter and includes your name for easy identification.

What is a resignation letter format and structure?

When it comes to writing a resignation letter, it's important to follow a proper format and structure to ensure that your message is clear, professional, and respectful.

Here's a basic format and structure that you can follow:

  1. Start with a professional salutation: Begin your resignation letter with a formal greeting, such as "Dear [Manager's Name]," or "To Whom It May Concern." This sets a professional and respectful tone for your message.
  2. State your intention to resign: In the first paragraph, clearly state your intention to resign from your position. Be concise and to the point, and avoid including unnecessary details or explanations.
  3. Provide your reason (optional): In the second paragraph, you can choose to provide a brief explanation for your resignation, if desired. Keep in mind that you are not obligated to provide a reason, and that doing so may not always be in your best interest.
  4. Express gratitude: In the third paragraph, express gratitude for the opportunities and experiences you have had while working for the company. This can help maintain a positive relationship with your employer and colleagues, and show that you are leaving on good terms.
  5. Offer to help with the transition: In the fourth paragraph, offer to help with the transition by completing any outstanding projects or providing a transition plan. This can help ensure a smooth transition for the company and your colleagues.
  6. Provide your contact information: In the final paragraph, provide your contact information, including your phone number and email address, in case your employer needs to reach you in the future.
  7. End with a professional closing: End your resignation letter with a professional closing, such as "Sincerely," or "Best regards." Be sure to sign your letter by hand or electronically, depending on your company's policies.

When should I submit my resignation letter?

You should submit your resignation letter at least two weeks before your intended last day of work. This gives your employer enough time to find a replacement and make any necessary arrangements.

What are the various types of resignation letters?

When it comes to writing an employee resignation letter, there are a few different types to consider. Depending on your situation and the level of formality you want to convey, you can choose between a formal, informal, or professional resignation letter. 

Here's a closer look at each type:

1. Formal resignation letter

A formal resignation letter is a professional and respectful way to resign from your job. It typically includes a clear statement of resignation and a brief explanation of the reason for leaving. A formal resignation letter is recommended for employees who want to maintain a positive relationship with their employer and who want to leave a good impression.

2. Informal resignation letter

An informal resignation letter is a less formal way to resign from your job. It may include a brief statement of resignation without going into too much detail about the reason for leaving. An informal resignation letter is appropriate if you have a more casual relationship with your employer, such as in a small business or startup.

3. Professional resignation letter

A professional resignation letter is a hybrid between a formal and informal resignation letter. It is a respectful and professional way to resign from your job while also maintaining a friendly and positive tone. A professional resignation letter is recommended for employees who want to convey gratitude and appreciation for their time at the company while also being clear about their decision to leave.

Employee pulse surveys:

These are short surveys that can be sent frequently to check what your employees think about an issue quickly. The survey comprises fewer questions (not more than 10) to get the information quickly. These can be administered at regular intervals (monthly/weekly/quarterly).

One-on-one meetings:

Having periodic, hour-long meetings for an informal chat with every team member is an excellent way to get a true sense of what’s happening with them. Since it is a safe and private conversation, it helps you get better details about an issue.


eNPS (employee Net Promoter score) is one of the simplest yet effective ways to assess your employee's opinion of your company. It includes one intriguing question that gauges loyalty. An example of eNPS questions include: How likely are you to recommend our company to others? Employees respond to the eNPS survey on a scale of 1-10, where 10 denotes they are ‘highly likely’ to recommend the company and 1 signifies they are ‘highly unlikely’ to recommend it.

Based on the responses, employees can be placed in three different categories:

  • Promoters
    Employees who have responded positively or agreed.
  • Detractors
    Employees who have reacted negatively or disagreed.
  • Passives
    Employees who have stayed neutral with their responses.

How to write a resignation letter to a company?

Writing a resignation letter can be a difficult and emotional task, but it's important to do it professionally and respectfully. Here are some steps to follow when writing a resignation letter:

  1. Begin with a polite and professional greeting, such as "Dear [Manager's Name],"
  2. Start the letter by stating clearly and concisely that you are resigning from your position. For example, "I am writing to inform you that I am resigning from my position as [job title] at [company name], effective [date of resignation]."
  3. Express your gratitude and appreciation for the opportunities you have had while working for the company. You can highlight some of your achievements and successes during your time there.
  4. If applicable, explain your reasons for resigning. This is optional, but it can be helpful for your employer to understand why you are leaving. However, it's important to keep your explanation professional and avoid any negative or critical comments about the company or your colleagues.
  5. Offer to assist with the transition process, such as training a replacement or completing any outstanding tasks.
  6. Close the letter with a polite and professional statement, such as "Thank you for the support and guidance you have provided during my time at [company name]. I wish the company continued success in the future."
  7. Sign the letter with your name and job title.

What are the examples of a resignation letter?

Here is an example of what a resignation letter could look like:

Dear [Manager's Name],

I am writing to inform you that I am resigning from my position as [job title] at [company name], effective [date of resignation]. It has been a difficult decision, but I have decided to pursue other opportunities that align more closely with my career goals.

I want to express my sincere gratitude for the opportunities you have provided during my time at [company name]. I have learned so much and have enjoyed working with such a talented and dedicated team. I am proud of the contributions I have made to the company, including [list some of your achievements].

I am committed to ensuring a smooth transition and am willing to assist in any way possible to ensure a successful handover. Please let me know how I can be of assistance during this time.

Thank you for the support and guidance you have provided during my time at [company name]. I wish the company continued success in the future.


[Your Name]

[Job Title]

Do you give resignation letter to hr or manager

Generally, it is recommended to give your resignation letter to your immediate manager first, as they are responsible for your day-to-day tasks and can help facilitate the transition process. However, it is also a good practice to inform the HR department of your resignation, as they may have specific processes and paperwork that need to be completed. 

In some cases, your company may require you to submit your resignation letter to both your manager and HR. It's always best to check your company's policies or consult with your HR representative to determine the appropriate protocol.

How to give resignation letter?

Here are some steps you can follow when giving your resignation letter:

  1. Schedule a meeting with your manager: It is best to discuss your decision to resign in person. Schedule a meeting with your manager to discuss the matter.
  2. Prepare your resignation letter: Write a professional resignation letter. The letter should include the date of your last day of work, a brief explanation for your resignation, and your gratitude for the opportunities provided to you while working for the company.
  3. Discuss your resignation with your manager: During the meeting, inform your manager that you are resigning and hand them your resignation letter. Be prepared to answer any questions they may have.
  4. Follow up with HR: After your meeting with your manager, follow up with the HR department to ensure that you have completed any necessary paperwork or other steps required for your departure.
  5. Work out your notice period: If your contract requires a notice period, discuss with your manager and plan your handover accordingly. It's important to make sure that you are available to complete any outstanding work and train your replacement if necessary.
  6. Maintain a professional attitude: Be professional and polite throughout the resignation process. Remember, you may need references from your current employer in the future, so it's important to leave on good terms.

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