Tips and Examples for How to Format a Resignation Letter in India

A resignation letter lets your employer know about your decision to leave the company. It is required to include all the necessary information to help your employer plan for a smooth workflow during the transition period. Because a resignation letter becomes part of the company's official records, you are required to write it with the highest care and courtesy. In this article, we discuss the steps involved in formatting a professional resignation letter in India, along with some helpful tips and examples.

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What Is A Resignation Letter?

A resignation letter is a formal document that you submit to your employer informing them about your decision to leave your job. Most companies in India require a written notice of resignation. If not required, you should still serve a formal notice of resignation to your employer as a matter of courtesy and to help them plan next steps with minimal disturbance.

Your resignation letter is required to conform to your company's employee exit policy. You can find most of the terms of resignation in the annexure to your appointment letter. If your company has an official employee manual, you can refer to it for a better understanding of your company's policy. Contact your manager or human resources (HR) department if you need any specific resignation process information.

Resignation Letter And Notice Period

To find and train your replacement, companies usually require you to give timely notice of your resignation. In other words, you are required to work with the company for a minimum, stipulated period of time after you submit a resignation letter. This duration is commonly known as a notice period.

A notice period is fixed right at the time of your appointment to the company. If the notice period clause is absent from your terms of appointment, the notice period applicable for your position as per company rules would apply. The typical notice period in India varies from 30 days for entry-level positions to 90 days for senior-level positions.

A resignation letter has to state the prospective date of your last working day with the company. Your notice period begins from the day you submit your resignation letter. Hence, keep your company's stipulated notice period in mind while deciding the date of your exit. If you intend to exit before serving the required notice period, you need prior approval of your manager or the HR department.

Related: All You Need to Know About Notice Period for Resignation

How To Format A Resignation Letter In India?

Irrespective of the length and content, a resignation letter usually follows a standard format. Use the following steps to format a professional resignation letter:

1. Give your contact details. As with other formal communications, begin your resignation letter with your name, designation and other details. This creates a professional appearance. It also helps your manager identify you with ease, especially in large organisations and work environments where your manager may not know you personally.

2. Include the necessary dates. Date your letter with the resignation submission date. This would be the date from which your notice period begins.

3. Add the recipient details. Unless you are sending your resignation through email, you are required to include the name and designation of the person to whom you are submitting your resignation. You can also add the company's name and the contact details of the recipient.

4. Address the recipient. This is formally known as the salutation section. Depending upon your closeness with the recipient, you may address them as “Dear,' 'Hello' or 'Mr./Ms.” If the recipient is senior to you, and you would prefer not to address them by name, you can simply say “Dear Sir/Madam”.

5. Announce your resignation. Formally announce your resignation in a clear and concise sentence, preferably at the beginning of the first paragraph. You are also required to include the date when you plan to leave the company.

6. Give a reason for leaving. You may be leaving a job for the purpose of continuing higher studies, pursue a career in a different field, relocate to a different place, take up a position with another company or for some other reason. Giving an honest reason goes a long way in maintaining a professional relationship with your employer. But, it is totally up to you as to how specific and detailed you want to be.

7. Offer to help. Provide all the essential details to help your employer prepare for a smooth transition. These details may include information on outstanding projects and how you plan to complete them before leaving the company. You may also offer to assist with the process of finding and training your replacement.

8. Express your gratitude. Express gratitude towards your employer for providing you with the opportunity to work and learn in the organisation. Mention how you enjoyed working in the company. You may briefly talk about some specific skills and experiences you have gained to make the communication more personal and genuine.

9. Conclude and sign. Give a formal closing to your letter with statements such as “Thank You,” “Sincerely,” “Yours Faithfully” and “Warm Regards” and place your signature below it. Write your complete name under your signature.

If you are sending your resignation through email, skip the first three steps and begin from step four. An additional element would be the subject line, which is required to include your name and clearly indicate that you are resigning. Also, an email resignation does not require a physical signature.

Related: How To Write A Resignation Letter Due To Job Dissatisfaction

Resignation Letter Tips

Keep the following tips in mind while preparing and submitting your resignation letter:

• Keep it short and simple**.** Write in a simple language and restrict the body of your letter to two to three short paragraphs. Include essential information only. You can have detailed discussions in a personal meeting with your manager or during an exit interview.

• Be polite and positive**.** Use polite and professional language. Be respectful of your company. Be positive, especially when mentioning your reason for resignation and talking about your experiences at the company.

• Give it a professional look. Instead of fancy and stylish fonts, use professional fonts such as Arial, Times New Roman and Calibri. Set the font size to 11 or 12 points and use single spacing. Minimise the use of text decorations, such as bold, italic, underline and colour highlights.

• Schedule a resignation meeting. Just before you submit your resignation, consider having a closed-door meeting with your manager. This avoids any misunderstanding and ensure that your resignation does not come as a shock to your manager.

• Submit your resignation well in advance. This gives your employer more time and also ensure that you do not fall short of the mandatory notice period.

• Follow your manager's instructions for the transition. Complete the pending tasks that your manager asks you to do. You may also require training someone to take over your position.

• Inform your colleagues. You may want to inform your colleagues about your resignation and send them a farewell email. You should do this one or two days before leaving. You can also seek advice from your manager on how they want you to deliver the news about your resignation.

Related: How To Write a Memorable Farewell Message

Short Resignation Letter Template With A Notice Period

You can use this example to help you format your own resignation letter:

[Date]

Dear Sir,

I am writing to inform you of my resignation from the position of [job title] at [company's name]. My last working day with the company would be [date of last working day]. Please treat this as my formal resignation, as required under company rules.

It has been a real pleasure working in the company under your guidance. I thank you from the bottom of my heart for making me a part of this reputed organisation. The fond memories of the time I spent in the company would always remain close to my heart.

Please let me know if there is anything I can help you with during the transition. I would be glad to train someone as my replacement.

Yours Sincerely,

[Your Name]

Formal Resignation Letter Sample With A Notice Period

The following letter is an example of a formal resignation letter with a notice period:

Anil Agarwal
Assistant Marketing Manager
Solar Energy Department
anil.agarwal@emailaddress.com

March 13, 2020

Ashish Pradhan
General Manager (Marketing)
Shining Energy Solutions Limited
42/9, Connaught Place, New Delhi - 110001

Dear Sir,

I would like to inform you that I am resigning from my position as Assistant Marketing Manager because I am relocating to Jaipur. My last working day in the company would be April 15, 2020.

It has been a pleasant experience working with Shining Energy Solutions, Limited for these 10 wonderful years. I take this opportunity to thank you and the company for extending help and support during my stay here.

Please let me know how I can help you during the transition period. I have started the process of completing all my open tasks. I would be glad to train my replacement and hand over my duties to them.

Yours Sincerely,
Anil Agarwal

Please note that none of the companies mentioned in this article are affiliated with Indeed.