Resignation Letter
The letter that ends your employment, but only once the employer has accepted it. Until then you are still an employee, notice period and all.
- Written to keep the relieving letter and the reference intact
- Drafted for your notice period and your intended last working day
- Handover and dues raised in the same letter
- Reviewed against what your appointment letter actually says
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What a resignation letter is
Your written notice that you are leaving, and your request to be relieved on a date.
A resignation letter is given by an employee to a company when they want to resign from their current position and stop working there. It sets out the date they are asking to be relieved on, the reason for resigning, and the notice period they will serve.
It is drafted on plain paper, or sent by email, and is signed by the employee. What it does not do on its own is end the employment: a resignation is only valid once the employer has accepted it, which is why the letter asks to be relieved rather than announcing it.
The tone is worth more than it looks. The relieving letter, the full and final settlement and any future reference all come from the same people who read this, and the next employer will ask for the first of the three.
- Given by
- The employee
- And signed by them
- Given to
- Your reporting manager
- Copying HR
- Must state
- The date and the notice
- And the reason, briefly
- Takes effect
- On acceptance
- Not on the day you send it
- Notice period
- From your contract
- Or the appointment letter
- On
- Plain paper or email
Why have it drafted
- Your appointment letter read, so the notice period in the letter is the right one
- Wording that asks to be relieved rather than assuming it
- Handover, dues and the relieving letter raised while you still have leverage
- A quick, entirely online engagement
What the drafting covers
- A short call about your notice period and the date you want to leave on
- A letter drafted for your situation, not a downloaded format
- A request for the relieving letter and the settlement, made in the same letter
- One revision after you have read it
What the letter should do
Name a date
State the last working day you are asking for, and how it relates to the notice period in your appointment letter. A resignation with no date leaves the employer to pick one.
Ask to be relieved
The resignation takes effect when it is accepted, so the letter requests acceptance and relieving rather than announcing a departure.
Offer the handover
Say what you will hand over and to whom. This is what makes a short notice period easier to agree to.
Keep the reason short
One line. A resignation letter is not the place for the argument that caused it, and it stays on your file at that company permanently.
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Is my resignation valid as soon as I send it?
No. A resignation becomes effective once the employer accepts it. Until then the employment continues, and so does the notice period.
That is why the letter asks to be relieved on a date rather than declaring that you have left on one.
Can I leave before the notice period ends?
Only if the employer agrees, or if your contract allows you to pay in lieu of the notice you have not served.
Leaving without either is a breach of the terms you signed, and it is the commonest reason a relieving letter is withheld.
Do I have to give a reason?
No, and one line is plenty. "For personal reasons" or "to take up another opportunity" is a complete answer.
What should I ask for in the letter?
Three things, and asking while you are still employed is easier than asking afterwards:
- Acceptance of the resignation and the last working day confirmed
- The relieving letter, which your next employer will ask for
- Full and final settlement, including any leave to be encashed
Resign on the right terms
Drafted for your notice period, and written so the relieving letter follows.
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