Acrobat
How to write a resignation letter: Template and tips for a professional exit.
Learn how to craft a clear, professional resignation letter with easy to copy examples, step-by-step guidance, and expert tips.
Published by Adobe Acrobat India on 9 July 2025
JUMP TO SECTION
Step-by-step guide: How to write a resignation letter
Example resignation letter format
What should be included in a professional resignation letter (and why)?
What should be avoided in a professional resignation letter (and why)?
What to do after sending your resignation letter?
Resigning from a job is an important career transition, and writing a well-structured resignation letter ensures a professional and positive departure. A clear, concise resignation letter helps maintain good relationships with your employer, making future references and career opportunities more seamless.
With Adobe Acrobat, you can create, edit, sign, and securely send your resignation letter PDF in just a few clicks. Whether you’re leaving for a better opportunity or personal reasons, Acrobat simplifies the entire process - from drafting and formatting to submitting and storing an official record of your resignation.
Below is a step-by-step guide to writing a resignation letter, with examples (you can copy and paste) to help you exit professionally and efficiently.
Key takeaways.
- Keep it professional and concise: Clearly state your resignation, last working day, and gratitude.
- Follow company policies: Ensure your notice period aligns with contractual obligations.
- Express appreciation: Maintain positive relationships for future networking and references.
- Use Adobe Acrobat for efficiency: Create, sign, send, and store your resignation letter securely as a PDF.
- Plan your exit professionally: Assist in the transition, complete exit formalities, and leave on good terms.
Step-by-step guide: How to write a resignation letter.
1. Start with the date and recipient details.
Your resignation letter should be professionally formatted and include key details:
- Current date: Ensures a record of when the letter was submitted.
- Recipient's name and designation: Address it to your direct manager and, if required, HR.
- Formal greeting: Use “Dear [Manager’s Name]” to maintain professionalism.
Use Adobe Acrobat: Easily create a polished, professional resignation letter by using Acrobat’s PDF editing tools, ensuring proper formatting and layout.
2. Clearly state your intention to resign.
Be direct yet courteous in stating your resignation.
- Clearly mention your role and company name.
- Avoid unnecessary details: Keep it simple and professional.
- Use a neutral tone: "I am writing to formally submit my resignation as [Job Title] at [Company Name], effective [Last Working Day]."
3. Provide your notice period and last working day.
Ensure your resignation aligns with your employment contract.
- Refer to your contract: Mention the required notice period.
- State the exact last working day: Avoid any ambiguity.
- Optional: Offer to assist during the transition period.
Use Adobe Acrobat’s e-signature feature: If HR requires a signed resignation letter, use Adobe Acrobat Sign to sign and send it digitally.
4. Express gratitude.
Show appreciation for the time spent with the company.
- Acknowledge professional growth: Mention key skills or opportunities gained.
- Keep it sincere and brief: "I am grateful for the experience and support I have received at [Company Name]."
- Maintain a positive tone, even if leaving for a better opportunity.
5. Offer transition support (optional)
If possible, offer assistance to ensure a smooth transition.
- Mention your willingness to train a replacement.
- Provide relevant documentation: Acrobat allows you to annotate and share handover documents easily.
- Ensure a seamless exit while keeping doors open for future opportunities.
6. End on a professional note.
Close with a polite farewell and your signature.
- Use a formal closing: "Sincerely" or "Best regards."
- Provide contact details if relevant.
- Save your resignation letter as a PDF for official records.
Use Acrobat to convert your resignation letter to a PDF before submitting it, ensuring it stays formatted properly when shared via email.
Example resignation letter format.
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email]
[Your Phone Number]
[Date]
To,
[Recipient's Name]
[Recipient's Title]
[Company Name]
[Company Address]
Subject: Resignation Letter
Dear [Manager’s Name],
I am writing to formally resign from my role as [Your Job Title] at [Company Name], with my last working day being [Last Working Day] as per my notice period.
I am grateful for the opportunities and experiences I have had during my time at [Company Name]. The skills and knowledge I have gained have been invaluable, and I sincerely appreciate the support from my team and management.
I will do my best to ensure a smooth transition and am happy to assist in any way during my notice period. Please let me know how I can help during this time.
Thank you again for the experience. I look forward to staying in touch.
Sincerely,
[Your Name]
What should and shouldn’t be included in a resignation letter?
Writing a resignation letter for a job requires a balance of professionalism, clarity, and respect. Here’s a list of key elements to include for a smooth transition, as well as things to avoid to maintain a positive impression.
What should be included in a professional resignation letter (and why)?
- Your details: Name, position, and contact information.
- Recipient details: Name, designation, and company.
- Clear resignation statement: Ensures no ambiguity.
- Notice period and last working day: Aligns with company policies.
- Gratitude statement: Keeps relationships positive.
- Professional closing and signature: Ensures formality.
What should be avoided in a professional resignation letter (and why)?
- Negative comments about the company or colleagues: Can harm professional relationships.
- Unnecessary personal details: Resignation letters should be concise and professional.
- Complaints or grievances: Better suited for an exit interview.
- Unprofessional language or informal tone: Maintain workplace etiquette.
- Revealing any sensitive or security related information.
What to do after sending your resignation letter?
Once you've submitted your resignation letter, there are a few key steps to ensure a smooth transition and maintain professionalism.
1. Confirm receipt of your resignation.
- Follow up with your manager or HR: Ensure they have received your resignation letter.
- Get written confirmation: Ask for a formal acknowledgment of your resignation and final working day.
- Clarify any company procedures: Check if you need to complete any paperwork or exit formalities.
Tip: Use Adobe Acrobat to store and track resignation confirmations for future reference.
2. Prepare for the transition.
- Handover responsibilities: Document ongoing projects or train your replacement if necessary.
- Complete pending work: Ensure all critical tasks are wrapped up before your last day.
- Clarify notice period expectations: Understand whether you need to serve the full period or if early release is possible.
Tip: Use Adobe Acrobat to annotate and share important files.
Write your resignation letter >
3. Complete exit formalities.
- Return company assets (laptop, ID, etc.).
- Set up an out-of-office email response.
- Check final paycheck and benefits.
Tip: digitally sign off on exit paperwork with Acrobat Sign.
4. Say farewell professionally.
- Send a thank-you email: Express gratitude to colleagues and managers.
- Stay in touch with key contacts: Maintain professional relationships for future networking.
- Exit gracefully: Leave with a positive impression that keeps doors open for future opportunities.
Resignation letter formats: Choosing the right approach.
When resigning from a job, the tone and structure of your resignation letter depend on the circumstances of your departure. Whether you’re providing standard notice, resigning on short notice, or leaving immediately, your letter should always be clear, professional, and respectful.
Below are different resignation letter formats, each tailored to a specific situation. Adobe Acrobat can help you create, sign, and securely send your resignation letter as a polished PDF, ensuring it remains professionally formatted.
How do you write a simple resignation letter?
A simple resignation letter is direct, professional, and to the point. It includes the essential details without unnecessary elaboration.
What to include in the body of the letter:
- Statement of resignation: Clearly state that you are resigning from your position.
- Last working day: Mention your final date based on your notice period.
- Expression of gratitude: Acknowledge the opportunity and experiences gained.
- Offer to assist: Optional but adds professionalism.
Example:
"Dear [Manager’s Name],
I am writing to formally resign from my role as [Job Title] at [Company Name], with my last working day being [Date].
I sincerely appreciate the opportunities and experiences I have had during my time at [Company Name]. Thank you for your support and guidance.
Please let me know how I can assist in ensuring a smooth transition.
Sincerely,
[Your Name]"
Tip: Use Adobe Acrobat to create, sign, and send a professionally formatted resignation letter PDF.
How do you write a formal resignation letter?
A formal resignation letter is best suited for corporate environments where a more structured and professional tone is required.
What to include in the body of the letter:
- Statement of resignation with formality: Use formal language to notify your departure.
- Exact last working day: Specify your notice period and final date.
- Acknowledgment of professional growth: Highlight how the company contributed to your career.
- Assurance of a smooth transition: State willingness to cooperate.
Example:
"Dear [Manager’s Name],
Please accept this letter as formal notification of my resignation from my position as [Job Title] at [Company Name], effective [Last Working Day].
I am grateful for the valuable experiences, skills, and support I have received during my tenure with the company. Working with [Company Name] has been an enriching experience, and I appreciate the opportunities provided to me.
I will do my best to ensure a smooth transition and assist in any way necessary. Thank you for your guidance and leadership, and I wish the company continued success.
Best regards,
[Your Name]"
Tip: Use Adobe Acrobat Sign for a seamless digital submission and approval of your resignation letter.
How do you write a one-month resignation letter?
A one-month resignation letter is used when providing a longer-than-standard notice period to allow the company ample time for a transition.
What to include in the body of the letter:
- Clear resignation statement and last working day: State that you will be leaving in one month.
- Acknowledgment of opportunities: Express gratitude for your role.
- Offer to assist: Mention your willingness to help with handovers.
Example:
"Dear [Manager’s Name],
I am writing to formally resign from my role as [Job Title] at [Company Name], with my last working day being one month from today, on [Last Working Day].
I am truly grateful for the professional development and experiences gained during my time at [Company Name]. The support from my colleagues and leadership has been invaluable to my career growth.
I will ensure a smooth transition and will be available to assist with training or handing over my responsibilities. Please let me know how I can support during this period.
Sincerely,
[Your Name]"
Tip: Use Adobe Acrobat’s annotation tools to document and share your transition plan digitally.
How do you write a short notice resignation letter (24-hour notice)?
A 24-hour resignation letter is for situations where you need to leave your role with very little notice. While short notice is not ideal, maintaining professionalism is important.
What to include in the body of the letter:
- Immediate resignation statement: Clearly mention your last working day is tomorrow.
- Apology for short notice: Acknowledge the inconvenience.
- Expression of gratitude: Maintain professionalism and goodwill.
- Offer to assist within the limited timeframe: If possible, offer minimal assistance.
Example:
"Dear [Manager’s Name],
I am writing to formally resign from my role as [Job Title] at [Company Name], with my last working day being tomorrow, [Date]. Due to unforeseen circumstances, I am unable to serve my full notice period, and I sincerely apologize for the short notice.
I am grateful for the opportunities and support I have received at [Company Name]. I appreciate my time here and the experiences gained.
While my time is limited, I will do my best to assist with a smooth transition before my departure. Please let me know how I can be of help.
Best regards,
[Your Name]"
Tip: Convert your resignation letter into a PDF using Adobe Acrobat to maintain a professional format.
How do you write an immediate resignation letter?
An immediate resignation letter is used when you need to leave your job immediately without serving a notice period.
What to include in the body of the letter:
- Urgent resignation statement: Clearly state that you are resigning effective immediately.
- Acknowledgment of inconvenience: Show awareness of the impact on the company.
- Brief reason (optional): If appropriate, mention the need for urgent departure.
- Gratitude for the experience: Even in urgent situations, maintaining professionalism is important.
Example:
"Dear [Manager’s Name],
Please accept this letter as formal notification of my resignation from my position as [Job Title] at [Company Name], effective immediately.
Due to unforeseen personal circumstances, I am unable to continue my role and must resign without serving my notice period. I understand that this may cause inconvenience, and I sincerely apologize.
I am grateful for the experience and professional growth I have had while working at [Company Name]. Thank you for your support, and I hope to stay in touch in the future.
Sincerely,
[Your Name]"
Tip: Use Adobe Acrobat to securely store and share resignation letters for record-keeping.
Be productive anywhere.
Want to discover even more PDF features? Try Acrobat's online tools for free in your browser.
Frequently asked questions.
Do I need to explain why I’m resigning in my resignation letter?
If you’re wondering whether you should include a reason for leaving in your resignation letter, it’s generally optional. However, in some cases, a brief explanation can be beneficial.
- Not required: You are not obligated to explain your resignation unless specified in your contract.
- Keep it brief: If you do mention a reason, keep it concise and professional (e.g., “I have decided to pursue a new opportunity that aligns with my career goals.”).
- Avoid negativity: Never use your resignation letter to express complaints or frustrations.
Can I negotiate my notice period after submitting my resignation?
If you need to adjust your notice period after resigning, it may be possible, but it depends on company policies and your employment contract.
- Review your contract: Check if there is flexibility regarding your notice period.
- Discuss with your manager: Communicate professionally and propose a mutually beneficial transition plan.
- Offer solutions: Suggest ways to ensure a smooth handover if your request for a shorter notice period is considered.
Should I submit my resignation letter in person or via email?
Choosing between submitting your resignation in person or via email depends on workplace policies and professional etiquette.
- In-person is preferred: Speaking with your manager before submitting a letter shows professionalism.
- Email is acceptable in remote roles: If working remotely, an email resignation with an attached PDF resignation letter is standard practice.
- Follow up: Whether in-person or via email, ensure HR formally acknowledges receipt of your resignation.
Tip: Use Adobe Acrobat Sign to request digital acknowledgment of your resignation for formal documentation.
Is it necessary to have a resignation letter signed by my employer?
In some workplaces, your resignation letter may require formal acknowledgment from HR or management.
- Check company policies: Some companies require written confirmation for record-keeping.
- Digital approval is valid: An e-signed resignation letter PDF is legally recognized.
- Keep a copy: Always store a signed version of your resignation letter for reference.
What should I do if my employer asks me to leave immediately after resigning?
Some companies opt for an immediate offboarding when an employee resigns. If this happens to you, here’s how to handle it professionally:
- Stay calm and professional: Abrupt exits can happen due to company policies or job roles.
- Request exit documents: Confirm final paycheck, severance (if applicable), and benefits.
- Negotiate compensation (if possible): If required to leave before serving your notice period, ask about payment in lieu of notice.
Can I retract my resignation after submitting it?
If you change your mind after submitting your resignation, you might be able to retract it under certain conditions.
- Act quickly: The sooner you inform your employer, the higher the chance of reconsideration.
- Submit a formal request: Write an email or letter politely asking to withdraw your resignation.
- Understand company discretion: Your employer may have already begun the hiring process and might not accept your request.
What’s the best way to resign from a job on good terms?
Resigning professionally ensures you leave on good terms and maintain strong relationships for future networking.
- Provide proper notice: Follow the standard notice period in your contract.
- Express appreciation: Thank your employer and colleagues for the experience.
- Assist with the transition: Offer to document processes or train your replacement.
- Avoid negativity: Do not use your resignation letter to air grievances.
Can I use the same resignation letter format for any industry?
While the basic structure of a resignation letter remains the same, certain industries may require different levels of formality.
- Corporate roles: Use a formal resignation letter format with a professional tone.
- Creative industries: A more personal and conversational approach may be acceptable.
- Healthcare, legal, or government jobs: These may require additional documentation or a more structured resignation process.
Should I inform my colleagues before or after submitting my resignation?
If you’re unsure when to tell your colleagues about your resignation, consider these best practices:
- Always inform your manager first: Avoid office gossip by keeping your resignation private until officially submitted.
- Follow company culture: In some workplaces, HR or management prefers to announce resignations.
- Be mindful of timing: Only share your departure once your resignation has been formally accepted.
What should I do if my resignation is rejected?
In most cases, an employer cannot legally refuse your resignation unless specific contractual obligations apply.
- Review your contract: Ensure you’re following the correct notice period.
- Restate your decision professionally: Politely reaffirm your resignation and last working day.
- Seek legal advice if necessary: If an employer is trying to block your departure unfairly, consult HR or legal counsel.
Bonus Tip: Use Adobe Acrobat to create, sign, and securely store all resignation-related documents, ensuring you have a professional record of your departure.
More resources
