How to write a resignation letter: Template and tips for a professional exit.

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 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.

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.

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.