Resignation Letters PDF

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Resignation Letter Sample PDF Free Download

What is a Resignation Letter

Resignation letters are short, formal letters informing your employer that you intend to quit your job.

They’re often submitted in advance to HR, a supervisor, or a manager.

They are essential in helping you make sure you leave on positive terms with your employer.

You don’t want to leave a negative impression when you quit your job because that could hurt your chances with other employers.

Even if you’re leaving because of some fault within management or the organization at large, it’s in your best interests to leave those reasons out of the letter itself.

When done right, resignation letters can help gain you a valuable reference when applying to other jobs and furthering your career goals.

In the rare case that you would want to return to your old position in the future, a well-written letter of resignation is crucial.

Make this letter a positive experience and follow the proper etiquette when writing your resignation letter.

Tips for Filling the Template

In writing your letter of resignation, you have to always keep your letter brief and concise.

Even just to write a simple resignation letter, you should take it with formality in the same way you wrote your resume to get the position.

Your resignation letter format has to include these 4 components:


Write the resignation letter on your own letterhead and not on the letterhead of your employer.

Write also the date, followed by the title and name of the supervisor as well as your employer’s full address.

If you’re going to submit your letter to a higher-level manager that you are not on a first-name basis, you should use his or her full name with address (Mr., Mrs., Ms., etc.).

If you’ve had a close working relationship with the person you’re giving your letter of resignation to, you can skip using Mr. or Ms.

Your resignation letter sample will be in the employee file right after you leave.

You have to ensure that you keep your resignation letter clean, professional, and positive.


Be honest and straightforward about your intentions.

You don’t have to delay advising your boss that you’re going to quit.

State the exact date that you are planning to leave, you have to remember that for most job contracts, you have to give your employer at least 2 weeks’ notice in advance.


It depends on you what you want to put in your resignation letter.

If you’re going to leave for extremely personal reasons, it’s up to you if you want to keep it private, but don’t be vague about your statements.


The last part of the letter, before you put in your closing signature, is where you have to repeat your positive approaches and goodwill to the company.

Even though your experience with the company has not been very good, always try to think of something good to say.

Keep in mind that your resignation letter will be part of the employee file.

It is a good idea to leave a constructive, professional paper track once you leave.

How to Write a Resignation Letter

1. Download Our Resignation Letter

Choose between Adobe PDF, Microsoft Word (.docx), or Open Document Text (.odt) to complete a fillable form.

2. Create a Header

Include your and your employer’s contact information. Use the date in the middle as a separator.

Begin the letter with a formal greeting, using the recipient’s name to make it more personal.

3. Include a Body Paragraph

In the body of the letter, immediately state your intention to resign and provide your reasoning, including only positive feelings towards your work experience.

In the event the company holds your resignation letter on file, you want to make sure that you leave on favourable terms.

Therefore, it is in the writer’s best interest to exclude personal disputes or issues with coworkers/the from the letter that could bring up negative feelings or resentment.

Notice Period – The industry standard is two (2) weeks; however, with more intensive industries, like healthcare, sometimes a month or even more is expected due to the competitive nature of finding replacements.

The employer may choose to deny your notice period and terminate your employment immediately. 

Plan your resignation ahead of time and make sure that you will be financially stable in the event that your employer decides to dismiss you forthwith.

4. Ending and Signature

The last part of the letter simply requires a sign-off, your signature, and your printed name.

A signature gives the form a personable feel to it while still demonstrating sincerity in your resignation.

“Sincerely” is the safest choice for a formal sign-off, but “Regards”, “Best Regards”, “Respectfully”, and “Respectfully Yours” are all fine options.

5. Delivering the Letter

A letter of resignation can be sent either through e-mail, standard mail, or personally handed to upper management.

If you are working with your manager or boss on a day-to-day basis, it is wise to tell them verbally while handing in the letter as your formal notice.

Do not go to work as if nothing is happening and place your letter on their desk when they aren’t there.

Resignation should be executed in a personal way in order to keep a good reference for the future

Language English
No. of Pages1
PDF Size1 MB

Resignation Letter Sample PDF Free Download

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