Career Advice

How to Write a Short & Professional Resignation Letter (With Samples)

Published on Jan 10, 2026 by Lakshita Sharma

Resigning from a job can feel confusing and stressful, especially when you’re unsure how to write a short and professional resignation letter. Many professionals struggle to find the right words-too emotional sounds unprofessional, too formal feels cold, and long explanations are often unnecessary. A poorly written resignation letter can leave a negative final impression and may even affect future references.

This guide promises to simplify the process by showing you how to write a professional resignation letter that is clear, respectful, and concise. Whether you’re switching jobs, pursuing higher studies, or taking a career break, a well-structured short resignation letter helps you exit on good terms.\Backed by real workplace standards and HR-approved formats, this article is designed to help freshers and experienced professionals alike. You’ll learn what employers expect, what to avoid, and how to maintain professionalism till your last working day.

In this blog, we’ll walk you through the key elements of a resignation letter, share easy resignation letter samples, and provide tips to customise your message for any situation. By the end, you’ll be confident in writing a polite, professional resignation letter that protects your reputation and career growth.

Key Takeaways:

• Keep your resignation letter short, clear, and professional.
• Always show gratitude and respect, even if you’re leaving for personal reasons.
• Mention your last working day to avoid confusion.
• A polite resignation letter helps maintain good professional relationships.

Why Your Resignation Letter Format Matters

The resignation letter format plays a crucial role in creating a positive final impression at work. A well-structured short professional resignation letter shows clarity, respect, and professionalism. Employers and HR teams prefer a professional resignation letter that is simple, direct, and properly formatted, as it reflects your work ethic even at the time of exit.

Using the correct short resignation letter format helps avoid confusion about your last working day, especially in a resignation letter with a notice period or a resignation letter without one. A clear format also ensures your message is understood quickly, whether it’s a printed letter or a resignation letter email format.

Key Components of a Short & Professional Resignation Letter

Here are the essential elements you should include in a short professional resignation letter.

• Clear Resignation Statement
  Begin with a direct statement of your intention to resign. This is a must in every professional resignation letter and short resignation letter format.
• Last Working Day Mention
  Clearly mention your last working date, whether it’s a resignation letter with a notice period or a resignation letter without a notice period.
• Polite & Professional Tone
  Keep the language respectful and calm. A polite resignation letter sample always leaves a positive impression on HR and managers.
• Brief Gratitude
  Add one line of thanks to show appreciation. Most resignation letter examples include this to maintain professionalism.
• Proper Closing & Signature
  End formally with your name and designation, following a standard professional resignation letter format or resignation letter email format.

How to Write a Resignation Letter: Step-by-Step Guide

Writing a professional resignation letter doesn’t have to be complicated. Follow this step-by-step guide to create a short and professional resignation letter that leaves a positive impression.

Step 1: Start with a Clear Statement

Begin your letter by clearly stating your decision to resign. This is the most important part of any resignation letter format and should be direct and professional.

Step 2: Mention Your Last Working Day

Always include your final working date. Whether it’s a resignation letter with a notice period or a resignation letter without a notice period, clarity helps avoid misunderstandings.

Step 3: Keep It Short and Professional

A short resignation letter is preferred by employers. Avoid long explanations and personal details. Stick to a clean, professional resignation letter format.

Step 4: Express Gratitude Briefly

Add one or two lines to thank your employer for the opportunity. Most resignation letter samples and resignation letter examples include a polite appreciation line.

Step 5: Offer a Smooth Transition

If possible, mention your willingness to help during the transition. This strengthens the tone of a polite resignation letter sample.

Step 6: Close Formally

End with a professional closing and your name. If sending by email, follow a proper resignation letter email format.

Resignation Letter Samples and Formats for Professionals

Here are some samples and formats of a resignation letter.

Short & Professional Resignation Letter Template

Subject: Resignation Letter

Dear [Manager’s Name],

I am writing to formally submit my resignation from my position at [Company Name]. After careful consideration, I have decided to move on from my current role. My last working day will be [Last Working Day], in accordance with company policy.

I am truly grateful for the opportunity to work with such a supportive team. The experience, guidance, and professional exposure I gained during my tenure have contributed significantly to my personal and career growth.

Please let me know how I can assist during the transition period to ensure a smooth handover of my responsibilities. I sincerely appreciate your support throughout my journey here.

Thank you once again, and I wish the organisation continued success.

Sincerely,  

[Your Full Name]  

[Your Job Title]  

[Department Name]

Professional Resignation Letter with Notice Period

Subject: Notice of Resignation

Dear [Manager’s Name],

I would like to formally inform you of my resignation from my position at [Company Name]. As per the terms of my employment contract, I will be serving the required notice period, and my last working day will be [Date].

I am sincerely thankful for the opportunities, learning experiences, and professional guidance provided during my time here. Working with the team has helped me grow both personally and professionally.

During the notice period, I will ensure a smooth transition by completing assigned tasks, preparing handover documents, and supporting the team wherever required.

Thank you for your support and cooperation.

Kind regards,  

[Your Name]  

[Your Designation]  

[Employee ID – Optional]

Resignation Letter Without Notice Period (Immediate Effect)

Subject: Immediate Resignation

Dear [Manager’s Name],

With regret, I am writing to inform you of my decision to resign from my position at [Company Name] with immediate effect due to unavoidable personal circumstances.

This decision was not made lightly, and I truly appreciate the opportunities and support I received during my time with the organisation. I sincerely apologise for any inconvenience caused by my sudden departure.

Thank you for your understanding and cooperation.

Yours sincerely,  

[Your Name]  

[Your Job Title]

Resignation Letter Email Format

Subject: Resignation – [Your Full Name]

Dear [Manager’s Name],

I hope this email finds you well. I am writing to formally inform you of my resignation from my position at [Company Name]. My last working day will be [Date].

I am thankful for the opportunity to work with the organisation and for the professional support provided during my tenure. Please let me know the next steps regarding the transition process.

Thank you for your guidance and cooperation.

Best regards,  

[Your Full Name]  

[Your Job Title]  

[Contact Number – Optional]

Resignation Letter for Job Change

Subject: Resignation Notice

Dear [Manager’s Name],

I am writing to formally inform you of my decision to resign from my position at [Company Name] as I have accepted a new professional opportunity that aligns with my long-term career goals. My last working day will be [Date].

I am extremely grateful for the experience, training, and support I received during my time here. The exposure and learning have played an important role in my professional development.

I will ensure a smooth handover of my responsibilities and assist during the transition period as needed.

Thank you once again, and I wish the team and organisation continued growth and success.

Sincerely,  

[Your Name]  

[Your Designation]

How to Write a Short Resignation Letter for Personal Reasons (Professional & Polite Format)

Subject: Resignation Letter

Dear [Manager’s Name],

I am writing to formally resign from my position at [Company Name] due to personal reasons. My last working day will be [Last Working Day], as per the notice period policy.

This decision was not easy, and I am truly grateful for the support, guidance, and opportunities I received during my time here. Working with the team has been a valuable experience for my professional growth.

I will ensure a smooth transition of my responsibilities and complete all pending tasks before my departure.

Thank you for your understanding and support.

Sincerely,  

[Your Full Name]  

[Your Job Title]

Read This : How To Create ATS Friendly Resume Full Guide 

FAQs About short resignation letter

1. How long should a short resignation letter be?

A short resignation letter should be 3–5 brief paragraphs and ideally under one page.

2. What is the most important line in a resignation letter?

The clear statement of resignation and your last working day is the most important part.

3. Should I mention the reason for resignation?

It’s optional. If you do, keep it brief and professional, such as “personal reasons” or “career growth.”

4. Can I send my resignation letter by email?

Yes, using a professional resignation letter email format is acceptable in most workplaces.

5. How can I keep my resignation letter professional?

Use polite language, avoid complaints, and follow a standard resignation letter format.