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How to resign from your job professionally
When and how to tell your manager, a short resignation letter template, how to handle your notice period, and how to leave on good terms.
When to resign
Resign only after you have a signed offer letter and a confirmed joining date. Check your contract for the notice period and any terms about leave during notice, early release, or buyout.
Pick a calm moment early in the week, not just before a major deadline if you can avoid it.
Tell your manager first, in person or on a call
Your manager should hear it from you before anyone else. Keep the conversation short and positive:
I wanted to tell you personally that I have accepted another role and will be resigning. I am grateful for everything I have learnt here. I will send my formal resignation today and make sure the handover is smooth.
You do not have to share where you are going or the salary. If asked, you can say you would prefer to share details after joining.
Resignation letter template
Subject: Resignation: [Your name], [Employee ID]
Dear [Manager's name],
Please accept this as formal notice of my resignation from my position as [Title]. As per my notice period of [N] days, my last working day will be [date], unless we agree otherwise.
Thank you for the support and opportunities during my time here. I will work with the team to complete a full handover.
Regards,
[Your name]
Send it through the official channel your company uses, such as email to your manager with HR in copy, or the HR system.
Make the notice period count
- Write a handover document: open tasks, contacts, passwords handed over through approved means, and where files live.
- Train the person taking over, if one is named.
- Keep your effort steady. People remember how you leave.
- Ask HR for the exit checklist early: asset return, final settlement, relieving letter, and experience letter.
Documents to collect before you leave
- Relieving letter and experience letter.
- Final payslips and full and final settlement statement.
- Form 16 for the financial year.
- Your PF details so you can transfer the balance.
These are needed for background verification at your next employer, so keep copies safe.
Leave on good terms
Thank your team, share your personal contact details if you wish, and avoid venting in exit interviews. Give useful, specific feedback instead. Industries are small, and former managers are often your best future references.
Frequently asked questions
Can I resign by email?
Yes, a written resignation by email is normal, but tell your manager in person or on a call first if you can.
Do I need to give a reason in my resignation letter?
No. A short, polite letter with your last working day is enough.
Can my employer refuse my resignation?
They generally cannot stop you from leaving, but they can require you to serve the notice period in your contract.
What if my manager asks me to stay?
Listen politely and take time if needed. Read our guide on counter offers before deciding.