How you leave a job stays with you longer than how you start one. References, background checks and industry reputations often trace back to your exit. A calm, professional resignation makes your next role easier.
Before you resign
- Have the new offer in writing, with the joining date, salary and location confirmed.
- Read your current notice period clause in your appointment letter, including buyout and bond terms.
- Check that background verification for the new job is completed or its timeline is clear.
- Decide your last working day target and the joining date that fits.
How to resign
Tell your manager in person or on a call first, then send the written resignation by email. This is respectful and prevents surprises.
Resignation email template
Subject: Resignation – [Your Name], [Employee ID]
Dear [Manager’s Name], I am writing to formally resign from my position as [Designation] at [Company]. As per my notice period of [number] days, my last working day will be [date]. I am grateful for the opportunities and support I received during my time here, and I will do my best to ensure a smooth handover. Please let me know the next steps. Regards, [Your Name]
Keep the reason short and neutral. There is no need to explain everything or criticise anyone.
During your notice period
- Prepare a handover document listing your tasks, files, logins that are approved to share, pending items and contacts.
- Train the person taking over, if there is one.
- Finish or hand off open work. Do not start big new commitments.
- Stay professional. Do not badmouth the company or colleagues, on social media or elsewhere.
- Return company property such as laptop, ID card and accessories on time and keep the acknowledgement.
Negotiating an early release
If the new employer needs you sooner, talk to your manager and HR early. Some employers allow early release or a notice period buyout as per your contract, and some do not. Ask politely, offer a strong handover and do not assume it will be approved. Never stop coming to work before you have written permission.
If you get a counter-offer
Companies sometimes respond to a resignation with more money or a new title. Before you accept, ask why the improvement was not offered earlier, whether the underlying reasons for leaving will change and whether you are comfortable if the relationship feels different afterwards. Many people who accept counter-offers leave within a year. Decide with a clear head.
Exit formalities to complete
- Full and final settlement: salary, leave encashment and any dues, usually within a period stated by your company policy.
- Relieving letter and experience letter: essential for your next employer.
- Payslips and Form 16: keep copies for taxes and loans.
- Provident fund: keep your Universal Account Number (UAN) active, link it to the new employer and follow the process on the EPFO member portal to transfer or manage your account.
- Insurance and benefits: understand what stops on your last day.
If your relieving documents are delayed
Write to HR politely and keep a record of the correspondence. If the delay continues, seek advice from a lawyer or the appropriate labour authority in your state. Keep the tone respectful in writing.
Stay in touch
Thank your manager and team, connect on LinkedIn and ask for a recommendation if the relationship was good. The best exits leave doors open.
Notice, settlement and provident fund rules vary by employer and change over time. Confirm the current process with your HR team and the official EPFO website.