Set 01 · Resignation · Free
The simple resignation, two weeks given.
A resignation letter is a short legal document, not a farewell speech. It states that you are leaving, names your last working day, and thanks them. Everything else you want to say belongs in a conversation, and everything you resent belongs nowhere. Three samples: standard notice, one month notice, and a probation period.
SamplesThree, complete
FormatsDOCX and PDF
PriceFree — always
LengthUnder 150 words
Sample OneWarm, brief, unambiguous
The version that suits almost everybody. Three short paragraphs, a specific date, and nothing that could be quoted back at you later.
12 August 2026
Mr. Usman Javed
Sales Manager
Metro Distribution
Lahore
Notice of Resignation — Sales Coordinator
Dear Mr. Javed,
Please accept this letter as formal notice of my resignation from the position of Sales Coordinator at Metro Distribution. In accordance with my contract, my final working day will be Friday, 28 August 2026.
I am grateful for the two years I have spent here and for the opportunity to move from the internship into a permanent role. I have learned a great deal from you and from the field team.
I will do everything I can over the notice period to complete my handover properly, including documenting the quotation tracker and briefing whoever takes it on.
Thank you again for your support.
Yours sincerely,
Ayesha Khan
Why this one works
- The last working day is a specific date with a day of the week. "Friday, 28 August 2026" cannot be misread. Payroll and HR work from this line.
- It says "in accordance with my contract". One phrase confirming the notice period is correct, which prevents a dispute about whether it was served properly.
- The gratitude is specific. "The opportunity to move from the internship into a permanent role" — one true detail beats a paragraph of general thanks.
- The handover offer is concrete. Naming the tracker shows this is real, not a courtesy.
- No reason for leaving is given. You are not required to state one and doing so in writing only creates something that can be misquoted.
Sample TwoLonger notice · Senior-ish role
A one-month contractual notice, and the letter offers flexibility on the exact date, which is a small courtesy that costs nothing and is remembered.
12 August 2026
Mr. Kashif Nadeem
Finance Manager
Nishat Textile Mills
Lahore
Notice of Resignation — Senior Accountant
Dear Kashif,
I am writing to formally resign from my position as Senior Accountant. My notice period is one month, which places my final working day on Friday, 11 September 2026.
I have accepted a finance manager role elsewhere. This was a difficult decision — the four years here have been the most useful of my career, and much of that is down to how you have managed the team.
The September close falls within my notice period and I intend to complete it before I leave. I will also prepare handover notes covering the three entity closes, the reconciliation process and the tax filing calendar, and I am happy to be available by phone for a short period afterwards if anything is unclear.
If it would help the department for me to leave a week later, I have some flexibility and would be glad to discuss it.
With thanks and best wishes,
Bilal Ahmed
Why this one works
- Completing the September close is offered. Timing the departure around a known cycle is the single most appreciated thing a finance leaver can do.
- The handover is itemised. Three specific areas. It reassures a manager whose first worry is what breaks after you go.
- Flexibility on the date is offered. Costs nothing if declined, and is remembered if accepted — and it is a reference conversation later.
- The new role is mentioned without naming the employer. Enough context to be honest, no detail that invites comparison or awkwardness.
Sample ThreeShort notice · Early departure
Leaving inside a probation period, where notice is usually days rather than weeks. It has to be brief, gracious and non-committal about the reason.
12 August 2026
Ms. Hina Sajid
Operations Supervisor
Ibex Global
Lahore
Notice of Resignation — Call Centre Agent (probation)
Dear Ms. Sajid,
I am writing to resign from my position as Call Centre Agent. As I am still within my probation period, my notice is one week and my final working day will be Tuesday, 19 August 2026.
I want to say that this is no reflection on the team or on the training, both of which have been good. I have been offered a position closer to home which I have decided to accept.
I will complete my scheduled shifts through to the 19th and return my headset, access card and handbook on my last day.
Thank you for the opportunity and for the support during my time here.
Yours sincerely,
Danish Raza
Why this one works
- The probation notice period is stated explicitly. It is different from the standard period and confirming it prevents an argument about whether notice was sufficient.
- A brief, harmless reason is given. "Closer to home" is true, uncontroversial and closes the subject. In a short-tenure resignation some reason is expected.
- Company property is listed. Headset, card, handbook. It signals a clean exit and speeds up the final settlement.
- Remaining shifts are committed to. The single biggest concern a supervisor has when someone resigns in probation is whether they will simply stop coming.
What actually goes in it
Four things. Nothing else is required and almost nothing else helps.
- A clear statement that you are resigning, and from which position.
- Your final working day, as a specific date. Not "in two weeks" — the actual date.
- An offer to hand over, ideally naming what you will document.
- A brief thank you.
The letter goes on your personnel file permanently and may be read years later by people who never met you. Write it as a document, not as a message to your manager — you can say the personal things face to face, and you should.
What never goes in it
The resignation letter is the worst possible place to settle anything.
- Complaints. About pay, management, workload, a colleague, a decision. Nothing you write will be fixed and all of it will be remembered.
- Your new employer's name and salary. Unnecessary, and it invites either a counter-offer or resentment.
- Detailed reasons. You are not obliged to explain. "I have accepted a role elsewhere" is complete.
- Conditions or ultimatums. If you are open to a counter-offer, that is a conversation, not a letter.
- Sarcasm, however mild. Tone does not survive on paper and it will be read by strangers.
If you have genuine grievances, an exit interview is the correct venue — and even there, measured is more effective than honest-and-furious.
The order to do it in
The sequence matters more than the letter, and getting it wrong is what causes bad exits.
- Have the new offer in writing first. Signed. Verbal offers are withdrawn.
- Tell your direct manager in person, or by call if remote. Before anyone else, and before the letter.
- Hand the letter over at the end of that conversation, or send it immediately after.
- Copy HR, since the notice period runs from receipt and a file copy protects you.
- Tell colleagues only after your manager has, or after agreeing with them who tells whom.
A manager who hears it from someone else first will take it personally, and that person writes your reference.
Notice periods, practically
Check your appointment letter before writing anything — the contractual period governs, and it varies widely.
- Probation: commonly one week, sometimes a day, occasionally none.
- Confirmed staff: most commonly one month; two weeks in smaller organisations.
- Senior and management roles: frequently two or three months.
- Payment in lieu: many contracts allow you to pay the balance of notice to leave earlier. It is a legitimate option and worth reading before you assume you are trapped.
Serving the full period is almost always worth it. Leaving early without agreement can affect your final settlement, your experience certificate and your reference — three things you will want more than the extra fortnight.
This one stays free, always.
Take the samples and change the names and dates. If you would rather answer a few questions and have it written with your notice period and handover in it, Hexa does it in about a minute.
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Download all three · Free
The people above are illustrative examples written for teaching purposes.
Names, employers, registration numbers and figures are invented and should not be copied
into a real application — use them as a shape to pour your own verified numbers into.