Quick answer
A resignation letter needs four things: a clear statement that you are resigning from your post, your last working day counted from your notice period, an offer to hand over your work, and a line of thanks. Keep it to one short page, give it to your manager in person, and keep a signed copy.
A resignation letter is a record, not an explanation. It will sit in your personnel file and be looked at again when you ask for an experience letter, a clearance or a reference — so it should say what happened and when, politely, and nothing else.
On this page
01Resignation letter format
- 1Date — this is the day your notice starts, so it matters.
- 2To — your reporting manager, or the head of the organisation, with HR in copy.
- 3Subject — “Resignation from the post of [post]”.
- 4The statement — one sentence: you are resigning, from which post, and your last working day.
- 5Handover — that you will complete or hand over your work during the notice period.
- 6Thanks — one honest line. Reasons are optional, and complaints do not belong here.
- 7Signature, name and employee ID if you have one.
02Simple resignation letter — sample
03Resignation letter for a teacher
Address it to the principal, and time it around the academic calendar where you can — the end of a term or session is easier on the students and far easier on your reference. Say how your classes and exam work will be handed over.
04Immediate resignation letter
Leaving without notice should be the exception — illness, a family emergency, a move abroad at short notice. Say plainly that you are unable to serve the notice, give the reason in a line, and ask for it to be waived. The employer may agree, or may deduct pay in place of the notice if your appointment letter provides for that.
05Notice period in Nepal
Your notice period is written in your appointment letter or employment contract, and that is the number to use. Nepal’s Labour Act sets a minimum that depends on how long you have worked, and many contracts ask for more — thirty days is the common figure once you are past probation, and probation periods are usually shorter.
Count from the date on the letter, not from the day you first mentioned leaving. If you have unused leave, ask in writing whether it can be set against the notice or will be paid out. Leaving early without agreement can cost you salary for the days not served, and it is the surest way to an awkward experience letter.
06What to collect before your last day
- Acceptance of your resignation — a signed copy of your letter, or an email accepting it with your last working day.
- Experience letter — with your designation, exact dates and a conduct line. The experience certificate page shows what it must contain.
- Salary certificate and your last salary slips — the next employer or a bank will ask.
- Clearance — the form that says you have returned equipment and owe nothing.
- Final settlement — remaining salary, unused leave, and your provident fund or SSF details.
- Tax documents for the year, showing tax deducted at source.
07In Nepali — राजीनामा पत्र
Government offices, community schools and many cooperatives expect the resignation in Nepali. The राजीनामा पत्र guide has the format and a full sample.
Common questions
How do I write a simple resignation letter?
State that you are resigning from your post, give your last working day according to your notice period, offer to hand over your work, and thank the employer. Four or five sentences are enough. Date it, sign it, and keep a copy that has been received and signed.
How much notice do I have to give in Nepal?
The period written in your appointment letter or employment contract. Nepal’s Labour Act sets a minimum that rises with length of service; thirty days is common after probation. Check your own letter before you fix a date.
Do I have to give a reason for resigning?
No. “For personal reasons” or no reason at all is acceptable. If you give one, keep it to a line and keep it neutral — the letter stays in your file.
Can my employer refuse my resignation?
An employer can ask you to serve the notice period you agreed to, and can ask you to reconsider. Having served the notice in your contract, you are free to go. Get the acceptance in writing so there is no dispute about the date.
Should I resign by email or on paper?
Whichever your organisation treats as official. A signed letter handed to your manager, with a copy emailed to HR the same day, covers both. Tell your manager in person first — nobody should learn it from an email.
Will I get an experience letter if I resign?
You should, and you are entitled to ask for one. Leaving properly — notice served, work handed over, clearance completed — is what makes it straightforward. Ask for it before your last day rather than after.