Resignation letter and notice period in India: a practical guide

Updated 2026-10-27 · 8 min read

Before you resign: check your appointment letter

Your first resignation is easier when you know the rules before you send anything. The rules that apply to you are mainly in your appointment letter or employment contract and the company’s HR policy, usually on the HR portal or in an employee handbook. State and central laws can also apply, depending on your role and where you work.

Look for these points before you speak to your manager:

Notice period length, and whether it is different during probation.
Whether notice can be bought out, and how the amount is calculated.
Whether leave balance can be adjusted against notice or will be paid out.
Any service agreement or training bond, and what it says about leaving early.
How resignation must be submitted: by email, on the HR portal, or both.

How notice periods usually work

A notice period is the time between submitting your resignation and your last working day. In Indian IT and services companies, 30, 60 or 90 days are common. During probation, many companies set a shorter notice, often between one and four weeks, but this varies, so check your own letter.

Notice usually starts from the day your resignation is formally submitted or accepted in the system, according to company policy. Your manager may ask for a conversation first, and sometimes HR will hold a retention discussion. Serving your notice fully and professionally matters because your relieving letter and experience letter depend on a clean exit, and future employers often verify them.

If you already have an offer, tell the new employer your exact notice period. Many companies plan joining dates around it, and some will ask for proof of resignation before confirming a date.

Notice buyout and early release

If you need to leave before your notice ends, there are usually two routes. The first is a buyout: you, or sometimes the new employer, pay the company for the days you do not serve, typically calculated on your salary as your contract defines. Not every company allows it, and some allow it only with manager approval.

The second is a request for early release. You ask your manager and HR to relieve you earlier, often after you finish a proper handover. This works best when you are polite, offer a clear handover plan and are flexible on dates. Get any agreed early release date confirmed in writing by email.

Never simply stop going to work. Leaving without completing notice or an agreed release can mean no relieving letter, a recovery from your final settlement and problems in background verification for future jobs. If there is a genuine dispute, raise it with HR in writing, and consult a lawyer if it cannot be settled.

Telling your manager and handling a counter-offer

If possible, tell your reporting manager in person or on a call before the email arrives. A short conversation is enough: you have decided to move on, you will serve your notice and complete a handover, and you are grateful for the experience. You do not have to share the name of your new company or your new salary. If you prefer to keep it private, say so politely.

Do not announce your resignation to colleagues or on LinkedIn before your manager knows. Wait until the resignation is accepted and your exit plan is clear.

Some companies respond to a resignation with a counter-offer: a raise, a new project or a change of team. Think about why you decided to leave in the first place. If the reason was only salary, a counter-offer may solve it. If it was the kind of work, growth, location or the team, more money rarely fixes it for long. If you have already accepted another offer, withdrawing late can damage your relationship with that employer, so decide quickly and tell both sides honestly.

How to write a resignation letter (with sample)

A resignation letter is a formal record, not a place to explain or complain. Most Indian companies accept resignation by email or through the HR portal, and the sample below can go in an email body or a signed letter. Keep it short, polite and factual. It should include:

The date, and who it is addressed to (your reporting manager, with HR in copy).
A clear statement that you are resigning from your position, with your job title.
Your intended last working day according to your notice period.
An offer to complete a proper handover.
A brief thank-you, and your name and employee ID.

Subject: Resignation: [Your name], [Employee ID]

Dear [Manager’s name],

Please accept this as formal notice of my resignation from my position as [Job title] at [Company name], effective from today, [date].

As per my notice period of [30/60/90] days, my last working day will be [date]. I will complete a full handover of my current work, including documentation and knowledge transfer to whoever you assign, before I leave.

Thank you for the guidance and opportunities I have had in this role. I have learned a great deal here and I am grateful for the support of the team.

Please let me know the next steps for the exit process.

Regards,
[Your name]
[Employee ID]
[Phone number]

Leave balance, handover and your last working day

Rules on leave during notice vary by company. Some allow earned leave to be adjusted against the notice period, some pay it out in the final settlement, and some restrict leave during notice. Ask HR before you plan any days off.

A good handover protects your reputation and your relieving letter. Make a simple document listing your ongoing work, where files and access are, open issues and contacts. Walk your replacement or manager through it. Return your laptop, ID card and other assets, and get the return acknowledged. Do not copy company data or code to personal devices; it can breach your contract and create serious trouble later.

Relieving letter, experience letter and full and final settlement

After your last working day you should receive a relieving letter, which confirms you have left and been relieved of your duties, and an experience letter or service certificate, which confirms your role and dates of employment. Some companies combine them into one document. Your next employer will usually ask for them during joining or background checks, so save copies safely.

Full and final settlement, often called F&F, is the last payment from your employer. It typically includes salary for the days worked in the last month, payout of eligible leave, and any reimbursements or bonuses due, minus recoveries such as unserved notice or unreturned assets. Gratuity is generally payable only after a minimum period of continuous service, so most first-job leavers will not be eligible. Timelines for F&F depend on company policy and applicable law. Check your F&F statement carefully and raise any mistake with HR in writing.

Moving your PF with UAN

If you were covered by the Employees’ Provident Fund, you have a Universal Account Number (UAN) that stays the same across jobs. Give the same UAN to your new employer instead of getting a new one. You can then transfer the balance from your old employer’s PF account to the new one online through the EPFO member portal, after your KYC details such as Aadhaar, PAN and bank account are verified there. Keeping one account makes your PF history and any later claims much simpler. After you leave, check that the old employer has updated your date of exit on the portal, since a transfer usually needs it. If anything is stuck, raise a grievance through the EPFO portal or ask your old HR team for help.

How ApplyNivo helps

The free resignation letter generator at /tools/resignation-letter writes a polite, formal letter from your details: role, company, notice period and last working day. Review it before you send it. If you are resigning because you are applying for your next role, the free ATS checker at /ats-resume-checker shows how your updated resume reads before you apply.

Frequently asked questions

What is the usual notice period for freshers in India?

It depends on your appointment letter and company policy. In IT and services companies, 30, 60 or 90 days are common after confirmation, and probation notice is often shorter. Some companies use the same notice throughout. Read your own letter or HR policy rather than relying on what friends at other companies have.

Can I resign by email in India?

Yes, most private companies accept resignation by email to your manager with HR in copy, and many also require you to submit it on the HR portal. Follow your company’s process so the date is recorded correctly, because your notice period is usually counted from that date.

What happens if I do not serve my notice period?

It depends on your contract and company policy. The company may recover the unserved notice amount from your final settlement, and it may delay or refuse a relieving letter, which future employers often ask for. It is better to negotiate a buyout or early release in writing than to stop working.

Can my company refuse to accept my resignation?

Employers can ask you to serve your notice and complete a handover, and may hold retention discussions, but they generally cannot keep you employed indefinitely against your will. Rules depend on your contract and applicable law. If HR does not respond or a dispute arises, keep everything in writing and consider legal advice.

Do I need a relieving letter to join a new company?

Most employers in India ask for a relieving letter or experience letter from your previous job during joining or background verification. Some accept your resignation acceptance email and last payslip for a short time. Completing your notice or agreed release properly is the surest way to receive these documents on time.