Resignation Letter

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What a resignation letter is

A resignation letter is a written statement from an employee confirming their decision to leave their job. It is initiated by the employee and serves as the formal record that triggers the notice period and the offboarding process.

Its purpose is to give clear notice, confirm the intended last working day and create a professional, dated record. It helps both sides plan a smooth transition and keeps the relationship constructive.

When a resignation letter is used

• When an employee decides to leave their current role.
• To formally start the notice period set out in the contract.
• When moving to a new opportunity, studying or changing direction.
• When a written, dated record of the departure decision is needed.
• Ahead of handover planning and the offboarding process.

What a resignation letter should include

• The employee’s name, role and the date of the letter.
• A clear statement of the intention to resign.
• The intended last working day, reflecting the notice period.
• A brief, professional note of thanks where appropriate.
• An offer to support a smooth handover or transition.
• Contact details for any follow-up after departure.
• A signature and space for the employer to acknowledge receipt.

Common mistakes

• Not stating a clear last working day or notice period.
• Venting grievances or using an unprofessional tone.
• Resigning verbally without confirming it in writing.
• Giving less notice than the contract requires.
• Sharing too much detail about reasons for leaving.
• Failing to keep a copy of the letter and any acknowledgement.

Good practice

• Keep the letter brief, courteous and clear about the last day.
• Check the contractual notice period before setting the date.
• Offer to help with handover to leave on good terms.
• Deliver it to the right person and request acknowledgement.
• Keep a dated copy for personal records.