Is it time for you to move into a new role? Then you might be starting to panic at the thought of letting your boss know! But take a deep breath: handing in your notice doesn’t need to feel intense. Remember that people change jobs all the time. Your boss will understand it’s only a natural part of professional growth.
In our blog, we want to help you feel less apprehensive about breaking the news to your boss. Who knows, feeling prepared might help you feel even more excited about stepping into something new.
What is a resignation letter and when it’s used
A resignation letter is a formal document that an employee submits to their employer announcing an intent to leave their current role. The key in that last sentence is the word ‘formal’: you don’t need to overthink it. It’s perfectly acceptable to follow a template (we’ll provide one you can use and adapt later in this blog).
It’s a letter all employers expect to receive at some point or another. Effectively, the letter serves to maintain professionalism and provide a documented record for HR purposes. It helps avoid ambiguity for both you and your employer about your last day of employment and prepares everyone for a smooth transition.
To maintain professionalism, it’s imperative that you give your current employer the notice period they expect. Your employee handbook or contract should give you this information, but most of the time notice periods are 2 or 4 weeks. We’d suggest being aware of your notice period as soon as you begin to look for a new job to help avoid potential conflicts when you do need to hand in your resignation.
Key components
Here are some helpful tips on what kind of information a well-structured resignation letter should include:
Header
- Your employer’s contact information
- Your contact information
- The date the letter was written
Salutation
- Formally address the letter to your manager or to HR
Opening paragraph
- Make it clear straight away that this letter is your resignation letter
- Ensure you include your position title and intended last working day
Closing paragraph
- Offer some positive best wishes towards your manager/colleagues/employer
Signature
- Don’t forget to end the letter with a polite sign off, followed by your printed name and signature.
Dos and don’ts
Dos
- Check for grammatical errors and don’t forget to proofread, don’t be afraid of asking a friend if you need help with this
- Keep it professional, polite, and minimalistic
- Provide the required notice period
- Express gratitude and offer to help with the transition process
Don’ts
- A resignation letter is a formal document, avoid being overly negative or critical of your employer or colleagues
- Don’t provide unnecessary details about why you are leaving
- Don’t make unreasonable demands or ultimatums in your resignation letter
Example letter
[Your name]
[Your address]
[City, Postcode]
[Your email]
[Date the letter is being written on]
[Manager’s or HR’s name]
[Company name]
[Company address]
[City, Postcode]
[Your manager or HR’s email]
[Dear manager/HR]
Subject: Notice period
I am writing to formally submit my notice period for my position as [Your job title] at [Company name], with my last working day being [Last working day in accordance with your contract’s notice period].
I would like to express my gratitude for the experiences and learning opportunities working at [Company name] has provided me. The skills I have gained have been invaluable, and I sincerely appreciate the support and mentorship from my colleagues and management.
To ensure a smooth transition period, I am happy to assist in any way possible during my notice period, whether that be by training a colleague or new starter, or by wrapping up pending projects. Please let me know how I can be of assistance.
Once again, thank you for your support and all the opportunities that have been offered to me. I would like to with you and all of my colleagues continued success in the business.
Yours sincerely,
[Your name and signature]
Conclusion
We hope that this short blog has helped you understand the purpose of a resignation letter and has helped you feel more confident writing your own. Handing in your notice doesn’t have to be stressful. By following these guidelines, you can ensure you leave on good professional terms. A well-crafted resignation letter demonstrates respect, helping you develop a positive professional reputation. We wish you all the best in whatever comes next
If you’re interested in finding your next job, view our current vacancies to start applying.
This article was written by Lucy Hulton.
Last updated on 23 June 2025
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