PeopleMuster

Resignation letter format

Resignation letters should be short, dated and unremarkable. Everything a person wants to say about why they are going belongs in the conversation, not in a document that goes on a file forever.

Send this after you have told your manager face to face, on the same day. The employer's reply confirming the dates is a resignation acceptance letter, and it is a different document.

[YOUR NAME]
[YOUR EMAIL AND PHONE]

Date: [DATE OF LETTER]

[MANAGER NAME]
[JOB TITLE], [COMPANY NAME]

Dear [MANAGER NAME],

I am resigning from my role as [YOUR JOB TITLE] at [COMPANY NAME].

My notice starts today. My last working day will be [LAST WORKING DAY], in line with [NOTICE BASIS].

Before then I will:

- write up [MAIN RESPONSIBILITY] so it can be picked up
- hand [PROJECT] over to whoever you nominate
- close out [ANYTHING WITH A DEADLINE] by [DEADLINE DATE]

[OPTIONAL: ONE WARM, TRUE SENTENCE]

Thank you.

[YOUR NAME]

What to put in each blank

[LAST WORKING DAY]
Name one date. A letter that only says a number of weeks starts an argument about counting.
[NOTICE BASIS]
Point at your contract or your offer letter rather than quoting a period from memory.
[MAIN RESPONSIBILITY]
Name the thing only you know how to do. It is the part your manager is worried about.
[OPTIONAL: ONE WARM, TRUE SENTENCE]
Include one only if you mean it. Delete the line rather than writing something hollow.

Before you send it

  • Tell your manager before the letter arrives. A resignation read first in an inbox lands badly and is remembered.
  • Leave grievances out. Anything you want changed belongs in the exit conversation, where it can be acted on.
  • Send it from a work address and keep a copy somewhere you will still have access to next month.
  • Notice periods, pay in lieu and what happens to an unused balance come from your contract and local rules. Ask HR in writing and keep the reply.

Notice given starts the offboarding process in PeopleMuster, which runs as a tracked checklist with owners per step

Questions people ask about this letter

How long should a resignation letter be?

Under a page, and usually far under it. The role, the last day and the handover are the only parts anyone needs, and length here reads as unease rather than courtesy.

Should the letter say why I am leaving?

Not unless you want that reason on file permanently. Reasons belong in the conversation and in the exit interview, where they can be heard properly rather than filed.

Can a resignation be withdrawn?

Only if your employer agrees, and the position varies by contract and by country. Treat the letter as final when you send it, and ask before you send it if you are unsure.

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