To write a resignation letter, state that you are leaving, identify your role and give your notice and intended final employment date. Keep the message factual and check the relevant process before sending. You can add a brief thank-you and a realistic handover offer.
This guide covers the UK writing and delivery process. If you only need text to adapt, use the resignation letter templates.
1. Check the process and notice first
Read your contract or written statement and check whom you should notify. Do not copy a notice period from an online sample. Your required notice may differ from another employee's, and working arrangements are not identical across jurisdictions.
Acas explains how to resign and provides separate notice-period guidance. For employees with at least one month's service, the statutory minimum is generally one week; contractual requirements can be longer. Check the guidance and your circumstances rather than using the minimum as an automatic answer.
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2. State the decision directly
A clear opening is enough:
I am writing to resign from my position as [job title] at [organisation].
Avoid uncertain language such as “I think I might need to leave” if you are giving notice. If you are asking about options before deciding, make that a separate conversation rather than using a resignation template.
3. Write the dates unambiguously
Include the date of your letter and the intended final employment date. Use the month in words and include the year. Distinguish a proposed earlier departure from the end date that follows your notice obligations.
I am giving [notice period] notice, with [date] as my intended final day of employment. Please confirm the final date.
If you want an earlier departure, frame it as a request, not an agreement that already exists:
I would like to discuss whether an earlier final date of [date] could be agreed. Please confirm any agreed change in writing.
Acas notes that leaving without the appropriate notice or an agreed alternative can breach your contract. Get advice for a dispute or a possible serious breach by the employer before deciding to leave immediately.
4. Add only useful closing details
A short thank-you is optional. A handover offer should be realistic: “I will agree priorities for handing over my current work” is more bounded than “I will do whatever is needed at any time”.
Routine letters do not need a detailed personal history. Where legal concerns affect why you are resigning, generic advice to omit reasons may be inappropriate; seek advice on your situation and wording.
5. Send it through the appropriate channel
Check the recipient and delivery method your organisation expects. For email wording, use the resignation email guide. For a document attachment, use the formal letter layout.
Ask for acknowledgement and retain an appropriate record of the letter and response. Do not forward unrelated internal documents to a personal account. A record of resignation is different from copying company information.
A drafting worksheet
Fill these in before writing:
| Detail | Your answer |
|---|---|
| Role and organisation | [Exact names] |
| Intended recipient | [Manager, HR or specified contact] |
| Notice requirement checked | [Source and period] |
| Intended final employment date | [Full date] |
| Any earlier departure request | [Separate request, if needed] |
| Handover priorities | [To agree with manager] |
Then use the simple resignation template. Check that the letter matches your worksheet and that no sample dates remain.
Questions to settle separately
Final pay, unused holiday, equipment return and access arrangements can require separate confirmation. Ask the appropriate contact rather than adding assumptions to your resignation letter. For uncertain rights or a difficult departure, consult Acas or a qualified adviser.
Once the wording is agreed, keep the handover factual: outstanding tasks, owners, deadlines and where authorised colleagues can find the work. Our formal letter and handover guide includes a practical structure.