A formal resignation letter should be easy to identify, date and file. Use a simple document layout with the recipient, a clear resignation statement, the notice and intended final employment date, and your name. Keep the detailed handover in a separate document.
This guide covers formal presentation and handover planning. For email delivery, use the resignation email guide. For deciding what to write first, see the UK resignation process.
Formal document layout
Use the address or identifying details your organisation needs; do not add unnecessary personal information. A straightforward font and normal paragraph spacing are enough.
[Your name]
[Contact details, if required]
[Date]
[Recipient's name]
[Recipient's role]
[Organisation]
Re: Notice of resignation
Dear [recipient's name],
I am writing to resign from my position as [job title]. I am giving [notice period] notice, with [date] as my intended final day of employment.
Thank you for the opportunity to work with the team. I will agree the priorities for handing over my current responsibilities during my remaining time.
Please confirm receipt of this letter and the final employment date.
Yours sincerely,
[Your name]
This is template wording to adapt. Check the process and notice required for your employment, and replace every placeholder. The general template page also offers a shorter version if you do not need a formal document.
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Review the exported document
Open the file you intend to send. Check that all paragraphs are visible, dates are consistent, no extra blank page appears and the filename identifies the document. Remove tracked changes, comments and previous draft text.
If your organisation expects a particular format or signature process, follow it. A decorative design, logo or elaborate heading is unnecessary. The purpose is an accurate record, not a marketing document.
Keep the handover separate from the notice
Your resignation letter should not become a project inventory. Prepare a separate working document with your manager so ownership and deadlines can be reviewed without changing the notice itself.
| Handover item | What to record |
|---|---|
| Current task | A concise description and present status |
| Next action | The specific action still required |
| Timing | Known deadline or next review date |
| Owner | Person agreed to take responsibility, or “to be assigned” |
| Location | Approved internal location of the relevant records |
| Risks or dependencies | Missing input, decision or external response |
Do not put passwords into the handover. Use your organisation's approved access-transfer process. Keep customer, patient and other confidential records in their authorised systems rather than attaching copies to a personal email.
A fictional handover example
| Task | Status | Next action | Owner |
|---|---|---|---|
| Weekly service report | Draft checked; one team return outstanding | Request the missing return before the next review | To be agreed with manager |
| Supplier query | Reference confirmed; reply pending | Review the reply and update the internal record | Named colleague, once agreed |
| New starter instructions | Draft reviewed | Confirm where the approved version will be stored | Team coordinator |
These examples illustrate structure. Replace them with accurate work details that you are authorised to share internally. Do not mark ownership as settled until the recipient agrees.
Agree priorities within the time available
Discuss which work should be completed, transferred or paused. Avoid promising to finish everything or provide indefinite support after leaving. A realistic handover identifies unfinished work clearly; it does not hide it to make the departure appear tidy.
Confirm practical arrangements separately
Ask the appropriate contact about equipment return, final administrative steps and access arrangements. Keep those confirmations alongside the relevant records rather than inventing them in the letter.
For questions about notice or departure rights, use Acas notice guidance and seek individual advice where needed. A polished letter does not settle a contractual dispute.
Before sending, recheck the role, recipient, notice and intended final date. For a concise email to accompany the document, use the attachment email template.