What is a resignation letter?
A resignation letter is the formal record that you have given notice to leave your job. Many employment contracts require notice in writing, and the notice period is often counted from the date your employer receives it. A clear letter avoids later disagreement about your last day, and a polite one keeps the door open for references and future work.
This template writes the letter for you: it states that you are resigning, your job title and your last working day, and — if you add it — confirms you are giving the notice your contract requires. You can include a short reason (or none), offer specific help with the handover, flag unused holiday so it can be taken or paid, leave a personal contact for after you go, and close with a thank-you. Below your signature, your employer signs an acknowledgement of receipt, so you have signed proof of the date they got it — without them agreeing to anything else.
- Best for
- Employees giving written notice to leave a job
- Signed by
- You, then your manager or HR to acknowledge receipt
- Reason for leaving
- Optional — you don't have to give one
- Length
- 1 to 2 pages
When to Use a resignation letter
- Resigning after accepting a new job offer
- Giving the written notice your contract requires, such as two or four weeks
- Leaving to study, travel, relocate or care for family
- Resigning while working remotely, where handing over a paper letter isn't practical
- Getting a dated acknowledgement when you expect a dispute about your notice or last day
What You Fill In
15 blanks, then the name and email of each person who signs: employee, employer.
1 You
- Date of the letter*
- Your full name*
- Your address
- Your job title*
2 Your employer
- Employer (company name)*
- Employer address
- Addressed to*
- Greeting name*
3 Notice
- Your last working day*
- Notice period in your contract
- Reason for leaving
4 Handover and leaving
- Handover you will help with
- Unused holiday or leave
- Personal email or phone after you leave
- Closing thanks
5 Who signs
- Employee signature and date · The person resigning.
- Employer signature and date, job title · Usually your manager or someone in HR, who signs to acknowledge receipt.
What the resignation letter Covers
- Resignation
- Handover
- Before I leave
- Acknowledgement of receipt
Using the resignation letter, step by step
1 Check your notice period
Look in your employment contract or handbook for the notice you must give, then work out your last working day. If you want to mention it, enter the notice period (for example "four weeks") and the letter confirms you are giving it.
2 Address the letter
Enter your employer's name and address, and the person the letter is addressed to — usually your manager, or whoever your contract says notice goes to — plus the first name for the greeting.
3 Add the optional parts
A reason for leaving, the handover you will help with, unused holiday, a personal email or phone for after you leave, and a closing thank-you are all optional. Leave the handover empty and the letter makes a general offer to hand over your work instead.
4 Sign it and send it to your employer
Tick "This is me" for the employee role and add your manager or HR contact as the employer. You sign first; they receive a link to sign the acknowledgement. Both of you get the signed PDF, and your copy is filed in Files.
Tips Before You Send It
- Tell your manager in person or by call first where you can — the letter confirms the conversation rather than replacing it.
- Keep the reason short and positive, or leave it out. The letter may stay on your personnel file.
- If you need to leave sooner than your notice period, ask your employer to agree a new last day in writing; the acknowledgement alone does not change it.
- Save your own copies of personal documents you are entitled to keep, such as payslips, tax forms and pension details, before your access to company systems ends.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Resignation letter: frequently asked questions
Does my employer have to sign the acknowledgement?
They can't be forced to, but it's the simplest way to prove when your notice was received. Even if they don't sign, VergeHR's audit trail records when the letter was sent to them and when they opened it.
Does signing the acknowledgement mean my employer accepts my last day?
It confirms receipt only. The letter says that acknowledging it doesn't change the notice period or either side's rights, and that any change to your last day is agreed separately in writing.
Do I have to give a reason for resigning?
Usually not. The reason field is optional, and many people leave it out.
Is an electronically signed resignation letter valid?
Electronic signatures are generally valid for ordinary documents like this in the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada. If your contract says notice must be given in a particular way, follow that as well.