Resignation letter
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View full libraryThis Resignation Letter provides employees with a clear written way to formally resign from their employment and give the required notice. It records the resignation date, notice period and intended final working day and can also request confirmation of final pay and leaving arrangements.
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If you are managing employee resignations, the toolkit brings together practical HR templates covering resignation, notice, handover, exit and final pay.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Notice of resignation
Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company Name].
In accordance with my employment contract, my notice period is [X weeks / X months].
Based on this
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This Resignation Letter provides a straightforward written record of an employee's decision to leave their employment. It is designed to clearly communicate the resignation, the notice being given and the employee's proposed final working day.
The letter makes it clear that the employee is resigning and identifies the notice period they are giving. This helps avoid uncertainty about when the resignation took effect and when employment is expected to end.
The employee can state the date they believe will be their final working day based on their notice period. The employer can then check the date against the contract and confirm it formally.
The letter provides an optional request for information about accrued holiday and final pay. This can help ensure practical leaving arrangements are clarified before the employee's departure.
The employee can offer to assist with handing over work, responsibilities and relevant information during the notice period. This can help the organisation plan the employee's departure and maintain continuity.
The template can be used for a simple resignation without requiring the employee to give a reason for leaving. Optional wording can be added where the employee wants to thank the organisation or colleagues for their support.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Resignation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Guide to Managing an Employee Resignation offers step-by-step instructions for a smooth transition, ensuring professionalism and maintaining positive relationships.
Use these best practice actions, recommended timescales and process stages to understand when and how the Resignation letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
Not necessarily. The employee's contract should be checked because it may specify how notice must be given. Even where written notice is not required, a written resignation provides a clear record of the decision, notice period and proposed final working day.
The employee should check their contract or written statement. If they have worked for at least one month, the statutory minimum is normally one week's notice, but the contractual notice period may be longer.
No. An employer cannot normally reject a resignation. However, the employee remains responsible for complying with the applicable notice requirements unless another arrangement is agreed.
An employee can ask to leave early, but the employer does not have to agree. If an alternative arrangement is agreed, it is sensible to confirm the agreed leaving date and arrangements in writing.
No. A resignation letter can simply confirm that the employee is resigning and giving the required notice. An employee may choose to provide a reason, but this is not generally necessary for a straightforward resignation.
HRDocBox provides structured, UK-focused HR templates designed around practical employment processes and current Acas and employment law guidance. AI can help adapt wording, but a ready-to-use template provides a consistent starting point and helps ensure important practical details are covered.
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It was useful for keeping the message focused rather than overexplaining things. Having the letter ready made my resignation much more straightforward.
How this content is developed and reviewed
The Resignation letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing resignation HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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