TL;DR
- A resignation letter needs four things: that you are resigning, your intended last day, the date and your name. Reasons, complaints and gratitude are all optional.
- GOV.UK is clear on the floor: “you must give at least a week's notice if you've been in your job for more than a month”, and your contract may require more.
- If the contract is silent, Acas says the notice period starts the day after you tell your employer, and where notice is written, once they have had a reasonable chance to read it.
The letter is the part people agonise over and the part that matters least. What matters is how much notice you owe, when the clock starts, and whether anything you write could be used later.
This article covers what a resignation letter must contain, three templates, the rules underneath, and what to do if you resigned in the heat of the moment.
Leaving well is the other half of joining well. See how New Dynamics onboarding keeps the handover visible rather than improvised.
What it must contain
- A clear statement that you are resigning. Not "considering my options", a statement.
- Your intended last working day, calculated from your notice period.
- The date you are giving it, because the notice period runs from it.
- Your name, and a signature if you are sending paper.
That is the whole requirement. Reasons, complaints, feedback and thanks are optional. A letter that contains only the four things above is not rude; it is complete.
The rules underneath
How much notice. GOV.UK's guidance on giving notice sets the floor: "you must give at least a week's notice if you've been in your job for more than a month." Acas's guidance on notice when resigning adds the short-service case: "if an employee has worked for less than 1 month and their written statement does not say the notice period, they do not have to give any notice."
Your contract usually asks for more. Acas notes that a contract, written statement or staff policy "might say an employee needs to give more notice than the statutory minimum to resign", and that the written statement "must say how much notice they have to give their employer". Check that document rather than guessing.
Written or verbal. "Your contract will tell you whether you need to give notice in writing - otherwise you can do it verbally." GOV.UK's advice is to "give written notice if you think you'll need to refer to it later, for example at an employment tribunal", and warns that "you may be in breach of your contract if you do not give enough notice, or give notice verbally when it should be given in writing", in which case "your employer could take you to court".
When the clock starts. GOV.UK says the notice period "usually runs from the start of the day after you handed your notice in". Acas is more precise on when the notice period starts where a contract is silent: it "starts the day after the employee tells the employer they're resigning", and where notice is given in writing it "would start when the employee has had a reasonable amount of time to read it", which matters if you post it or send it while somebody is on leave.
Who this applies to. Acas notes that someone "is not likely to be an employee if they're an agency worker or a casual worker on a zero-hours contract", and notice rules turn on that status.
This is general information rather than legal advice; the Acas helpline gives free advice on individual cases.
Three templates
Standard.
Dear [name],
I am writing to give notice of my resignation from my position as [job title]. In accordance with my contractual notice period of [length], my last working day will be [date].
I will do what I can to hand over my work before I leave. Thank you for the opportunity.
[Name], [date]
Short service, minimal notice.
Dear [name],
I am writing to resign from my position as [job title]. My last working day will be [date], giving [length] notice as required.
[Name], [date]
Leaving on difficult terms. Say less, not more.
Dear [name],
I am writing to give notice of my resignation from my position as [job title]. My last working day will be [date].
[Name], [date]
No reasons, no allegations, no history. If something needs raising, raise it separately through the grievance procedure, where it will be handled as a grievance rather than as a footnote to a resignation.
What to leave out
- Complaints about individuals. The letter is a permanent record and will be read by people you did not write it for.
- Your new employer's name, unless you want it known.
- A reason, unless you are content for it to be quoted back to you.
- Conditional wording. "I feel I have no choice but to resign" has a legal meaning; do not use it casually.
- Anything written while angry. Which brings us to the next section.
Resigning in the heat of the moment
It happens, and there is a rule for it. GOV.UK says that if you resign "in the 'heat of the moment' (for example, during an argument) and you change your mind, you should tell your employer immediately", after which "they can choose to accept your resignation or not".
Two things follow. Speed matters: tell them straight away, in writing. And the outcome is not yours to decide, because acceptance is the employer's choice. The safest course is not to resign in an argument at all; ask for the conversation to be paused instead.
What to ask for on the way out
GOV.UK's guidance advises that when you hand in your notice, "ask your employer when you'll get your P45".
Also worth settling before your last day: accrued holiday and how it will be paid or taken, whether you will be asked to work the notice or be paid in lieu, what happens to any benefits, and where your final payslip will be sent. Our post on severance pay covers the calculation when the leaving is not voluntary.
If you are the employer receiving one
- Acknowledge it in writing, confirming the last working day as you calculate it, so any disagreement surfaces now rather than in the final payroll run.
- Check the notice period against the written statement rather than memory.
- Decide about working the notice, and put any alternative arrangement in writing. Acas notes an employer and employee can agree an alternative, "for example taking leave instead of working the full notice period".
- Ask what would have kept them, separately from the exit process and without arguing with the answer.
Our HR compliance post covers the wider duties around leaving and final pay.
Frequently asked questions
What should a resignation letter say?
That you are resigning, your intended last working day, the date you are writing, and your name. Anything else (reasons, thanks, feedback) is optional and becomes a permanent record, so include it only if you would be comfortable having it quoted back.
How much notice do I have to give?
At least a week if you have been in the job more than a month, according to GOV.UK. If you have worked less than a month and your written statement is silent, Acas says no notice is required. Your contract may require more, and the written statement must state it.
Does a resignation have to be in writing?
Only if your contract says so. GOV.UK advises giving written notice anyway if you might need to refer to it later, and warns that giving notice verbally where writing is required could put you in breach of contract.
When does the notice period start?
Usually the day after you hand in your notice. Where the contract is silent, Acas says it starts the day after you tell your employer, and for written notice, once you have had a reasonable amount of time to read it, relevant if it arrives by post or while you are away.
Can I take back a resignation?
If you resigned in the heat of the moment, tell your employer immediately that you have changed your mind. GOV.UK is clear that they can then choose whether to accept the resignation or not, so the decision is not yours.
How do I submit a resignation letter?
However your contract requires, often by email to your line manager, copied to HR. Keep a copy and note the date and time sent, because the notice period is calculated from when your employer has been told.
Should I explain why I am leaving?
You do not have to. If you want the organisation to learn something, an exit conversation is a better place for it than a letter that will sit on your file, and a genuine complaint belongs in the grievance procedure instead.
Your next step: check the document, then write four lines
- Find your written statement of employment particulars and read the notice clause.
- Calculate your last working day from the date you intend to hand notice in.
- Write the four required elements and stop.
- Ask about your P45, accrued holiday and final pay.
For getting the leaving process written down before you need it, read and download our employee handbook guide. The guide is free to read, and the PDF uses our short download form.
Want handovers and leaver tasks tracked rather than remembered? Book a New Dynamics demo and bring your current leaver checklist. You can also email contact@new-dynamics.com.
