We know endings are hard – but that doesn’t mean writing a great resignation letter has to be difficult, too! While writing a resignation letter can be challenging, our cvapp.nz guide can walk you through the resignation letter process step-by-step. We’ll help you write a resignation letter that effectively reflects your gratitude and professionalism. Let’s get started!
Why do I need to write a resignation letter, anyway?
Most of the time, it is both a legal requirement and a contractual obligation for employees to inform their employers when they intend to leave their job. A resignation letter serves as a formal notification to your employer of your intention to resign from your current role and signifies the beginning of the process of transitioning out of the organisation. Writing a resignation letter demonstrates professionalism, integrity, and respect for the employer, and it also allows them to begin the necessary arrangements to find a replacement and prepare for your departure. Resignation letters also protect your reputation as a professional and allow you to demonstrate your professionalism, express gratitude, prevent potential conflicts, maintain your rights as an employee, and leave a positive impression on future employers. Taking the time to craft a thoughtfully written resignation letter can significantly impact how others perceive you in your career journey. Phew, that’s a lot huh – good thing we’ve got a guide to help you simplify the process!
Important: In New Zealand, the legal requirements for leaving your job can vary, depending on your employment contract and the terms agreed upon by both parties. Generally, it is considered good practice to provide notice of your resignation to employers usually two weeks in advance. If in doubt, check your contract or consult professionals who can help you with your specific situation.
Resignation letter basic template
When drafting your resignation letter, it’s important that your letter is as personalised as possible. However, that doesn’t mean you can’t use a basic template for structure and guidance! Here’s an example of a great resignation letter template:
YOUR NAME
Address
City
Region
Postcode
Phone Number
SUPERVISOR’S NAME
Supervisor’s Title
Company Name
Address
City, Region
Postcode
Date
Dear (SUPERVISOR’S NAME):
I regret to inform you that I will be leaving my job role as [JOB TITLE] at [COMPANY/BUSINESS NAME] in [DAYS/WEEKS/MONTHS OF DEPARTURE]. My last day working at [COMPANY/BUSINESS NAME] will be [DAY, MONTH, YEAR].
I have loved my time working at [COMPANY/BUSINESS NAME]. I’ll be leaving to pursue [REASON FOR DEPARTURE]. I have especially loved [INCLUDE SPECIFIC EXAMPLES WHERE VALUE WAS GAINED DURING TIME AT COMPANY]. I am especially grateful for [INCLUDE PERSONALISED EXAMPLE].
If you manage to find a replacement before my departure, I would be more than happy to help with their training.
Thank you so much for the opportunity to work at [COMPANY/BUSINESS NAME].
Yours Sincerely / Ngā Mihi,
[YOUR NAME]
Formatting your resignation letter
The format and structure of your resignation letter should contain the follow:
- Header
- Name, company and address of recipient
- Date
- Greeting
- Body paragraphs
- Optional: Reasons for resignation
- Conclusion
Tip: Remember to choose a font that's easy to read. Employers want readable text, so avoid using excessively large or small fonts. It's also best to avoid using font styles that are overly exotic and difficult to decipher. You’ll also want to pay attention to the white space on your cover letter and keep it as balanced as possible.
Header and date
Your letter header should be at the top of your resignation letter and contain important contact details, including your name, title, email address, contact number and mailing address, if necessary. It’s also important to include the date that the recipient will receive the letter.
Recipient
Include the name and title of your supervisor or employer and the company name and address. You can also include the recipient’s email and contact number.
Greetings
When choosing a greeting for your resignation letter, you’ll want to maintain a formal tone throughout your entire resignation letter. Your greeting should demonstrate respect and professionalism and address the supervisor or employer directly e,g., “Dear [Supervisor’s Name].”
Body Paragraphs:
The body paragraphs of your resignation letter should provide employers with further details about your departure. This can include addressing your reasons for resignation and the gratitude you have for the time spent at the company, as well as any career experiences that you are grateful for. Here are some good examples of resignation letter paragraphs:
- “Dear Mr. Clarkson,
After five years working at The Warehouse, I regret to inform you that I will be leaving my job as a retail assistant in two weeks. My last day will be Monday, October 18, 2024.”
- “Working as a retail assistant has been an incredible experience, and I cannot fully express my gratitude for this opportunity. I'm grateful for Clayton's Korowai for allowing me to join the team, especially when I had limited experience. I will miss the collaborative environment and exceptional colleagues I had the privilege to work with. Thank you for making my time at Clayton's Korowai truly exceptional.”
- “I’m happy to assist with training a replacement. Please let me know how I can assist with this transition, and thank you again for nine fantastic years at Company Co.”
Conclusion
End your resignation letter with a simple yet effective sign-off, such as “Yours sincerely,” “Best wishes,” or “Ngā mihi,” followed by your name. Now your resignation letter is signed, sealed and ready to deliver!
Important: Disclose your intentions to leave to employers in person – and ideally, tell your employers before you tell anyone else!
When notifying your employers about your intentions to depart, it is generally considered more professional and respectful to do so in person. By having a face-to-face conversation, you can convey your intentions clearly and answer any immediate questions or concerns they may have. Additionally, by informing your employers before anyone else, you demonstrate your commitment to maintaining open and honest communication. Plus – no employer wants to hear news of your departure from others before they hear it from you! This approach can help maintain good relationships and leave a positive impression even as you make your plans to move on.
What happens next?
Once your employers are aware that you're leaving the company, unless otherwise specified or discussed, you'll be able to inform your colleagues that you'll be leaving. At that point, you'll be able to announce your departure via email or in-person. Remember to keep your tone professional: especially in all forms of written communication.
