How to Write a Professional Resignation Letter (Free UK Template)

How you leave a job shapes your professional reputation. A resignation letter is the formal document that finalises your departure. Writing it well ensures a smooth transition, protects your legal rights, and preserves the positive relationship crucial for future references.

What to Include in Your Resignation Letter?

An effective resignation letter is clear, concise, and professional. It serves as a formal notice of your intent to resign from your position. The document should contain several essential components to be legally sound.

Your letter must include an unambiguous resignation statement. Phrases like "Please accept this letter as formal notification of my resignation" leave no room for misinterpretation. You must also state your full job title and the name of the company.

Crucially, specify the notice period you are providing and your exact last working day. This date is calculated based on your employment contract. While not mandatory, a brief expression of gratitude for the opportunities and experiences you gained can help maintain a good professional relationship. An offer to help ensure a smooth handover of my responsibilities demonstrates your commitment to a professional exit.

How to Write a Resignation Letter?

Step 1: Add Your Contact Details and the Date

Place your personal information in the top left corner.

Full Name

Street Address

City, Postcode

Email Address

Phone Number

Leave a blank line, then add the date using the full format: 30 January 2026.

If you are delivering the letter by post, ensure that you use the correct UK address format so it is processed without delays.

Step 2: Address the Letter to Your Manager

After another blank line, include the recipient's details.

Manager's Name

Job Title

Company Name

Company Address

City, Postcode

Address the letter to your direct line manager unless company policy requires otherwise. Check your employee handbook or ask HR if you are unsure who should receive it.

Step 3: Use a Professional Salutation

Choose a formal greeting.

• "Dear [Manager's Name]," is the most common format.
• "Dear Mr/Ms [Surname]," is more formal.
• "Dear [First Name]," is acceptable if you have an informal relationship.

Avoid "To Whom It May Concern" unless the recipient is unknown.

Step 4: State Your Resignation in the First Sentence

Your opening sentence must be direct and unambiguous. It must state that you are resigning and include your job title and the name of the company.

Examples:

• "I am writing to formally resign from my position as Marketing Manager at ABC Company."
• "Please accept this letter as formal notice of my resignation from the role of Sales Executive at XYZ Limited."
• "I am writing to inform you of my resignation from my position as Software Developer at Tech Solutions."

Avoid vague phrases like "I've been thinking about my future..." or "I'm considering moving on..." Your opening sentence must contain the word "resign" or "resignation."

Step 5: Confirm Your Notice Period and Final Day

Immediately clarify when your employment will end.

"In accordance with my contractual notice period of [X weeks/months], my last working day will be [specific date]."

Key Points:

• Check your contract for the required notice period.
• Count the notice period from the day after you submit the letter.
• If unsure of the date, write: "I believe my last day will be [date]. Please confirm if this is correct."
• For immediate resignation, state: "This resignation takes effect immediately as of [today's date]."

Example: "In accordance with my one-month notice period, my final working day will be 28 February 2026."

Step 6: Give a Brief, Positive Reason for Leaving (Optional)

You are not legally required to explain your departure. Including a brief, professional reason in one sentence makes your letter more complete.

Examples:

• "I have accepted a position with another organisation that aligns with my long-term career goals."
• "I have decided to pursue a new opportunity that offers professional development in [area]."
• "This decision follows careful consideration of my career objectives."
• "I am leaving due to personal family circumstances that require my attention."

What to Avoid:

• Salary complaints ("I've been offered more money elsewhere.")
• Management criticism ("The leadership here is terrible.")
• Negative feelings ("I'm unhappy with my treatment.")
• Excessive detail about your new role or personal situation.

Step 7: Thank Your Employer

Include one or two sentences thanking your employer. This maintains a professional relationship.

Examples:

• "I want to thank you for the opportunities I have had during my time at [Company]. I developed valuable skills and appreciated working with the team."
• "I am grateful for the support and guidance I received during my [X years/months] at [Company]."
• "Thank you for the professional development opportunities provided during my employment."

Keep this section genuine but brief.

Step 8: Offer to Help During the Transition

Demonstrate professionalism by offering to help during your notice period.

Examples:

• "I am committed to ensuring a smooth transition and am happy to assist with training my replacement or documenting my responsibilities."
• "During my notice period, I will complete all outstanding projects and provide comprehensive handover documentation."
• "Please let me know how I can best support the team during this transition period."

Your offer can include completing projects, creating handover documents, or training your replacement.

Step 9: End with a Formal Closing

Use a professional closing statement and sign off.

Closing Line Options:

• "Thank you for your understanding."
• "I wish the company continued success."

Sign-off:

• Use "Sincerely," if you addressed the letter to a specific person.
• Use "Yours faithfully," if you used a generic salutation like "Dear Sir/Madam."

Leave space for a handwritten signature if submitting a physical copy, then type your full name.

Professional Resignation Letter Template

This resignation template provides a clear and professional framework. You can use this template to create a formal resignation letter that covers all necessary points while maintaining a positive tone. It is a free resignation letter designed for clarity and impact.

How to Resign Professionally: A Step-by-Step Guide

Leaving a job involves more than just writing a letter. Following a structured process ensures you leave on good terms and manage the transition smoothly.

• Step 1: Review Your Employment Contract

  Before you resign, check your contract. It specifies your required notice period and may outline specific procedures for resignation. Understanding these obligations is your first step.

• Step 2: Schedule a Private Meeting with Your Manager

  Discuss your decision to leave your role in person before you submit any documents. A face-to-face conversation shows respect and helps preserve your professional relationship. Be prepared to briefly state your reason for leaving.

• Step 3: Write and Submit Your Formal Letter of Resignation

  After your meeting, send your formal resignation letter. Address it to your manager and copy the HR department. This creates an official record of your departure date and the terms of your notice.

• Step 4: Collaborate on a Handover Plan

  Work with your manager to create a clear plan for the handover of your responsibilities. This ensures a smooth transition for your team and helps you leave a positive final impression.

Understanding Your Notice Period in the UK

UK law defines your obligations when you resign. The Employment Rights Act sets a statutory minimum notice period of one week if you have been employed for one month or more.

However, your employment contract almost always specifies a longer notice period. The contractual period takes precedence over the statutory minimum. If your contract requires one month's notice, you must provide one month. Your notice period begins the day after you submit your resignation letter.

In some cases, you may not have to work your full notice. Your employer might place you on "garden leave," where you remain employed with full pay and benefits but do not work.

Alternatively, they may offer a Payment in Lieu of Notice (PILON), which is a lump sum payment that terminates your employment immediately. Since April 2018, all PILON payments are fully taxable.

Your Rights and Entitlements After You Resign

During your notice period, you retain your full employment rights. You continue to accrue annual leave and can request to take it, though your employer can decline your request. If you are ill, you are entitled to Statutory Sick Pay.

All contractual benefits, such as pension contributions or private health insurance, remain active until your last day of employment. Your final pay must include your salary up to your termination date, payment for any accrued but untaken holiday, and any earned bonuses or expenses.

Resigning With Immediate Effect: Risks and Justifications

You can resign with immediate effect, but if you are required to give notice, it will constitute a breach of contract. Your employer could potentially pursue a claim for financial losses incurred due to your early departure, though this is rare.

Immediate resignation is legally justified only if your employer has committed a fundamental breach of contract. This could include failing to pay you or creating an unsafe working environment. This situation is known as constructive dismissal and effectively forces you to resign. To make such a claim, you must leave promptly after the breach occurs.

Common Resignation Mistakes to Avoid

How you conduct yourself during your departure is critical. Avoid these common errors to protect your professional reputation.

• Resigning before a formal offer: Do not resign until you have a signed contract for your new role. Verbal offers can be withdrawn.
• Gossiping before informing your manager: Your direct manager must be the first person at the company to know about your decision to leave.
• Including negative comments: Your resignation letter is not the place for criticism. Save constructive feedback for the exit interview, if you choose to give it.
• Neglecting your duties during notice: Continue working professionally until your last day. A poor performance during your notice period can damage your reputation.
• Forgetting to return company property: Ensure all company equipment, including laptops, phones, and security passes, is returned on your final day.