Before writing your letter of resignation

To ensure clarity and proper documentation, it is always recommended to submit your resignation in writing, either as a resignation letter or by email. A resignation letter can advantageously be short and precise.

A written resignation should be short and precise — and there are several important elements to include:

• Company details – the name and address of your workplace.
• Today’s date – shows whether the notice period has been observed.
• Recipient – who the resignation is addressed to, i.e. your employer.
• Your job title – and department, if relevant.
• A brief reason for your decision – and, if you wish, a polite thank you for your time with the company.
• Your signature to complete the letter.

Your resignation must be submitted to your immediate manager, and it is a good idea to arrange a meeting with them to hand it in personally. This shows professionalism, and although you are not obliged to explain your resignation, it gives you the opportunity to clarify your decision — and to leave the job with the best possible relationship with the workplace.

Choose an appropriate time and place for the meeting, and make sure you are prepared for any questions or concerns your employer may have, for example about your tasks during the notice period.

If your employer reacts negatively, it is important to stay calm and handle the situation professionally. Listen to their concerns and avoid becoming defensive or confrontational. Accept that the reaction may stem from the challenge of having to quickly find a replacement for you — rather than from any negative feelings towards you as a person.

The notice period is the time between when you resign and your last working day. Unless otherwise stated in your employment contract, most employees have a one-month notice period when they resign. The notice period is calculated from the end of the month in which you hand in your resignation.

It is your manager’s responsibility to prioritise your tasks so that you can work efficiently. Ask your manager which tasks you should complete first, and make sure to inform them about any projects you will not be able to finish. You may also consider offering to help hand over your tasks to another colleague.

Even though you have decided to resign, it can be a good idea to maintain good relationships with your former colleagues and employer. The professional network you have built can be valuable for your future career. Resigning does not mean you have to cut ties with former colleagues. Stay in touch and be open to potential future opportunities for collaboration.