Careers advice

How to write a resignation letter (with example)

Writing a resignation letter is considered best practice when leaving a job in New Zealand.

Resigning from a job usually comes with a mixture of emotions. excitement at what lies ahead, sadness about leaving behind colleagues and often a degree of anxiety about breaking the news to your manager.

In particular, we worry about how to write a professional resignation letter. What tone should I use, what do I need to include, when should I submit it?

Today, we’re going to put these fears to bed. Read on to learn best practices for crafting your resignation letter, and take advantage of our basic template that you can adapt and use yourselves.

Should I write a resignation letter?

Yes, but this isn’t how you should break the news to your boss.

Once you’re sure that you’ve decided to leave (and really do be 100% on this!), arrange a face-to-face meeting with your direct manager, and tell them what’s happening. This is a much more personal way of giving them the news, and only after you’ve resigned verbally should you formalise things in writing.

A resignation letter is an important part of leaving a job.

How to write a resignation letter, NZ style

The best resignation letters include:

  • A clear statement of what’s happening – e.g. the fact you’re leaving the company.
  • Your job title
  • The date of your final day – this will probably be dictated by the notice period in your employment agreement. In NZ, you’re generally required to give several weeks’ notice. We advise giving as much notice as you can, your company will thank you for this!
  • A brief description of why you’re leaving – you don’t have to give this info, but people will probably ask anyway!
  • Thanks and well wishes – let your manager know you’re grateful to them for your time with the company, and wish them well for the future.
  • An offer to help – reassure your manager you won’t leave them with a bunch of loose ends. Earn some extra brownie points by offering to help with the recruitment process for your transition.
  • Your contact details – staying in touch with former managers and colleagues is useful from a networking perspective (and for references!).

Two extra tips...

  • Keep it concise: in particular, there’s no need to be apologetic for leaving. Staff come and go, that’s part of running a business or department.
  • Be positive: even if you had real issues with your former employer,it’s a bad move to let this all out in your resignation letter. Go out on a high on good terms!

Keep your resignation letter positive.

Resignation letter sample

Feel free to use this simple resignation letter template when creating your own:

[Date of writing]

[Recipient’s full name]

[Company name]

[Company address]

Dear Kev,

Please accept this letter as notice that I am resigning from my role as Senior Account Manager at {Company Name}. My final day will be {Date}.

I have accepted a Team Leader position at {New Company Name} which is a really exciting opportunity for me, and one I felt I could not decline.

While I’m looking forward to what this will bring, I will genuinely miss working with you and the rest of the team here. The last two years have been incredibly fulfilling, and I greatly appreciate the opportunities you have given me to learn and develop myself. I know that {Business Name} and your department will continue to go from strength to strength.

I am keen to help in any way possible to make this transition as smooth as possible, and am available to help recruit and train my replacement. I will also make certain that all my clients are aware of the change, and complete all of the necessary admin tasks. .

Thank you again for everything, and please feel free to contact me anytime on either {Email address} or {Phone number}.

Yours sincerely,

{Your Name}.