Letters

How to write a resignation letter (with a template and sample)

Updated 2 November 2026 · By the AfriCV career team

A resignation letter formally tells your employer that you are leaving your job. It records your last working day, confirms you are giving the notice required in your contract, and helps you leave on good terms, which matters because your current employer may be a future referee. A good resignation letter is short, polite and clear.

This guide explains how to write a resignation letter step by step, how notice periods usually work, what to include and avoid, and gives you a full sample. Because resigning usually means a new job search or a new role, we also show how to update your CV so it is ready for the next step.

Civil Engineer CV sample: Emeka Nwosu, Durban design — Before you resign, update your CV with your latest achievements, like this civil engineer's CV.

Before you write your resignation letter

Check your contract for the notice period (often one month in Kenya, Nigeria, Ghana and South Africa, but it varies) and how notice must be given.
Secure your next step where possible, such as a signed offer letter, before resigning.
Tell your manager in person first (or by call), then follow up with the letter.
Plan your handover: list your projects, files and contacts.
Update your CV and LinkedIn while your achievements are fresh.

Resignation letter format

1
Your details and date
Your name and contacts, and the date you submit the letter.
2
Recipient
Your manager or the HR manager, with the company name and address.
3
Subject line
“RE: RESIGNATION FROM THE POSITION OF [JOB TITLE]”.
4
Paragraph 1: the resignation
State clearly that you are resigning, your position and your last working day, in line with your notice period.
5
Paragraph 2: thanks
Briefly thank the employer for the opportunities and experience.
6
Paragraph 3: handover
Offer to complete your work and hand over properly during your notice period.
7
Close
A positive final sentence and “Yours sincerely” with your name and signature.

What not to put in a resignation letter

Complaints about your manager, colleagues or pay.
Detailed reasons for leaving, unless you want to share them.
Anything you would not want read by a future employer.
Emotional language. Keep it professional and brief.

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Special situations

Resigning with immediate effect

Check your contract. Leaving without notice may mean paying in lieu of notice or losing some benefits. If you must, explain briefly and politely, and offer to help with handover remotely.

Resigning during probation

Probation notice periods are usually shorter (often a week or two). Follow the same polite structure.

Resigning from a government or teaching post

Public service and teachers' employers often have their own resignation procedures and forms. Follow them, and keep copies of everything you submit.

Resigning by email

Acceptable in many companies. Use the subject “Resignation: [Your Name]” and attach a signed PDF letter as well.

After resigning: update your CV

Your notice period is the perfect time to update your CV. Add your most recent achievements with numbers, update your job title and end date, and refresh your summary for the roles you want next. Ask your manager whether they would be willing to act as a referee. If you are moving to a new field, use our AI to tailor your CV to the job adverts you are targeting, and check your live ATS score before you apply.

Short resignation letter examples

Simple resignation (one month notice)

“Dear Mr Kamau, Please accept this letter as notice of my resignation from my role as Sales Executive, effective one month from today. My last working day will be 3 December 2026. Thank you for the support and opportunities over the past two years. I will ensure a full handover of my accounts before I leave. Yours sincerely, …”

Resignation for further studies

“Dear Ms Owusu, I am writing to resign from my position as Laboratory Scientist, effective 30 November 2026, as I will begin full-time postgraduate studies. I am grateful for everything I have learned here and will complete all handover tasks before my departure. Yours sincerely, …”

Resignation by email

Subject: Resignation: Lerato Mokoena. “Dear Sipho, Following our conversation today, I am formally resigning from my role as Sales Representative. As per my contract, my last day will be 3 December 2026. Thank you for your guidance. I have attached a signed letter and will prepare a full handover. Kind regards, Lerato”

Exit checklist

Resignation letter submitted and acknowledged.
Handover notes written and shared.
Company property returned (laptop, ID, keys).
Final pay, leave days and certificate of service confirmed.
Referee permission requested.
CV and LinkedIn updated.

Sample resignation letter

Faith Achieng Odhiambo
Nairobi · +254 745 111 222 · faith.odhiambo@email.com

3 November 2026

The Human Resources Manager
Savannah Engineering Ltd
Nairobi

Dear Ms. Wanjala,

RE: RESIGNATION FROM THE POSITION OF ASSISTANT ENGINEER

Please accept this letter as formal notice of my resignation from my position as Assistant Engineer, in line with the one-month notice period in my contract. My last working day will be 3 December 2026.

I am grateful for the opportunities I have had at Savannah Engineering over the past three years, especially the chance to work on the county water projects and to learn from such an experienced team.

During my notice period I will complete my current tasks and prepare a detailed handover of my projects, drawings and files to whoever you nominate. Please let me know how I can help to make the transition smooth.

Thank you again for your support and guidance. I hope to stay in touch.

Yours sincerely,

Faith Achieng Odhiambo

Frequently asked questions

How much notice should I give?

Whatever your contract states, often one month. Check your employment contract and local labour law.

Do I have to give a reason for resigning?

No. A short, polite letter without detailed reasons is perfectly acceptable.

Can I resign by email?

In many organisations, yes. Attach a signed letter and follow any HR procedures.

Should I ask for a certificate of service?

Yes. In many countries employers must provide one, and it helps with future job applications.

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