A resignation letter needs to do three things: state that you are resigning, name your job title, and give your final working day.
Everything else is optional. Keep it to a few short paragraphs, stay professional regardless of how you feel about leaving, and give the notice required by your award, enterprise agreement or employment contract, commonly two to four weeks for permanent employees. Below are five free templates you can copy and paste, plus guidance on Australian notice periods and what to leave out.
Jump straight to a template:
Before you write: three things worth getting right
Tell your manager first. A resignation letter is the record, not the announcement. Wherever possible, have the conversation in person or by phone, then send the letter the same day. Finding out by email that a team member has resigned is the kind of small thing managers remember when a reference request lands two years later.
Name the date, not the duration. Write “my final day of employment will be Friday 21 August 2026” rather than “I am giving four weeks’ notice”. Naming the date removes any argument about when the clock started.
Keep it short and keep it warm. Your resignation letter goes on your personnel file permanently. It should be something you would be comfortable with a future employer reading.
Standard resignation letter template
Use this when you want a complete, professional letter with a proper header. It is the safest option for a formal workplace, or for a role you have held for some time.
[Your full name]
[Your suburb, State, Postcode]
[Your email address] | [Your phone number]
[Date]
[Manager’s full name]
[Manager’s job title]
[Company name]
[Company address]
Dear [Manager’s first name],
Re: Resignation from the position of [your job title]
I am writing to formally notify you of my resignation from my position as
[your job title] with [company name]. In line with my [notice period]
notice period, my final day of employment will be [final working day].
Thank you for the opportunity to be part of the team over the past
[length of service]. I have valued the experience and the support I have
received, particularly [one specific example, such as a project you are
proud of, a skill you developed, or a manager who backed you].
Over the coming weeks I will do everything I can to make the handover a
smooth one. I am happy to document my current responsibilities, complete
[specific task or project] and help train whoever takes on the role.
I wish you and [company name] continued success.
Kind regards,
[Your signature, if printing]
[Your full name]
Short resignation letter (simple, copy and paste)
Use this when your workplace is informal, when you have already told your manager verbally, or when you simply want the resignation on record without commentary. Six lines is enough; a resignation letter is a notification, not an explanation.
Dear [Manager’s first name],
Please accept this letter as formal notice of my resignation from the
position of [job title] at [company name]. My final day of employment
will be [final working day], in line with my [notice period] notice
period.
Thank you for the opportunity. I am committed to a smooth handover and am
happy to help wherever I can before I finish.
Kind regards,
[Your full name]
[Date]
Immediate resignation letter (no notice period)
Use this only when circumstances genuinely prevent you from working your notice. Read the warning underneath before you send it.
Dear [Manager’s first name],
I am writing to advise that I am resigning from my position as
[job title] at [company name], effective immediately, as of [date].
Due to [personal circumstances / a family matter / health reasons], I am
not able to work my notice period. I understand this is short notice and
I apologise for the disruption it causes.
I am happy to provide written handover notes covering my current work,
and I can be reached on [phone number] or [email address] if anything
urgent comes up in the next week.
Thank you for the opportunity to be part of the team.
Kind regards,
[Your full name]
Before you resign without notice
Most modern awards allow an employer to withhold up to one week’s wages from your final pay if you are 18 or over and do not give the notice required under your award, provided the deduction is not unreasonable. That deduction can only come out of wages owed under the award, not from your accrued annual leave or other entitlements. If you can give any notice at all, give it. If you cannot, ask your employer in writing whether they will release you early by agreement, which avoids the issue entirely.
Resignation letter with reason
Use this when you want to explain why you are leaving, usually because the reason is positive and you want to protect the relationship.
Dear [Manager’s first name],
I am writing to formally resign from my position as [job title] at
[company name]. My last day will be [final working day], providing
[notice period] notice as required under my [award / employment
contract].
I have accepted a role that offers [reason, for example: a step up into
a leadership position / hours that better suit my family commitments / an
opportunity closer to home / the chance to specialise in [field]]. The
decision was not an easy one and it reflects where I am in my career
rather than any dissatisfaction with the team.
I am grateful for [specific opportunity, training or support you
received]. Before I finish I will make sure [key responsibilities] are
handed over properly and documented.
Thank you again for the opportunity.
Kind regards,
[Your full name]
You are never obliged to give a reason. Include one only if it is positive, brief and true. If your reason is a conflict with a manager or a problem with the business, leave it out of the letter and raise it in your exit interview instead, where it can actually be acted on.
Email resignation letter sample
Resigning by email is perfectly valid. Notice can be given verbally or in writing, and email counts as writing.
Subject: Resignation of [Your full name], [Job title]
Dear [Manager’s first name],
Please accept this email as formal notice of my resignation from the
position of [job title] at [company name]. My final day of employment
will be [final working day], in line with my [notice period] notice
period.
I would welcome the chance to meet this week to plan the handover so that
[team / client / project] is not disrupted.
Thank you for the opportunity and for the support I have had here.
Kind regards,
[Your full name]
[Phone number]
Send it to your direct manager and copy HR or payroll. Keep a copy in your personal email account, because your work account will be closed on your last day and you may want the record later.
Resigning? Let’s find you the next one.
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How much notice do I need to give in Australia?
There is no single national notice period for employees who resign. How much notice you must give comes from your modern award, enterprise agreement or employment contract, not from the National Employment Standards, which set the notice an employer must give. In practice, two to four weeks is the most common requirement for permanent employees.
Most modern awards set employee notice on a sliding scale based on continuous service:
Continuous service with your employer | Notice commonly required in awards |
Less than 1 year | 1 week |
1 to 3 years | 2 weeks |
3 to 5 years | 3 weeks |
More than 5 years | 4 weeks |
Three points worth knowing:
- Casual employees do not have to give notice. It is still good practice to tell your employer which shift will be your last.
- If you are not covered by an award or agreement, your employment contract governs. If the contract is silent, or you do not have one in writing, you may need to give “reasonable notice”.
- Your notice period starts the day after you give notice and ends on your last day of employment. Public holidays fall inside the notice period and do not extend it.
You can take paid annual leave during your notice period if your employer agrees. You can take paid sick or carer’s leave during notice if you give notice of the leave as soon as possible and provide evidence, such as a medical certificate, if asked.
Check the exact figure for your award using the Fair Work Ombudsman’s Notice and Redundancy Calculator.
What not to put in a resignation letter
Keep all of the following out:
- Complaints about managers or colleagues. However justified, they read badly in isolation and permanently.
- Detailed criticism of the business. If it is worth saying, it is worth saying properly, in the exit interview.
- Salary comparisons with your new role. It reads as a parting shot even when it is not meant as one.
- Ultimatums or counter-offer bait. If you would stay for more money, have that conversation before you resign, not through the letter.
- Anything written while you are angry. Write it if you need to. Then delete it and write the short version tomorrow.
A resignation letter is a permanent record on your personnel file and is often the last thing a reference-checker sees. Save the substantive feedback for your exit interview, where a neutral party is specifically asking for it and where it might actually change something.
Resignation letter FAQs
Do I have to give a reason for resigning?
No. You are not legally required to give a reason for resigning, and a resignation letter that simply states your final working day is perfectly valid. Many people choose to include a short, positive reason because it keeps the relationship warm and makes a future reference easier to ask for. If your reason is negative, leave it out of the letter and raise it in your exit interview instead.
How much notice do I need to give in Australia?
It depends on your modern award, enterprise agreement or employment contract. Two to four weeks is common for permanent employees, usually scaled by length of service: often one week under a year of service, rising to four weeks after five years. Casual employees are not required to give notice. Check your award using the Fair Work Ombudsman’s Notice and Redundancy Calculator.
Can I resign by email?
Yes. Notice of resignation can be given verbally or in writing, and email counts as writing. Send it to your direct manager, copy HR or payroll, state your final working day clearly, and keep a copy in your personal email account because your work account will be closed after you leave. Where possible, tell your manager in person or by phone first and follow up with the email.
What should I not put in a resignation letter?
Keep out complaints about managers or colleagues, detailed criticism of the business, salary comparisons with your new role, ultimatums, and anything written while you are angry. A resignation letter is a permanent record on your personnel file and is often the last thing a future reference-checker sees.
Can my employer refuse to accept my resignation?
No. An employer cannot choose to accept or reject a resignation. Once you have given valid notice, the employment is ending. What your employer can do is discuss finishing earlier than your stated last day, either by agreement or by paying out the balance of your notice. Best practice is for them to acknowledge your resignation in writing.
What happens if I do not work my full notice period?
Most awards allow an employer to withhold up to one week’s wages from your final pay if you are 18 or over and did not give the required notice, provided the deduction is not unreasonable. The deduction can only come from wages owed under the award, not from accrued annual leave or other entitlements. If you cannot work your full notice, ask your employer in writing whether they will release you early by agreement.
Can I take annual leave during my notice period?
You can take paid annual leave during your notice period if your employer agrees to it. You can take paid sick or carer’s leave during notice if you give notice of the leave as soon as possible and provide evidence, such as a medical certificate, if asked.
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