Simple Resignation Letter Checklist
Created by Cheli
Step‑by‑step guide to drafting and submitting a professional resignation letter.
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Checklist Items (24)
Decide to resign and review employment contract
Check your contract for notice period, resignation procedures, and any confidentiality or non‑compete clauses.
Determine notice period required
Identify the minimum notice period stipulated in your contract or company policy.
Check company handbook for additional notice requirements
Look for any policy that may require a longer notice period than the contract.
Choose appropriate medium (email or printed letter)
Decide whether to submit a printed letter, an email, or both based on company culture.
Gather necessary information
Collect your full name, job title, manager's name, company name, and last working day date.
Full name and job title
Write your legal name exactly as it appears in company records and your current title.
Manager's name and title
Identify the person you will address the letter to, including their proper title.
Company name and address
Include the full legal name of the employer and, if needed, the mailing address.
Desired last working day
Calculate your last day based on the required notice period and mark it clearly.
Add header with your contact info and date
Place your name, address, phone, email, and the date at the top left of the letter.
Add employer's contact info
Below the date, write the manager’s name, title, company name, and company address.
Write salutation
Use a formal greeting such as "Dear [Manager’s First Name]," or "Dear Mr./Ms. [Last Name],"
State resignation and position
Clearly state that you are resigning from your current position, mentioning the job title.
Specify last working day
Include the exact date of your last day of work, calculated from the notice period.
Express gratitude
Briefly thank the employer for the opportunities and experiences you’ve had.
Offer to assist with transition
Mention your willingness to help train a replacement or wrap up pending tasks.
Closing and signature
End with a polite closing (e.g., "Sincerely"), followed by your typed name and, if printing, a handwritten signature.
Proofread and edit the letter
Check for spelling, grammar, tone, and completeness.
Read aloud to catch awkward phrasing
Hearing the letter helps identify unclear sentences or overly formal language.
Verify dates and names are correct
Double‑check that the last working day, manager’s name, and company details are accurate.
Obtain any required approvals (if needed)
Some companies require HR or legal review before submission.
Submit the resignation letter
Deliver the letter according to the chosen medium.
If printed, sign and hand-deliver or mail
Print the letter, sign it by hand, and either give it directly to your manager or send via certified mail.
If email, attach PDF and send to manager and HR
Create a PDF version, attach it to a concise email, and address it to your manager with HR copied.
Follow up with a meeting or conversation
Discuss your resignation in person or via video call to maintain goodwill.
Keep copies and update records
Save a copy for your records and ensure HR has received it.
Reflect on the experience and plan next steps
Consider what you learned and update your resume/Ly profile.