You can include a reason in a resignation letter, but you do not have to give one in every situation. If you choose to explain, keep it brief, truthful and professional. The sample below states the role, employer, notice period and expected last day—the practical details that matter most.
Copy-and-paste resignation letter with a reason
[Date]
Dear [Manager’s name],
Please accept this letter as formal notice of my resignation from my position as [job title] at [company]. I am resigning because [brief, truthful reason—for example, I have accepted a new opportunity, am relocating, am returning to study, or need to attend to personal circumstances].
Based on my [contractual] notice period of [length], I expect my last day to be [date]. Please let me know if you calculate a different final date.
Thank you for the opportunities and support during my time at [company]. I will do what I can to support a smooth handover before my last day.
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Sincerely,
[Your name]
You can remove the reason or the thank-you and handover sentences if they do not fit your circumstances. Keep the resignation itself and the proposed final day clear.
What reason should you give?
Choose a short explanation that is accurate and comfortable to share. You do not need to give a detailed account of your plans or personal circumstances. Employment New Zealand’s resignation guidance says employees do not have to state why they are resigning unless they want to.
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- New opportunity: “I have accepted a position that is a better fit for my career goals.”
- Relocation: “I am resigning because I am relocating.”
- Study: “I am returning to study and will be unable to continue in this role.”
- Personal circumstances: “I am resigning for personal reasons.”
If you would rather not explain, use: “Please accept this letter as formal notice of my resignation from my position as [job title] at [company].”
Check your notice period and final day
Do not assume that a particular notice period applies everywhere. Check your employment agreement and the rules for your location and employment arrangement. Requirements may come from a contract, award or enterprise agreement, or local law. The notice period and last day in the sample are placeholders: calculate the date before sending, and make clear if it is an expected date rather than a confirmed one.
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Guidance varies by country. For example, the Australian Fair Work Ombudsman advises that written notice is best practice and should include the last day of employment; the applicable notice requirement may be set by an award, enterprise agreement or contract. Acas guidance for the UK says employees who have been employed for at least one month and are legally classed as employees generally need to give at least one week’s notice, subject to exceptions. That UK example is not a universal rule; check the current requirement and your circumstances.
Send it in a way that leaves a record
Use the recipient and delivery method specified in your employment agreement or workplace process. If no method is specified, tell your manager or HR and send the resignation in writing, such as by email or letter, so there is a record of the notice and proposed final date. Employment New Zealand also advises recording any agreed change to the notice period in writing.
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If you want to leave before your notice ends
You can ask your employer to agree to a different final date, but do not assume they must accept it. Put any agreed change in writing and check the applicable agreement and rules before relying on the revised date.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.When a standard resignation letter may not fit
If you feel you have no choice but to resign, or believe your employer has seriously breached your agreement, pause before using a routine template. Acas warns that situations involving resignation after an alleged employer breach can raise complex legal issues. Consider getting advice from an appropriate employment adviser or legal professional before sending a letter, because wording and timing may matter.
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