How to Write a Resignation Letter Correctly (With Template & AI Prompts)

Resigning from your job is a big professional milestone, whether you are moving to a new role, changing industries, or taking a break. Knowing how to write a resignation letter properly helps you leave on good terms, protect your reputation, and keep future references intact.

This guide covers what to include in a resignation letter, the best way to resign professionally, plus a ready-to-use resignation letter template, examples, and AI prompts you can use to tailor your message.

What Is a Resignation Letter?

A resignation letter is a formal written notice that informs your employer you are leaving your role. In Australia, it is usually provided after a verbal resignation and forms part of your employment record.

According to the Fair Work Ombudsman, employees are generally required to give notice in line with their award, enterprise agreement, or employment contract, which is why documenting your resignation in writing is considered best practice. A clear, professional resignation letter helps avoid misunderstandings and supports a smooth transition for both parties.

A professional resignation letter should be:

• Clear and concise
• Polite and respectful
• Free from complaints or emotional language
• Aligned with your employment contract notice period
  
  

What to Include in a Resignation Letter

If you are wondering what to include in a resignation letter, these elements are essential:

1. A clear statement of resignation. State that you are resigning from your position.
2. Your final working day. Confirm your last day based on your notice period.
3. A brief expression of thanks. Keep it professional, even if the role was challenging.
4. An offer to assist with the transition. This reinforces goodwill and professionalism.
5. Your name and role. Especially important if submitting via email.
   
   

Avoid explaining why you are leaving in detail. Your resignation letter is not the place for feedback or grievances.

Resignation Letter Template (Australia)

Here is a simple and professional resignation letter template suitable for Australian workplaces:

Resignation Letter Template

Dear [Manager’s Name],

Please accept this letter as formal notice of my resignation from my position as [Your Job Title] at [Company Name]. In line with my notice period, my final working day will be [Last Working Day].

I would like to thank you for the opportunity to work with the team and for the experience I have gained during my time here.

I am committed to supporting a smooth transition and will assist where possible during my notice period.

Kind regards,
[Your Full Name]

This format works for most industries and seniority levels and is considered a professional resignation letter sample.

Email Resignation Letter Format

If you are resigning via email, the structure remains the same. The main difference is the subject line and sign-off.

Email subject line: Resignation - [Your Full Name]

Use the same wording as the template above, then include your contact details in your email signature. This is the most widely accepted email resignation letter format in Australia.

Best Way to Resign Professionally

The best way to resign professionally is a two-step approach:



1. Resign verbally first. Request a private meeting with your manager and communicate your decision calmly.
2. Follow up in writing. Send your resignation letter or email shortly after the conversation.
   
   

This approach demonstrates respect and reduces the risk of miscommunication.

Short Resignation Letter Example

If you prefer something more concise, here is a short resignation letter example:

Dear [Manager’s Name],

I am writing to formally resign from my role as [Job Title], with my last working day being [Date].

Thank you for the opportunity to work at [Company Name]. I appreciate the experience and support provided during my time here.

Kind regards,
[Your Name]

AI Prompts to Write Your Resignation Letter

If you want help tailoring your resignation letter, these AI prompts work the best:

• “Write a professional resignation letter for an Australian workplace with a two-week notice period.”
• “Create a polite resignation email for a corporate role, formal tone, no explanation for leaving.”
• “Rewrite this resignation letter to sound more professional and concise: [paste draft].”
• “Write a formal resignation letter for my role as [Job Title] in the [Job Industry] industry”
• “Generate a resignation letter template suitable for senior management roles.”
  
  

Always review and personalise the final version before sending!

Chat to the Tech Career Experts

Knowing how to resign from your job professionally is just as important as starting well. A clear, respectful resignation letter helps preserve relationships, supports a smooth transition, and reflects positively on you long after you leave.

If you’re planning your next move in tech, speaking with experienced recruiters can make the process clearer and more strategic. Browse current tech job openings or chat to us at Emanate Technology for guidance on roles, market demand, and long-term career growth in the Australian IT industry.