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The voluntary resignation letter model
What should a voluntary resignation letter include and when should it be submitted to meet legal requirements?
Marcos Lopez
HR Consultant
15 of April, 2025
If you have made the decision to voluntarily quit your job, you should communicate it to the company. And the voluntary resignation letter is the best way to do it. If you don’t express your decision to resign, you may encounter problems in the near future.
There are many reasons to make a decision as risky as this one. However, you do not have to explain the reasons for your resignation or voluntary resignation in the letter. This can make the experience, which is not always pleasant, somewhat more bearable. Remember to submit the voluntary resignation letter with a minimum of 15 days notice.
What is a voluntary resignation letter
We are talking about the formal document that the employee submits as a notice when they want to quit their job. With it, the company is informed that you resign. We can divide it into five parts:
- Header
- Initial greeting
- Introductory paragraph
- Explanatory paragraphs
- Appreciation
- Farewell and Signature
Keep in mind that you will need at least two copies of the voluntary resignation letter. One will be for the Human Resources department, and the other for you. When we submit it to HR, they must sign our copy. This way, it is recorded that it has been delivered and when.
You can submit it on paper, but you can also send the voluntary resignation letter by email. It is always preferable to attach it rather than write an email with the letter itself. You know that you have to send it in PDF to avoid possible modifications that can harm you.
Voluntary resignation letter: formal issues
Before delving into these sections, we must analyze the formal issues. The caping does not usually exceed three or four paragraphs, and it is usual to use the Times New Roman font. We will do it with a size of 12 points, with justified text. The letter will not take up more than one page.
Bear in mind that we are talking about a formal document. It is something to consider throughout the drafting, even if the recipient is someone we know and trust. Avoiding colloquialisms and informal expressions is essential. This is something we cannot forget.
How to write a voluntary resignation letter step by step
In the header of the voluntary resignation letter, the personal and contact information of the resigning employee must be included. You should include your email and phone number. It is also essential to include the date -day, month, and year-. This way, you can justify the notice period.
In this part, the data of the company will also be included, for which we have two options. On the one hand, we can address it directly to the Human Resources manager. We will include their full name and the company’s address. On the other hand, it can be addressed to the company in general.
After the header, we will move on to complete the initial greeting. Remember that, no matter how much you trust the recipient, it must always be formal. “Dear + name of recipient” can be an excellent initial greeting, there is no need to think much more.
Next, we reach the introductory paragraph. At this point, we will limit ourselves to announcing the decision to leave the company. You can always start with your full name, and indicate the position you currently hold. You can also mention the time you have been in the organization.
In this introductory paragraph, you should also indicate the date on which the resignation will take effect. For this, you must take into account the established notice periods. Generally, it is 15 days, but the Collective Agreement may extend it. It is the most important element of the voluntary resignation letter.
Explanation of the resignation in the voluntary resignation letter
In the explanatory paragraphs – it can be one – the reasons for the voluntary resignation are exposed. This is a delicate issue, as we have said before we are not obliged to do so. We can pass over it, but if the worker wishes, they can also elaborate in this space.
If you decide to explain the reasons for the resignation, avoid it being a settling of scores. There will be time for that, the voluntary resignation letter is not the place. Remember that we are talking about a formal document in which we notify that we are leaving.
Once this procedure is completed, we move on to the appreciation for the opportunity offered and the employee’s experience in the company. It is always interesting to use formulas like “I remain at your disposal”, without closing doors for the future. Thus, the remaining days for the resignation to take effect will be less traumatic for both parties.
We can also offer to help in the search for a substitute, or even propose the name of a colleague. Finally, the worker’s date and signature will be included, with his/her name and both surnames. There should be a space next to it for the HR manager to sign when receiving the voluntary resignation letter.
When should the voluntary resignation letter be delivered?
Once again, dates are the key element. You must comply with the minimum notice, which as we have seen is 15 days. For example, if you plan to resign on the last day of the month (31), you should deliver it no later than the 16th. As long as the Collective Agreement does not establish a longer notice period.
Keep in mind that, if you do not comply with the notice period, they can deduct the days from the settlement. In this case, the amount to be received is reduced by one day for each day not notified. For example, if instead of a 15-day notice you notify 10 days in advance, you lose five settlement days. The date of the letter -day of delivery- is the first day of the notice.
If it is a mature decision, you can always submit the voluntary resignation letter with more notice. In this way, the company has more margin to find a substitute and train them. It is possible that you both work together.
Why does an employee resignation occur?
The first thing you should ask yourself is why your employees resign. If you know the reason for their resignations, you can address the problem. Knowing the work environment will also help us stop the great resignation in the company. For this, we have different resources:
- Offboarding surveys: fundamental to know the origin of the resignation. On their farewell, we can directly ask employees why they are leaving. They have nothing to lose, and will be more sincere than in other surveys. Don’t forget to ask about their experience as well.
- Job satisfaction surveys: periodically, we should ask our employees about their satisfaction. Include questions like whether they plan to look for another job or what they would improve in the organization.
- Work climate surveys: the work environment also influences. If it is positive, they will feel more comfortable. When it is bad, the chances of resignation increase. HR and management should always know under what conditions and environment their employees work.
- Employee complaints: a complaints (or suggestions) box can reveal major problems in the company. Again, if they all point to bad leadership, bad conditions or a lack of resources, we have a problem.
Through solutions like Sesame HR you can develop the forms for these surveys. The results will come to you in real time, allowing you to quickly detect problems that are causing the great resignation. You will also be able to compare their evolution over time.
Don’t miss the related content from the human resources software blog of Sesame HR to learn more!
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