Whether you’re an employee preparing your resignation or an HR manager receiving one, a clear resignation letter matters — for the relationship, the record, and the legal file.
A resignation letter starts the official clock on the notice period and triggers a series of HR actions: updating employment records, initiating offboarding, and ensuring compliance with provincial employment standards. In this guide, you’ll find a free resignation letter template ready to customize, tips for writing one professionally, and a step-by-step overview of what HR managers need to do once a letter of resignation lands on their desk.
Frequently Asked Questions
When should I send my resignation letter?
You should send your resignation letter as soon as your final decision has been made, ensuring you respect the notice period detailed in your employment contract (usually a few weeks to a month).
Make sure your choice is definitive: you won’t be able to reverse your decision once the letter has been sent. It is also essential to honor your notice period and avoid leaving the company abruptly, as this helps maintain a good relationship with your employer and colleagues.
What should my resignation letter include?
Here are the essential elements to include in your resignation letter:
- The subject line clearly stating your decision to resign;
- The date of the day;
- Your contact information (postal and email addresses);
- The company’s contact information and the name of your point of contact;
- Your job title and you starting date;
- Notification of your resignation;
- The effective resignation date that takes your notice period into account;
- (Optional) Reasons for your resignation, if appropriate;
- Personalized thanks addressed to your employer;
- Formal and polite closing remarks;
- Your full name and signature.
Remember to remain polite and maintain a professional tone throughout the letter. If possible, explain your reasons for leaving and personalize your letter to reflect your journey within the company. This will help you end the professional relationship on a positive note.
How can I maintain positive professional relationships when resigning?
Transparency is key during the resignation process. Don’t hesitate to share your feedback with your employer – it can help improve the employee experience within the organization and contribute to a smoother transition. Participating in an exit interview is also a great opportunity to discuss your experience.
Stay polite throughout the communication process, even if your professional relationship wasn’t ideal. If you have nothing positive to share about your employer, it’s better to avoid detailing the reasons for your departure to avoid leaving a negative impression on former colleagues.
On the other hand, if your experience was positive, take the time to highlight what you gained from the company and your coworkers. Leaving on good terms is always preferable and helps maintain relationships that might open doors to future opportunities!
Need a resignation letter template for inspiration?
Don’t forget to customize your letter to fit your situation!
Notice Period Requirements in Canada: What You Need to Know
Note: these are employer-to-employee rules for termination. Employees resigning are not legally required to give notice in most provinces unless their employment contract specifies otherwise. Always review the contract before accepting a resignation without a notice period.
| Province | Minimum statutory notice | |
|---|---|---|
| Ontario | Governed by Employment Standards Act | 1 week per year of service (up to 8 weeks) |
| British Columbia | Governed by Employment Standards Act | 1 week after 3 months; scales by tenure |
| Alberta | Governed by Employment Standards Code | 1–4 weeks depending on tenure |
| Québec | Governed by Act Respecting Labour Standards | Varies by collective agreement or contract |
| Federal employees | Governed by Canada Labour Code | Reasonable notice (typically 2 weeks minimum) |
When an Employee Resigns: What HR Managers Should Do
Receiving a resignation letter is just step one. Here’s what to action immediately:
- Confirm receipt in writing: Reply to acknowledge the resignation and confirm the last day of work.
- Review the employment contract:Check for notice period clauses, non-compete or confidentiality agreements, and any obligations around company property or client handovers.
- Notify relevant stakeholders: Inform the employee’s manager, IT (for access revocation), and Payroll.
- Start the offboarding process: Use an employee offboarding checklist to make sure nothing is missed: final pay, benefits, equipment return, and exit interview.
- Archive the resignation letter: File it in the employee’s digital record alongside the offboarding documentation.
With Folks, you can centralize every step from the resignation letter to the final offboarding task directly in the employee’s file. Book a free demo to see how!
Resource published by
