Resigning can feel daunting, yet the way you write your resignation letter sets the tone for a professional exit. A clear, courteous letter helps you protect relationships, confirm your last working day, and keep your reputation strong for future references.

In this guide, you will learn how to write a professional resignation letter, what to include, what to avoid, and how to tailor your message to different situations. You will also find ready to use templates, short email examples, and practical advice for the Irish market, including notice period rules and handover tips.

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Why your resignation letter matters

A good resignation letter does four things well. It states your intention to leave. It confirms dates. It shows gratitude for the opportunity. It offers support with handover. This combination reassures your manager, reduces friction, and leaves a positive final impression. Major career sites recommend a short, factual structure that confirms key details and keeps reasons brief.

Notice periods in Ireland

In Ireland, your contract usually sets the required notice. If no notice is specified, the statutory minimum is one week. For employers, the Minimum Notice and Terms of Employment Act also sets notice obligations by service length, for example four weeks after five years of service, though this table refers to notice given by the employer. Always check your own contract and consider professional advice where needed.

How to choose the right tone

Use a neutral, respectful style. Keep sentences short. Address your manager by name. Close with Kind regards or Best wishes. If your workplace is very formal, keep the letter traditional. If it is modern and friendly, a warm but professional tone is fine. ACAS provides straightforward templates that match both styles.

The core template you can adapt

Subject line: Resignation from [Job Title]

Letter or email body:

Dear [Manager’s name]

I am writing to resign from my position as [Job Title] with [Company Name]. My final working day will be [Day, Date], in line with my notice period.

Thank you for the opportunity to work with [Company Name]. I have learned a great deal and I appreciate your support.

I will complete my current tasks and I am happy to assist with a handover plan. Please let me know how I can help during my remaining time.

Kind regards

[Your name]

[Optional contact details]

Short email examples for common scenarios

Accepting a counter invite to discuss

Dear [Manager’s name]

Thank you for your reply. I am happy to meet to discuss my handover and any open items. I confirm that my final day is [date], which reflects my notice period.

Best wishes, [Name]

Moving to a new role with a tight start date

Dear [Manager’s name]

Please accept my resignation from [Job Title], with my final working day on [date]. I appreciate the experience and I will prepare a concise handover.

Kind regards, [Name]

Contract or temp role ending

Dear [Manager’s name]

I am writing to resign from my assignment as [Job Title]. My last working day will be [date]. Thank you for the opportunity. I will ensure a smooth handover.

Best wishes, [Name]

How to align your letter with Irish employment practice

Confirm your final day against your contract. If you wish to leave earlier, request agreement rather than assume it. Citizens Information outlines the one week minimum in the absence of a contractual notice clause. Your notice starts the day after you resign. Keep written records of dates and agreements.

Handover that makes you memorable in a good way

A thoughtful handover protects your team and your reputation. Create a simple document with open tasks, key contacts, file locations, and deadlines. Propose a short schedule to brief your replacement. Offer to record a quick Loom style walkthrough if your role involves systems or processes. Good handovers help you leave on excellent terms, which supports references later.

How to handle counter offers

If you receive a counter offer, thank your manager and ask for time to reflect. Consider your long term goals, not only the salary. If you decide to continue with your resignation, restate your final day politely and keep your letter unchanged. Employers should acknowledge resignations in writing and confirm final dates, which is standard HR practice.

Managing resignation timing around annual leave and payroll

Check your holiday balance. Agree how untaken leave will be handled, either paid out or taken during notice if business needs allow. Confirm when your final salary will be processed. Use email to document any arrangements to avoid confusion. Guidance from Irish public sources emphasises checking entitlements when changing jobs.

Resignation for remote, hybrid, or international teams

For distributed teams, email is usually the formal record, sometimes followed by a posted letter. Agree the handover approach early. Share access notes and schedule video calls to transfer knowledge. If equipment must be returned, ask for a courier label and keep proof of return. Clarity prevents last minute issues that can delay your final salary or reference.

Resignation and references

Most employers provide a factual reference confirming job title and dates. If you want a character or performance based reference, ask politely before your final day and suggest recent projects that reflect your contribution. Keep your letter positive so managers feel comfortable supporting your next move.

Templates for special situations

Early exit request

Dear [Manager’s name]

I am writing to resign from my position as [Job Title]. My notice period is [length]. Due to [brief neutral reason], I would be grateful if we could agree an earlier final day of [date]. I will support a full handover and I remain flexible about the best approach.

Thank you for your consideration.

Kind regards, [Name]

Very short service

Dear [Manager’s name]

Please accept my resignation from [Job Title], effective [date]. I appreciate the opportunity and I will ensure a smooth transition over the next [notice period length].

Best wishes, [Name]

Senior role with longer notice

Dear [Manager’s name]

I am writing to resign from my position as [Job Title]. My final working day will be [date], in line with my contractual notice of [length]. I will deliver a comprehensive handover plan and I am available to support the transition.

Thank you for the opportunity to lead the [team or function].

Kind regards, [Name]

Final checks before you send

• Proofread names, dates, and your job title.

• Check your final day matches your notice.

• Save a PDF copy for your records.

• Inform HR and IT if required by policy.

• Update your personal contact details if your manager may need them.

What to do after you submit your letter

Mark your calendar with the final day, payroll date, and any agreed handover sessions. Send calendar invites to colleagues for knowledge transfer. Update shared drives. Keep your LinkedIn profile factual until you finish, then update your status and reconnect with your network.

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Employers can reach our team through the Employers page

Long form example letter

Dear [Manager’s name]

I am writing to resign from my position as [Job Title] with [Company Name]. My final working day will be [Day, Date], which reflects my contractual notice period of [length].

Thank you for the opportunity to work with [Company Name]. I have enjoyed collaborating with the team and I appreciate the support I have received.

I will complete my current priorities and I will prepare a handover document covering active work, deadlines, and key contacts. I am happy to brief my successor and to answer questions during my notice period.

Please let me know if there is anything specific you would like me to cover.

Kind regards

[Name]

Ireland specific checklist

• Review your contract for notice and any post employment restrictions.

• If no notice is stated, the statutory minimum is one week.

• Keep written confirmation of your final day.

• Agree how annual leave, expenses, and equipment returns will be handled.

• Ask for a reference while relationships are warm.

Quick takeaways

• Keep your letter short, polite, and focused on dates and handover.

• Confirm your final working day against your notice.

• Thank your employer and keep reasons brief.

• Offer help with handover to protect relationships and references.

• Save a copy and document any agreements by email.

• Check Irish notice rules and your contract.

Conclusion

A well written resignation letter is an act of professionalism. It confirms your intention to leave, sets clear dates, and shows respect for your team. Keep it short. Use simple, positive language. Focus on the essentials. By doing this, you protect your reputation and make it easier to secure strong references for your next step.

If you are moving on, our consultants can help you plan your next move with confidence. Visit the Jobseekers page, browse All Jobs, or contact our team through the Employers page if you need to hire while a team member departs.

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