A resignation letter only has to do three things: say you are resigning, say when your last day is, and be dated. Everything else is courtesy.
Notice
Check your contract first. If it says nothing, the Employment Act sets the minimum: 28 days for someone paid monthly. During probation it is seven days. Either side can agree to pay in lieu of notice instead of working it.
The template
[Your name]
[Your address]
[Your email and phone number]
[Date]
[Manager's name]
[Job title]
[Company name]
[Company address]
Dear [Manager's name],
RESIGNATION
I am writing to give notice of my resignation from my position as
[job title] with [company name].
In line with my contract, I am giving [notice period] notice. My last
working day will be [date].
I will do everything I can to hand over my work properly before I leave,
and I am happy to help train my replacement.
Please let me know what you need from me for the handover, and confirm
the arrangements for my final pay, any outstanding leave, and my
certificate of service.
Thank you for the opportunities I have had here.
Yours sincerely,
[Signature]
[Your name]
Send it by email and hand over a signed copy, and keep proof of the date it was received. Notice runs from that date.
Before your last day
- Final pay. You are owed your salary to the last day, plus pay for any annual leave you have not taken.
- Certificate of service. Your employer must give you one when you leave. It states your job and the dates you worked there, and it is often asked for by the next employer.
- Your P9 form for the year so far, for your tax return.
- NSSF. Check your NSSF statement shows every month’s contribution before you go. Missing contributions are far easier to chase while you still work there.
- Medical cover. If your insurance was through work, arrange your own before it lapses.
- Work permit. If you are a foreigner on a Class D permit, it is tied to that employer. Talk to immigration or your new employer before you resign.