How to Write a Resignation Letter in Australia + Templates

Understanding the Role of a Resignation Letter

Submitting a resignation letter in Australia is a formal obligation that marks the end of your employment with an organisation. It is not just a courtesy – it is necessary to know how to write a resignation letter in Australia and it forms part of your official employment records and protects your rights in future disputes. Whether you are moving on for career growth, personal development, or a better opportunity, knowing how to write a resignation letter professionally ensures a respectful exit and preserves future references.

All Employees in Australia must submit a formal resignation letter either in writing or through email. This document acts as proof of your departure and defines key terms such as your notice period, last working day, and your willingness to support a transition process. Most companies expect resignations to be written with clarity, tact, and professionalism.

A quick breakdown of what your resignation letter should cover and avoid:

Why Is a Resignation Letter Important in Australia?

In Australian workplace culture, a job resignation letter is more than a formality. It provides your employer with a clear timeline of your departure, helps the organisation plan a proper handover, and ensures compliance with employment law, including guidelines under Fair Work Australia. If you resign without submitting a written notice, you may risk miscommunication, delayed final payments, or even breach of contract.

Many professionals also use their resignation letter as an opportunity to maintain a positive resignation tone and leave on professional terms. In competitive industries, a strong reference from your line manager can make a difference in securing your next role.

When to Submit Your Resignation

Timing your resignation correctly matters. Before you write your letter, ensure you:

• Have received and signed your new job offer
  
• Reviewed your employment contract to confirm the required notice period
  
• Scheduled a face-to-face meeting or video call with your manager
  
• Prepared a clean and neutral draft for submission following the conversation
  

If your contract does not specify a set notice duration, the standard expectation in Australia is two weeks. However, some senior roles may require up to four or more weeks of notice.

How to Write a Resignation Letter Step-by-Step

Let’s walk through how to craft a professional resignation letter in Australia using proven structure and formatting.

1. Include Your Contact Details and the Date

As this is a formal business letter, begin with your:

• Full name
  
• Personal email address
  
• Mobile phone number
  
• Date of submission
  

This ensures that HR or management can reach you even after your employment ends. It also documents the submission date in case of future employment transition concerns.

2. Address the Letter to the Right Person

Use the full name and job title of your direct manager or the HR lead. Avoid generic greetings like “To whom it may concern.” For example:

Dear Ms Jameson,
People & Culture Manager
[Company Name]

3. Clearly State Your Resignation

Start your message with a clear, professional statement. Example:

Please accept this letter as formal notice of my resignation from the position of [Job Title], effective from [Date]. In accordance with my contractual obligations, my final working day will be [Date].

Ensure your phrasing is direct and aligns with your employment contract terms.

4. Outline the Key Dates

Your letter must confirm:

• Your notice period (e.g., 2 weeks, 4 weeks)
  
• Your final working day
  
• The effective date of formal notice
  

You may refer to your contract by including:

As per the notice period outlined in my contract dated [Start Date], I will work until [End Date].

5. Offer Support for a Smooth Handover

Resignation letters that express a willingness to assist during the handover are looked upon favourably. You may write:

I am committed to ensuring a smooth transition during my remaining time and am happy to assist in training a replacement or documenting key processes.

This shows respect for your employer’s needs and supports future career references.

6. Express Appreciation and Gratitude

Even if you’re leaving under difficult circumstances, maintaining a respectful tone helps preserve your professional reputation. Consider including a line like:

I would like to sincerely thank you and the team for the opportunities, professional growth, and support during my time at [Company Name].

This aligns with good workplace etiquette and promotes a positive career transition.

7. Sign Off Appropriately

Use a professional closing such as:

• Kind regards
  
• Sincerely
  
• Yours faithfully
  

Then write your full name and digital signature (if sent via email).

How to Write a Resignation Email in Australia

If you are communicating via email, the subject line must be clear:

Subject: Resignation Letter – [Your Full Name]

Attach the resignation letter as a PDF and copy its content into the email body for visibility. Avoid sending your resignation email without first speaking to your manager.

What to Avoid in Your Resignation Letter

Below are some common mistakes to avoid when writing a formal resignation letter in Australia:

• Don’t express anger or mention negative experiences
  
• Avoid including salary details or grievances
  
• Never hint at legal disputes or make threats
  
• Do not write an emotional or casual message
  

Your letter of resignation will stay in your personnel file, so keep it factual, concise, and professional.

What Happens After You Resign?

Once your written notice has been submitted, the company may ask you to:

• Participate in an exit interview
  
• Return company assets (laptop, ID badge, etc.)
  
• Document any pending projects
  
• Finalise leave entitlements and final pay
  

In Australia, you are entitled to receive any unused annual leave and a final payslip outlining your entitlements. If there is a career handover checklist, work with HR to ensure compliance.

Handling the Transition Period

After resignation, maintaining productivity and a gracious resignation tone is expected. Avoid speaking negatively about the company to co-workers. Instead, focus on preparing your team or replacement, updating documentation, and tying up any loose ends. This also supports a strong professional reference later.

How to Resign Professionally Without Burning Bridges

One of the most critical parts of career change is managing your job resignation letter professionally. Once you’ve delivered your written notice period and shared your intentions with your line manager, how you behave during the remaining time with the organisation matters. Whether you’re transitioning to a new role or taking a career break, parting on good terms is a strategic decision.

The following strategies will help you exit without damaging your professional relationships:

• Avoid sharing your resignation widely before management has announced it.
  
• Cooperate fully during the career handover checklist phase.
  
• Keep your resignation letter and discussions aligned in tone.
  
• Use your exit interview constructively instead of emotionally.
  
• Leave behind an organised workspace and updated files for your replacement.
  

This shows respect for your employer’s structure and supports your professional reputation beyond the current job.

What to Avoid in a Job Resignation Letter

A strong formal resignation letter maintains professionalism. The purpose is to inform, not complain. Certain elements can compromise the tone or even impact your reputation.

Here’s what not to include:

• Complaints about colleagues, managers, or the company.
  
• Disagreements about your contract or employment transition terms.
  
• Negative comparisons with your new job.
  
• Exaggerated praise that seems insincere.
  
• Leaving out your last working day, which causes confusion.
  

Avoiding these missteps ensures your resignation aligns with expected workplace etiquette.

Resignation Letter Tips for Remote and Contract Workers

For remote jobs or contract roles, the basics of a professional resignation letter remain unchanged, but additional details help clarify logistics.

Contract workers should:

• Refer to their employment contract for required notice period specifics.
  
• Mention the type and term of the contract being resigned from.
  
• Clarify if any handover responsibilities are required by contract terms.
  

Remote workers should:

• Specify if they’ll return hardware or complete digital file transfers.
  
• Confirm timelines around disengaging from internal systems or software.
  
• Reiterate their contact details and availability for follow-up after departure.
  

This ensures transparency, especially when your manager isn’t physically accessible.

Legal and Employment Policies Under Fair Work Australia

Australian employees are entitled to basic rights under Fair Work Australia, and your resignation must adhere to these protections. Understanding these will protect both you and your employer during your employment transition.

Important considerations:

• Your letter of resignation must meet the minimum notice period as outlined in your contract or award.
  
• Failing to give appropriate notice can affect your final pay or leave balances.
  
• Final pay must include all accrued leave entitlements and any outstanding wages.
  
• You may be entitled to a certificate of service or written reference.
  
• Employers must not refuse a resignation unless the contract is breached.
  

Knowing your rights helps you navigate resignation policies legally and confidently.

Handling Counter Offers Gracefully

If you receive a counter offer after resigning, it may be tempting to reconsider your decision. However, reflect on your initial motivation to resign.

Ask yourself:

• Will accepting the counter offer resolve the original issues?
  
• Is there genuine career progression in staying?
  
• Will staying affect how management perceives your loyalty?
  
• Does the offer come with long-term improvements or short-term incentives?
  

While it’s a compliment to be retained, think long-term before reversing a career transition.

Managing Emotions During Resignation

Leaving a job can bring mixed feelings, from anxiety to guilt. Recognising these emotions helps you manage them and stay professional.

Some techniques include:

• Rehearsing your resignation message to ease nervousness.
  
• Speaking to a mentor or friend beforehand.
  
• Focusing on the benefits of your decision and future goals.
  
• Not letting sentimentality influence your professional commitments.
  

This approach ensures your resignation process remains calm, organised, and confident.

Email Resignation Letter: When and How to Send

Sending your resignation email should only come after a face-to-face or video meeting with your manager. Here’s how to follow up professionally:

• Use a clear subject line: “Resignation Letter – [Your Name]”
  
• Attach a PDF of your formal resignation letter
  
• Keep the email concise and reflective of your in-person message
  
• Confirm the notice period and final working day
  
• Offer your assistance during the transition
  

Emailing your resignation the right way documents your decision while reinforcing your integrity.

How to Request a Reference After Resigning

Once your notice has been accepted and things settle, it’s reasonable to ask your employer for a reference. Some opt for a general written reference, while others prefer offering their manager’s details for future contact.

To ask effectively:

• Time your request near the exit interview
  
• Acknowledge their busy schedule and offer flexibility
  
• Request a future reference that speaks to specific strengths
  
• Follow up with a thank you message
  

A reference is a valuable tool in your career growth, especially in competitive markets.

Sample Email Format to Request a Resignation Reference

Dear [Manager’s First Name],

Thank you again for the support throughout my time at [Company Name]. I’ve greatly appreciated the learning opportunities and leadership you’ve provided.

I’m reaching out to ask whether you would feel comfortable acting as a professional reference for me in future roles. I would be happy to provide context or reminders of the work we completed together.

Please let me know if this would be possible and convenient.

Kind regards,
[Your Full Name]

Resignation Letter for Career Advancement

There are times when employees leave not due to dissatisfaction but due to growth. In such cases, it’s essential to frame your job resignation letter around opportunity, gratitude, and professionalism.

Sample structure:

• Clearly state your intention to resign
  
• Mention your appreciation for the experience
  
• Acknowledge the skills gained and positive memories
  
• Offer assistance during handover
  
• Sign off respectfully
  

This is particularly helpful when transitioning within the same industry where reputations carry weight.

How to Write a Resignation Letter in Australia with Gratitude

A well-crafted thank you resignation letter strengthens goodwill. Whether you’ve worked in the role for six months or six years, acknowledge key moments that shaped your experience.

Consider writing about:

• The most important skill or lesson learned
  
• A mentor who impacted your journey
  
• Projects that made a lasting impression
  
• Appreciation for workplace support or culture
  

Gratitude leaves a lasting impression, useful for future references or networking.

Templates: Simple and Formal Resignation Letters

To save time, use these sample templates tailored for different tones and situations.

Basic Resignation Letter

Dear [Manager’s Name],

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

I’m thankful for the opportunity to grow and contribute during my time here. Please let me know how I can assist during the transition period.

Kind regards,
[Your Full Name]

Grateful Resignation Letter for Career Growth

Dear [Manager’s Name],

After careful consideration, I have decided to resign from my role as [Job Title] with [Company Name], with my final day of employment being [Date].

This decision is based on a new opportunity that aligns with my long-term career goals. I want to sincerely thank you for your guidance, support, and the learning experiences over the past [X years/months]. I’m proud of what we’ve achieved and will take these lessons with me.

I’m committed to ensure that I shall give a smooth handover during my remaining time.

Warm regards,
[Your Full Name]

Resignation Letter for Contract or Remote Role

Dear [Manager’s Name],

Please accept this letter as formal notice of my resignation from my contract role as [Job Title], effective [Date].

I have valued my time with [Company Name] and am grateful for the experience gained. I will return all equipment and ensure all responsibilities are finalised prior to departure.

Thank you again for the opportunity.

Best regards,
[Your Full Name]

Conclusion: 

Resigning doesn’t have to be stressful. When approached with professionalism and clarity, it marks the beginning of a new chapter while preserving relationships from the old one. Whether you’re submitting a resignation letter after years of service or just a few months, the right format, respectful tone, and well-planned exit are what truly define your departure. Follow the format, be confident in your decision, and remember that how you leave matters just as much as how you start.

Frequently Asked Questions 

What should I include in a resignation letter?

Your resignation letter should clearly mention your intention to resign, your notice period, and your last working day. It should also reflect a professional resignation letter tone, appreciation for the role, and willingness to help with a handover.

Who do I address my resignation letter to?

Typically, you should address your letter of resignation to your line manager or the HR department. Avoid using vague salutations like “To whom it may concern.”

Is email acceptable for sending a resignation letter in Australia?

Yes, sending a resignation email is acceptable, especially if it follows a prior verbal notice. Ensure the tone remains formal, attach the resignation letter in PDF format, and clearly state your final working day.

Can I resign without giving notice?

Under Fair Work Australia, most employment contracts require a notice period. Failing to provide notice may impact your final pay or legal standing, unless the employer waives it or there are specific contract terms.

How do I resign from a remote or contract position?

For remote jobs or contract roles, follow the same format as a standard resignation letter, but include logistics such as returning equipment or final deliverables. Mention if you’re ending a contractual agreement early.

How do I resign during probation in Australia?

During probation, the resignation process is often simpler, but check your employment contract for required notice periods. Submit a clear, concise formal resignation letter and confirm timelines with HR.

Should I explain why I’m leaving in my resignation letter?

It’s not necessary to include reasons in your resignation letter, especially if they’re negative. Instead, focus on gratitude, career growth, and maintaining a positive resignation tone.

Can I use a resignation template or should I write from scratch?

Using a resignation letter template can be helpful for structure. Just make sure to personalise it with your situation, tone, and relevant details to reflect a genuine and polite resignation.

When should I hand in my resignation letter?

Schedule a face-to-face meeting or video call with your manager to give verbal notice first. Immediately after the meeting, follow up with your written resignation letter or email resignation.

How do I request a reference after resignation?

If you leave on good terms, it’s acceptable to ask for a future reference during or after your exit interview. Be polite, acknowledge their time, and follow up professionally by email.

Can I withdraw my resignation after submitting it?

Once accepted, retracting a job resignation letter depends on the employer’s discretion. If you change your mind, discuss the matter with your manager as soon as possible and submit a withdrawal in writing.

What is the difference between verbal and written resignation?

A verbal resignation is informal and must be followed by a written notice to be valid. The resignation letter becomes a formal part of your employment records.

Do I have to mention my new job in the resignation letter?

No. Mentioning your next employer or role is optional. If you do include it, ensure it’s brief and non-comparative to avoid disrupting the professional tone.

How do I calculate final pay after resignation?

Your final pay should include wages earned, accrued leave entitlements, and any bonuses owed. You can consult the Fair Work Australia website or your HR department for exact calculations.

Can I get help writing a resignation letter?

Yes. You can use online sample resignation letters, speak to a mentor, or refer to HR-approved resignation letter templates. Just ensure it’s tailored to your circumstances and remains professional.

Is it legal for an employer to refuse my resignation in Australia?

Employers cannot legally stop you from resigning unless there’s a contractual breach. As long as you comply with your employment agreement, your resignation letter is binding.

Should I mention handover support in the letter?

Yes. Offering assistance in transition-such as upskilling a colleague or documenting processes-demonstrates professionalism and supports your career transition reputation.