Alex is Sprintlaw's co-founder and principal lawyer. Alex previously worked at a top-tier firm as a lawyer specialising in technology and media contracts, and founded a digital agency which he sold in 2015.
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Whether you’re an employer managing a team or an employee planning your next chapter, a clear, professional resignation letter helps everyone move forward smoothly.
In Australia, you don’t need to overcomplicate it. A good resignation letter confirms your intention to resign, sets out your notice period, and makes handover easy.
In this guide, we break down when you need a resignation letter, what to include, how much notice to give, and offer copy‑and‑paste templates for the most common scenarios. We’ll also flag key legal points around notice, final pay, and entitlements, so you can handle the process with confidence.
When Do You Need a Resignation Letter in Australia?
A resignation letter is not always legally required, but it’s standard practice and often required under the employment contract or workplace policy. For employers, having resignations in writing creates a reliable record for payroll, handover and compliance. For employees, it confirms the date you gave notice and the date your employment ends.
In most workplaces, the employment contract sets out resignation requirements (for example, how much notice must be given, whether email is acceptable, and who to notify). If in doubt, check the relevant Employment Contract or staff handbook.
Even where the contract is silent, a written resignation is still best practice. It reduces confusion about timing, makes handover more efficient and helps preserve a positive reference relationship for the future.
What To Include In a Professional Resignation Letter
Keep the letter short, polite and clear. A professional resignation letter typically covers:
- Your intention to resign (state “I resign” rather than “I’m thinking of leaving”).
- Your role title and the date you’re giving notice.
- Your proposed last working day, based on your notice period.
- A brief offer to assist with handover or training.
- A simple thank you or positive closing line (optional but helpful).
You don’t need to give detailed reasons. If you wish to include a reason, keep it neutral (for example, a new opportunity, personal reasons, study, or relocation). Avoid criticism in writing-if feedback is invited, it’s usually better for a private conversation.
Tip for employers: When you receive a resignation, acknowledge it in writing and confirm the notice period, last day, and any practical arrangements (handover, garden leave, outstanding leave). In some roles you may consider garden leave (staying on payroll but not working) to protect business interests during the notice period.
Resignation Letter Templates You Can Copy
Copy, paste and tailor these to your circumstances. Replace bracketed sections and adjust the notice period to match the contract or applicable award/enterprise agreement.
1) Standard Resignation With Notice
Subject: Resignation - , Hi , Please accept this letter as formal notice of my resignation from my role as at , effective . Under my notice period of , my final working day will be . I’m happy to assist with handover and will do what I can to ensure a smooth transition. Thank you for the opportunity to work with the team. I’ve learned a lot and appreciate the support. Kind regards,
2) Resignation With Shorter Notice (Requesting a Reduction)
Subject: Resignation - , Hi , I’m writing to resign from my role as at , effective . My contract provides for notice. Due to , I’m seeking approval to reduce my notice and finish on . I’ll prioritise key handover tasks and am available to train a replacement where needed. Please let me know if this revised timing can be approved. Thank you for the opportunities and support. Kind regards,
3) Immediate Resignation (Serious Personal/Health Reasons)
Subject: Resignation - , Hi , I’m resigning from my role as with immediate effect due to urgent personal/health reasons. I understand this is shorter than my usual notice. Unfortunately, I am unable to continue working through the notice period. I appreciate your understanding and will return company property as soon as possible. Please let me know if any paperwork is required. Thank you for your support. Kind regards,
Note: If an employee resigns without the required notice, the employer may be able to deduct a reasonable amount from final pay only if it’s permitted by law and by the contract or relevant industrial instrument. Employers should tread carefully and consider options like payment in lieu of notice (where appropriate) to close out employment fairly and lawfully.
4) Resignation During Probation
Subject: Resignation - , Hi , I’m resigning from my role as during my probationary period, with my final day to be . Thank you for the opportunity. I wish the team all the best. Kind regards,
5) Casual Employee Resignation
Subject: Resignation - Hi , I’m writing to resign from my casual position at . My final day of availability will be . Thanks for the experience and for having me on the team. Kind regards,
6) Manager/Senior Role Resignation (Emphasising Handover)
Subject: Resignation - , Hi , Please accept my resignation from the role of at , effective . Based on my notice period, my last day will be . To support continuity, I’ll prepare a detailed handover covering: • Open projects and status • Key contacts and deadlines • Team responsibilities and upcoming milestones • Access credentials and documentation locations I’m available to train my successor and attend client handovers where helpful. Thank you for the opportunity to lead the team and contribute to . Kind regards,
How Much Notice Do You Have To Give?
The notice period usually comes from your employment contract or a relevant award/enterprise agreement. Senior roles often require longer notice (e.g., four weeks). Some contracts allow the employer to accept shorter notice or pay out the notice period.
As a starting point, review the contract and, if relevant, the award/EA. For a broader overview of typical timeframes and the factors that apply, see resignation notice periods in Australia.
If an employer prefers an earlier finish, they might offer (or require) payment in lieu of notice instead of having the employee work out the notice. This is usually addressed in the contract and should be confirmed in writing when the resignation is accepted.
Occasionally, an employer may choose garden leave to keep the employee away from sensitive work while still on payroll. If this is in play, the acceptance letter should clarify expectations (availability, contact, confidentiality and return of property).
Resignation Letters and Your Final Pay, Leave and Handover
Once a resignation is accepted, both sides should tie off the practical and legal details.
Final Pay and Timing
Final pay should include all amounts due under the contract or industrial instrument, such as wages to the last day worked, accrued untaken annual leave, and any agreed payments. Employers should ensure payroll meets legal timeframes and calculations-our guide to calculating final pay outlines key steps for getting this right.
Annual Leave and Other Entitlements
Employees generally receive a payout of untaken annual leave upon resignation. Other entitlements depend on the contract and instrument, and any leave taken during the notice period should be agreed in writing. For a deeper look, see managing annual leave on resignation.
Handover Plan and Exit Logistics
To minimise disruption, confirm:
- Handover deliverables and deadlines (projects, clients, passwords, files).
- Return of company property (devices, passes, credit cards, uniforms).
- Access revocation and confidentiality reminders post‑employment.
- Reference or statement of service, if appropriate.
Where post‑employment restraints (like non‑compete or non‑solicit clauses) exist in the contract, consider a short reminder in the acceptance letter. Employers may also request an exit confirmation acknowledging continuing confidentiality obligations.
Separation Documents
Depending on the circumstances, employers may need to issue certain documents at or shortly after the end of employment. This can include a separation certificate for Services Australia; you can review what’s typically involved in preparing a separation of employment certificate.
In some cases-especially where you want to finalise all claims on mutually agreed terms-consider using an Employee Separation Agreement or a Deed of Release and Settlement. These documents can formalise resignation terms and help close out risk for both parties.
Confirming Acceptance in Writing
For employers, it’s wise to send an acceptance email setting out:
- Notice received date and last working day.
- Whether notice will be worked, paid in lieu, or garden leave.
- Handover expectations and return of property.
- When and how final pay will be processed.
- Any separation documents to be provided.
This creates a clear paper trail and reduces scope for disputes about timing or entitlements.
Frequently Asked Questions About Resignation Letters
Can I Email My Resignation?
Usually yes-many workplaces accept email. Follow your contract or policy directions (for example, send to your manager and HR). If it must be in hard copy, bring a signed letter and keep a copy for your records.
Do I Have To Explain My Reasons?
No. You can keep it brief and professional. If you want to share feedback, do it constructively and preferably in a conversation rather than the letter itself.
What If I Can’t Work My Full Notice?
Ask for a reduction and explain why. The employer doesn’t have to agree, but many will consider it if a good handover is in place. Where appropriate, employers may use payment in lieu of notice to finalise employment sooner.
Will I Be Paid For Untaken Annual Leave?
Generally yes, untaken annual leave is paid out on termination in accordance with the contract or instrument. Timing and calculation rules apply-see our guide on final pay for the details employers should work through.
What Else Should Employers Have In Place?
Clear contracts and policies make resignations easier. Up‑to‑date Employment Contracts set expectations about notice, handover, confidentiality and restraints, and an internal process (including acceptance templates) speeds things up. Where you want a clean legal exit, consider an Employee Separation Agreement or Deed of Release and Settlement.
Key Takeaways
- A short, written resignation confirms intention, notice and timing-helping both sides move forward with a clear plan.
- Check the contract or award/EA for notice rules; where appropriate, options like garden leave or payment in lieu of notice may apply.
- Use templates as a starting point, then tailor dates and handover details to your role and workplace.
- Final pay should cover all amounts due, including untaken annual leave; see our guide to calculating final pay for a step‑by‑step approach.
- Employers should confirm acceptance and logistics in writing, and issue any required separation documents such as a separation certificate.
- Good documentation-like an Employment Contract and, where needed, an Employee Separation Agreement-reduces disputes and protects your business.
If you’d like a consultation on managing resignation letters, notice and exit documents for your workplace, you can reach us at 1800 730 617 or team@sprintlaw.com.au for a free, no‑obligations chat.
