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Jørgen Højlund WibeHow to Write a Resignation Letter (with Template and Step-by-Step Guide)
This guide helps employees and employers draft a professional and legally correct resignation letter. You’ll learn what to include, how to calculate your last working day, and how to properly document your resignation. Follow these steps to ensure a respectful and compliant exit process.
What You’ll Need
- Access to your employment contract or collective agreement
- Knowledge of your notice period and termination terms
- A word processing program like Word or Google Docs
Step 1: Check Your Contract for the Notice Period
Start by reviewing your employment contract or collective agreement to determine how long your resignation notice period is and any specific requirements for submitting notice.
- Review your contract to identify the notice period (e.g., 1 month to the end of a month).
- Check if a written resignation is mandatory (letter, email, or HR system).
- If you are a white-collar employee, refer to the Danish Salaried Employees Act for standard notice terms.
Expected result: You know exactly how long your notice period is and what form of resignation is required.
Step 2: Calculate Your Last Working Day
Use your notice period to determine your exact final working day. This ensures compliance and prevents misunderstandings about your departure date.
- Apply your notice period to calculate the end date. Example: If you resign on February 10 with one month’s notice, your last day is March 31.
- Clearly state your last working day in your resignation letter.
Expected result: You have an accurate final working date that aligns with your contractual notice period.
Step 3: Choose the Format – Email or Letter
You can resign via email or letter as long as it’s written. This provides a clear record for both you and your employer.
- Even if you inform your manager verbally first, follow up with a written resignation.
- Ensure your message is polite and professional; it serves as official documentation.
Expected result: Your resignation is documented in writing for legal and administrative purposes.
Step 4: Write the Resignation
Keep your resignation brief and neutral. Include all key details such as resignation and end dates, and request a confirmation of receipt.
- Include the date of resignation and last day of employment.
- Clearly state your intention to resign and ask for confirmation.
Jeg, [fulde navn], opsiger hermed min stilling hos [virksomhedens navn] dags dato til fratrædelse den [dato for sidste arbejdsdag].
Jeg skal bede om skriftlig bekræftelse på modtagelsen af denne opsigelse.
Med venlig hilsen
[Navn]
[Evt. telefon / e‑mail]Example of a short, professional resignation letter for employees
Expected result: A clear and professional resignation letter ready to send to your employer.
Step 5: Save Documentation
Keep evidence of your resignation for reference and protection in case of disputes regarding dates or notice compliance.
- Request a receipt confirmation via email or signed form.
- Save a copy of the submitted resignation in your personal files.
Expected result: You have verifiable proof of your resignation and employer acknowledgment.
Step 6: Employer Template for Termination Letter
If you’re an employer issuing a termination, the letter must be written and based on an objective reason, such as lack of work or restructuring.
[Virksomhedens navn]
[Adresse]
[By, dato]
Kære [medarbejders navn]
Det er med beklagelse, at vi ser os nødsaget til at opsige din ansættelse som [stilling] hos [virksomheden] med [antal måneder] varsel til fratrædelse den [dato].
Baggrunden for opsigelsen er [kort og saglig begrundelse, fx arbejdsmangel].
Du bedes afholde eventuel optjent ferie i opsigelsesperioden og returnere virksomhedens ejendele senest den [dato].
Venligst kvitter for modtagelsen af denne skrivelse.
Med venlig hilsen
[Navn]
[Titel]
[Virksomhed]Formal example of an employer’s termination letter
Expected result: A professional employer letter with a valid reason and proper notice period.
Verify Your Setup
You’ve completed the process correctly when:
- Your resignation is in writing with a date and signature or email record.
- Your dates match your contractual notice period.
- Your manager or HR has confirmed receipt of your resignation.
Common Issues & Solutions
If you encounter issues, here’s how to resolve them quickly.
- Problem: Incorrect final date
Solution: Recalculate using your contract’s notice period. - Problem: No written confirmation from employer
Solution: Follow up with a short polite email requesting written acknowledgment. - Problem: Overly emotional or lengthy letter
Solution: Keep it concise and neutral. Use your exit interview for feedback.
Key Takeaways
- Always verify your notice period before sending a resignation.
- Ensure your resignation letter is short, clear, and professional.
- Request and save confirmation of receipt.
- Employers must provide a written and justified termination notice.
- For related resources, check out AI-based contract review and contract management.
