How to Write a Resignation Letter With a One-Month Notice Period

By Indeed Editorial Team

Published 29 November 2021

When resigning from a job, it's usually standard practice to give your employer advance notice. Depending on your position, responsibilities and the company's resignation policy, your human resource manager may require you to give 30 days' notice. This often entails submitting a 30-day resignation letter. In this article, we explain what a resignation letter with a one-month notice period is, why it's important, how to write one and provide a template and example to help you write your own letter.

What is a resignation letter with a one-month notice period?

A resignation letter with a one-month notice period, also called a 30-day resignation letter, is a document that announces your resignation. It notifies your supervisor or human resource manager that you want to continue to work in your job for 30 days. It expresses your gratitude for the job and discusses plans to work as usual and complete any tasks during the upcoming 30 days.

Related: What Is a Formal Email Format (With Steps and Example)

Importance of a 30-day resignation letter

Submitting a 30-day resignation letter is important for several reasons, including:

  • It gives you enough time to complete tasks. A 30-day resignation letter can give you time to complete the tasks or active projects you're working on. Some employers may also prefer you stay longer to complete a project or task if you're the only employee with the skill set or knowledge available to complete it correctly.

  • It gives your employer time to hire and train your replacement. Submitting a 30-day resignation letter gives your employer enough time to interview and evaluate various candidates. They may ask your help to determine who is a good fit for the role or request you stay and train the new hire until the end of your 30 days.

  • It gives you enough time to introduce your replacement. If you closely work with the company's clients, submitting a 30-day resignation letter can give you enough time to introduce your replacement to the clients to ensure a smooth transition. This can help you leave your employer in good standing with the clients.

How to write a 30-day resignation letter

Here are the steps you can take to write a 30-day resignation letter:

1. Address your letter properly

Before you begin writing the body of your letter, create an address section. The address section includes your complete name and address. Under your address, indicate the date you intend to submit your resignation letter. Then, write the name of your recipient, their position, name and address of the company. Be sure to leave a single space above and below the date to separate your information and your recipient's information.

2. Include a formal salutation

To introduce the body of your letter, include a salutation. Since you're writing formally, make sure to use language the appropriately addresses your recipient. If you know the name of your recipient, you can add their first and last name into the salutation. For example, you can begin with something like Dear Ms Jeanette Aw or Dear Mr John Cheng. If you're not sure who to send it to, you can also use a phrase like, To Whom It May Concern.

Related: Salutation Examples for Letters

3. Clearly define your purpose in the body paragraph

Begin the body of your letter with a statement that expresses your intent to resign. Make sure to include your job title and the name of the company. For instance, you can say something like, I am writing this letter to inform you formally that I'm resigning from my position as an Administrative Assistant of LeBronx Properties, Inc.

Related: How to Write a Resignation Letter (With Template, Samples and Tips)

4. Indicate the date of your resignation

Indicate the exact date you intend to be your last day of work. Although you're writing a 30-day resignation letter, it's still important to provide the date of your last day with the company. This can help you prevent confusion or miscommunication.

5. Discuss your reason for leaving

There are many reasons that may cause you to resign from your job. Some common reasons include moving out of town, retiring, getting a new job or leaving for other life changes. You can briefly describe the reason you're leaving the company, but keep your reason positive. Make sure your reason doesn't include negative comments or statements that blame your employer.

6. Write a statement of gratitude

Next, express your appreciation for giving you the opportunity to work with the organisation. Thank the organisation for the time you've spent in your role and the opportunity to learn valuable skills. This can help make your resignation letter more sincere and ensure you leave the organisation in a positive manner.

Related: How to Quit a Job the Right Way With Tips and FAQs

7. Discuss the next steps

There may be important things to be done before you finish your last day of employment. For instance, it may be necessary to return company-issued work devices and complete projects you're currently working on. It's important to discuss any next steps you may take before your resignation, so the company knows you intend to continue completing your tasks until your last day of work.

8. Offer to help your employer during your transition

It's professional and considerate to offer to help the company during your transition. For instance, you can offer to help train the new hire who will replace you. Doing this can help ensure a smooth transition between the time you submit your resignation letter and your last day of work. It can also improve your chances of getting a good reference or potential job opportunity in the future.

9. Close your resignation letter

Finally, end your resignation letter with a professional and warm salutation. Some common closing salutations include Respectfully, Thank you, Warm regards and Sincerely. After your closing statement, sign the letter with your name. If you're sending your letter via email, leave a single space between your name and the closing statement. If you print and submit your resignation letter, it's important to leave a few spaces between your name and the closing statement. This allows you to physically sign the letter above your name.

Consider making several copies of your resignation letter, in case your employer advises you to submit this document to anyone else in the organisation. Before you hand in the document to your supervisor or human resource manager, you can meet with them to discuss your decision to leave the organisation. In the meeting, be open about your decision to resign and express your appreciation as you thank them for their time at the company.

Related: Business Letter Formats: Overview and Examples

30-day resignation letter template

Here's a template you can use to create your own 30-day resignation letter:

[Indicate your complete name here]
[Indicate your address here]

[Date you intend to submit your resignation letter]

[Name of your recipient]
[Position]
[Name of the company]
[Address of the company]

Dear [recipient's name]:

I'm writing this letter to inform you formally that I'm resigning from my position as the [your job title] of [name of the company]. My last day of work will be 30 days from now on [exact date of your resignation].

[Briefly explain here your reason for leaving the organisation]. It has been a pleasure working for [name of company] and I'm grateful for the skills and experience I have gained during my time here. Before I leave the company, I plan to discuss the next steps.

Please notify me if there's anything I can do to make the transition phase as seamless as possible for the organisation. Also, if you have any questions, you can contact me at [your contact number] or at [your email address].

Respectfully,
[Your complete name]

30-day resignation letter example

Here's an example of a 30-day resignation letter to help you create your own:

Lim Boon Keng
56 Tanglin Road
Singapore 247964

November 30, 2021

Catherine Lim
Human Resources Manager
WestCo, Inc.
16 Sandilands Road
Singapore 546080

Dear Ms Catherine Lim,

I'm writing to provide you with a 30-day notice of my resignation from my position as administrative assistant with WestCo, Inc. My last day of work in this role will be on Friday, December 31, 2021. I'm leaving the company because of an impending move out of town. I have enjoyed my time here and will greatly miss my colleagues. I intend to take a hands-on role to help make the transition of replacing me as seamless as possible.

I'm happy to help with the recruitment process for my replacement and will continue to perform my duties until my last day of work. Also, I'm willing to assist in training my replacement. Please feel free to contact me at +65 6778 1654 or at limboonkeng@email.com.

Again, I have really enjoyed working for such a great company as WestCo, Inc. Thank you for your understanding in this matter and I wish everyone in this company much success.

Best regards,

Lim Book Keng
Administrative Assistant
WestCo, Inc.