Career Advice

How To Write a Resignation Letter in South Africa (With Samples)

Published by
Shephard Dube

When leaving a job, it is critical to write a resignation letter. It is a formal document that informs your employer that you are leaving and gives a reason for your departure. When writing a resignation letter in South Africa, it is crucial to adhere to certain guidelines to ensure that you leave on good terms with your employer and maintain a positive reputation in the industry.

This article will teach you how to write a resignation letter in South Africa, including what to include and how to format it. We will also provide sample resignation letters to help you write your own. 

Resignation letter writing tips in South Africa:

Keep it short: A resignation letter should be brief and direct. There is no need to elaborate on your reasons for leaving or to criticize the company or your coworkers. Simply state that you are resigning and provide your departure date.

Maintain a professional tone: Because a resignation letter is a formal document, it is important to keep a professional tone. Avoid using slang or casual language, as well as making disparaging remarks about the company or your coworkers.
Thank your employer: Even if you are leaving under less-than-ideal circumstances, you should express your appreciation for the opportunity to work for the company. Thank your employer for the opportunity and any assistance they provided you during your time there.
When resigning from a job in South Africa, it is customary to give at least two weeks’ notice. This gives the company enough time to find a replacement and make any necessary preparations for your departure. If you are unable to give two weeks’ notice, you must explain why in your resignation letter.
Offer to assist with the transition: It is common to offer to assist with the transition to a new employee or to complete any ongoing projects before leaving. This demonstrates your dedication to the company and can help you maintain a positive working relationship with your boss.
Include your contact information: Include your contact information in your resignation letter so that your employer can contact you if necessary. This can include your email address as well as your phone number.
Proofread: Before sending your resignation letter, check it for spelling and grammar mistakes. A well-written and professional letter will make a favorable impression on your employer. 

South African resignation letter format:

Include your resignation letter’s date at the top.
Address your resignation letter to your immediate supervisor or human resources manager.
Include a subject line such as “Resignation from [Company Name].”
Introduction: Begin your letter by stating your intention to resign and the date on which you will leave.
Reason for leaving: While it is not required, you may choose to briefly mention your reasons for leaving.
Gratitude: Express your gratitude to your employer for the opportunity to work for the company and any positive feelings you have about your time there.
Offer to assist: Before you leave, offer to assist with the transition of a new employee or to complete any ongoing projects.
Contact information: Give your contact information so that your employer can reach you.
Closing: Close your letter with a professional closing, such as “Sincerely” or “Best regards,” and sign.
Here are some additional points to consider when writing a resignation letter in South Africa:
Follow company policy: Some businesses may have specific guidelines or policies in place for employees who wish to resign. To ensure that you are in compliance with company procedures, review and follow any relevant policies.
Evaluate your contract: The notice period required when resigning may be specified in your employment contract. Check your contract to ensure that you are providing the necessary notice.
Be gracious: While it is understandable to have mixed feelings about leaving a job, it is essential to remain gracious in your resignation letter. This can help you maintain a positive relationship with your employer in the future.
Avoid burning bridges: Even if you are leaving under less-than-ideal circumstances, it is critical to maintain a professional and respectful tone in your resignation letter. Avoid making negative remarks or criticizing the company or your coworkers, as this can harm your reputation and jeopardize your future job prospects.
Consider including a reference request: If you had a positive experience at the company and would like to use your employer as a reference in the future, you may want to include a reference request in your resignation letter. Keep in mind that your employer is not required to provide a reference, but it is worth asking if you would like one.
Keep a copy: For your records, you should keep a copy of your resignation letter. This can be useful if there are any future disagreements or misunderstandings about your departure.
Consider the timing: It is generally preferable to submit your resignation letter during the workweek as opposed to on a weekend or holiday. You should also try to submit your resignation letter at least a few days before your intended last day, to allow your employer time to process your resignation and make any necessary arrangements.
Be specific and clear: It is critical that your resignation letter be clear and specific so that there is no confusion about your departure. Include your resignation’s effective date and make it clear that you are resigning from your position rather than taking a leave of absence or temporarily stepping down.
Address any outstanding issues: Include any outstanding issues or concerns in your resignation letter if you want to address them before leaving the company. However, keep in mind that it is generally best to try to resolve any issues before submitting your resignation letter, as your resignation may not be reversible once submitted.

Avoid bargaining: A resignation letter is not the time to bargain for a higher salary or better benefits. It is best to address any concerns about your current employment situation before submitting your letter.
Prepare for the next step: Once you’ve submitted your resignation letter, you should prepare for your departure and the next step in your career. Make a clear plan and be prepared to move forward with your next opportunity.
South African Resignation Letter Examples 

  1. [Date] Sample resignation letter

[Name of Employer] [Company Name] [Address]

Dear [Employer],

I am writing to inform you that I will be leaving my  

position as [Job Title] at [Company Name] beginning [Date].

I have greatly valued the opportunity to work with such a talented and dedicated team, and I am grateful for the experience and knowledge I have gained here. I had a great time working at [Company Name] and will always cherish the memories.

I am aware that my employment contract requires me to provide two weeks’ notice, and I am happy to do so. I am eager to help in any way I can to ensure a smooth transfer of my responsibilities to my successor. Please let me know if there is anything else I can do to assist you with this process.

If you need to reach me, please use [Email] or [Phone Number].

I’d also like to request a reference from the company, as I’ve had a great time here and would like to use my time at [Company Name] as a positive reference in the future.

Thank you once more for the opportunity to work with such a great company.

Regards, [Your Name]

  1. Resignation letter example with immediate effect [Date]

[Name of Employer] [Company Name] [Address]

Dear [Employer],

I am writing to inform you that I will be leaving my position as [Job Title] at [Company Name] with immediate effect.

I am aware that my employment contract requires me to give two weeks’ notice, but due to unforeseen circumstances, I am unable to do so. Please accept my apologies for any inconvenience this may cause.

I have greatly valued the opportunity to work with such a talented and dedicated team, and I am grateful for the experience and knowledge I have gained here. I had a great time working at [Company Name] and will always remember it fondly.

I am eager to help in any way I can to ensure a smooth transfer of my responsibilities to my successor. Please let me know if there is anything else I can do to assist you with this process.

If you need to reach me, please use [Email] or [Phone Number].

I’d also like to request a reference from the company, as I’ve had a great time here and would like to use my time at [Company Name] as a positive reference in the future.

Thank you once more for the opportunity to work with such a fantastic company.

Regards, [Your Name]

Resignation letter example with reason

(Date)

[Name of Employer] [Enterprise Name] [Address]

Mr. [Employer],

I’m writing to let you know that I will be leaving my position as [Job Title] at [Company Name] on [Date].

I have greatly valued the opportunity to work with such a talented and dedicated team, and I am grateful for the experience and knowledge I have gained here. I had a great time working at [Company Name] and will always remember it fondly.

However, I recently received an offer for a new position that I believe is a better fit for my long-term career objectives. I have decided to accept this offer and leave my current position after careful consideration.

I am aware that my employment contract requires me to provide two weeks’ notice, and I am happy to do so. I am eager to help in any way I can to ensure a smooth transfer of my responsibilities to my successor. Please let me know if there is anything else I can do to assist you with this process.

If you need to reach me, please use [Email] or [Phone Number].

I’d also like to request a reference from the company, as I’ve had a great time here and would like to use my time at [Company Name] as a positive reference in the future.

Thank you once more for the opportunity to work with such a fantastic company.

Regards, [Your Name]

Health-related resignation letter sample

(Date)

[Name of Employer] [Enterprise Name] [Address]

Dear [Employer],

I’m writing to let you know that I will be leaving my position as [Job Title] at [Company Name] on [Date].

I have greatly valued the opportunity to work with such a talented and dedicated team, and I am grateful for the experience and knowledge I have gained here. I had a great time working at [Company Name] and will always remember it fondly.

However, due to health issues, I am no longer able to meet the demands of my current position. After careful consideration, I have decided that resigning and focusing on my health is in my best interests.

I am aware that my employment contract requires me to provide two weeks’ notice, and I am happy to do so. I am eager to help in any way I can to ensure a smooth transfer of my responsibilities to my successor. Please let me know if there is anything else I can do to assist you with this process.

If you need to reach me, please use [Email] or [Phone Number].

I’d also like to request a reference from the company, as I’ve had a great time here and would like to use my time at [Company Name] as a positive reference in the future.

Thank you once more for the opportunity to work with such a fantastic company.

Regards, [Your Name]

Unfair treatment resignation letter sample [Date]

[Name of Employer] [Enterprise Name] [Address]

Mr. [Employer],

I’m writing to let you know that I will be leaving my position as [Job Title] at [Company Name] on [Date].

I have greatly valued the opportunity to work with such a talented and dedicated team, and I am grateful for the experience and knowledge I have gained here. However, I recently experienced unfair treatment at the company, making it impossible for me to continue working here.

I am aware that my employment contract requires me to provide two weeks’ notice, and I am happy to do so. I am eager to help in any way I can to ensure a smooth transfer of my responsibilities to my successor. Please let me know if there is anything else I can do to assist you with this process.

If you need to reach me, please use [Email] or [Phone Number].

I’d also like to request a reference from the company, as I’ve had a great time here and would like to use my time at [Company Name] as a positive reference in the future.

Thank you once more for the opportunity to work with such a great company.

Regards, [Your Name]

Finally, in South Africa, writing a resignation letter is a simple but important step to take when leaving a job. You can ensure that you leave your current position on good terms and maintain a positive reputation in the industry by following the tips and guidelines outlined in this article and using the sample resignation letters as a guide. It is critical to be professional and respectful in your letter, as well as to give your employer adequate notice. Offering to assist with a new employee’s transition and including your contact information can also be beneficial. Finally, proofread your letter to ensure its accuracy and to make a good impression on your employer.

Shephard Dube

Shephard Dube is the Co-Founder of Rateweb. He is a web software developer with a passion for personal finance, economics, stock market, blockchain and cryptocurrencies. He spends most of his time figuring out how organizations and governments can make the environment conducive for business owners and consumers. He can be contacted on: shephard@rateweb.co.za

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Published by
Shephard Dube

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