Resignation Letter in New Zealand (Examples + Template)

If you came across this article, that means you are quitting or thinking of quitting your job in New Zealand. If it’s the case, you must do it in a legal and most appropriate way.

In most cases, a resignation letter is required in New Zealand when resigning from the job. It’s an official document you submit to HR or the manager.

That said, professional resignation letters don’t require any creativity and extensive writing. It should be written in a concise and professional manner. This guide explains how to write and submit your resignation letter in New Zealand. We also give examples and templates.

If you are looking for a job in New Zealand, read how to write a stellar cover letter to secure your new job.

Termination and resignation letter in New Zealand

Firstly, you need to bear in mind that a resignation letter should be submitted only after you have signed a contract for your new job, assuming it’s why you are quitting.

What is a resignation letter?

When you decide to leave your current job for good, you will have to draft a resignation letter. It should shortly describe why and when you are leaving the company. The resignation letter in New Zealand must be in written form, either as an email or a traditional letter.

The resignation letter should be written in a formal document and signed by the employer and employee.

Once your employer receives the letter, they usually will:

• Confirm the notice period in the employment agreement
• Formally accept the resignation
• Use the employment agreement and any legal guidance to calculate the final payment of the employee
• Ensure any company property is returned by the employee

Is a resignation letter required in New Zealand?

It depends on the company whether you have to submit a resignation letter or not. It will be stated in your employment agreement. For instance, if it says that the notice should be in writing, then you must provide a resignation letter. But as a general rule, a resignation letter is expected even if it’s not clearly stated as such.

Therefore, you should write a resignation letter when quitting a job because it’s a professional courtesy. This letter gives an official notice period to your current employer that you’re leaving the position. Moreover, by receiving your letter, managers can plan for the replacement.

Before you send out your resignation letter, do the following:

1. Check your employment contract

Before you decide to resign from a job, you must ensure your contract allows you to do so without any clauses. There are several employment agreements in New Zealand, including a fixed-term contract and a permanent one. There is also seasonal employment, but these contracts are short anyway, so they probably don’t need to quit. If so, they can follow the rules for fixed-term contracts.

The structure of your employment contract will determine how and when you can quit. For instance, a fixed-term contract is more difficult to break because it’s only meant to last for a certain period of time.

Your contract may include a termination clause that allows you or the employer to cancel the contract if meeting specific circumstances.

2. Ensure the notice period is observed

In addition, your work contract includes information on the notice period; it’s the time between informing your employer about leaving and your last working day. You must follow the notice period; otherwise, it might be considered a breach of the contract.

The notice period starts when you submit your letter of resignation and ends on your last day of work. When you quit a job, it’s expected to give a company a few weeks to prepare before leaving.

If you don’t have an official notice period to follow, don’t give too short of notice to your employer when quitting.

That said, in some cases, an employer might agree to waive your notice period.

3. Schedule the meeting

Before you even start writing a resignation letter, it’s crucial to speak to your manager beforehand. It’s a personal and polite way to share your plans for leaving.

How do you write a resignation letter in New Zealand?

Address the resignation letter to the right person

You should mention the name of your manager or the HR team when addressing the resignation letter.

What to include in your resignation letter

Here are some must-haves your letter should include:

• Your resignation intention and last day of work
• The appropriate person you address it to
• Your signature
• Thank you
• The handoff or offer to help

What not to include in your resignation letter

• Any negatives
• Details about why you are leaving
• Details about where you are going
• Complaints about the company, its employees, or its practices
• Step-by-step instructions on how to cover your job duties in your absence
• Rambling
• Overly emotional sentiments
• Spelling and grammar mistakes

Structure of resignation letter

Here is what order is the best for the resignation letter:

Header:

• Your personal information – full address, phone number, and email
• Date
• Company’s Information – recipient’s name, company name, full address

Main text:

• Salutation – Dear Ms/Mr
• A clear statement of resignation – the fact you are leaving the company.
• Your job title
• The date of your final day and notice period
• A brief description of why you are leaving – it’s not a requirement, but you can mention it.
• Thanks and good wishes
• Handoff or an offer to help – State your willingness to help out with the transition. A couple of lines saying you will ensure a smooth wrap-up of your duties will show you are a responsible employee.
• Closing
• Signature and name

Sample resignation letter

(Your address, phone number and personal email address)

(Date of writing)

(Recipient’s full name)

(Company name)

(Company address)

Dear (manager’s name),

Please accept this letter as notice that I am resigning from my role as (Senior Account Manager) at (Company name). My final day will be (Date).

I have accepted a (New Position name at New Company Name) which is a really exciting opportunity for me and one I felt I could not decline.

Thank you so much for the opportunity to work here for the past two years. I’ve enjoyed getting to know you and the rest of the team and appreciate the opportunity to learn more about financial strategy and tactics. I’m excited to take these skills with me as I pursue the next step of my career.

(You might also mention some specific information about projects that you were excited to work on or other accomplishments you’re proud of).

During the next two weeks, I’ll do everything possible to wrap up my duties and train other team members as needed. Please let me know if there’s anything else I can do to help out during the transition to ensure a seamless handover to my replacement.

I wish the company much more success to come, and I hope to stay in touch in the future.

Sincerely,

(Your name)

Example 2:

Dear Ms. (Name),

I’m writing to formally notify you that I’ll be leaving my role as office manager for Larry and Keets Financial Partners on July 31.

I’m incredibly grateful for the opportunities I’ve been provided working on the operations team for the past four years. It’s been a wonderful experience to work for such a great company and help in solving Larry and Keets’ mission to provide better financial support for older employees.

Please let me know if I can be of any assistance during this transition. Thank you for all your guidance. I wish you all the best and look forward to keeping in touch.

Sincerely,

Martin Becker

Your last days or weeks in the company

So, now that you have handed over the resignation letter, what’s next?

• Keep working: You might feel unmotivated, but your duties are still your duties even if you have resigned, you need to keep working and do it properly. Don’t try to avoid work by calling in sick, it’s not very professional. After all, the organization is still paying you.
• Ask for a reference: Even if you have a new job lined up, it’s never a bad idea to ask for a reference.
• Make a handover guide: Before you leave the company, you want to help your manager or your replacement person to transition into your tasks smoothly. In this handover guide, you can include the tools and processes you currently use and follow to do your job well. Don’t forget to mention the necessary contacts or clients.
• Remove your personal documents and files: In case you have anything non-work related on your phone or laptop, you need to clear it up.
• Exit interview: Some companies have an exit interview as part of their resignation process. Here, the employer or manager will ask a few questions to analyze how they can improve the business and increase staff retention.
• Say goodbye: On your very last day of work, it’s a good idea to say goodbye to everyone and especially the meaningful people in your team. Lastly, leaving your job on good and positive terms is very important as your new employer might want to reach out to your old employer for a recommendation.

If you are looking for a job in New Zealand, read how to write a stellar cover letter to secure your new job.

How To Master a Cover Letter for New Zealand [Examples & Tips]