How to Write and Submit a Resignation Letter | Templates, Differences from a Resignation Request, and Timing
When you've decided to change jobs and it's time to formally notify your employer, you'll need a resignation letter (taisyoku todoke). Yet many people find themselves unsure: "What's the difference between a resignation letter and a resignation request?" "What should I write?" "When should I submit it?"
This article comprehensively covers how to write a resignation letter with sample text, the differences between a resignation letter, resignation request, and executive resignation, submission timing and delivery etiquette, and envelope selection—everything you need to know for a smooth departure. Templates are included so even first-timers can proceed with confidence.
First, let's clarify the differences between these three documents. Their names are similar, but each serves a distinct purpose and is submitted at a different stage.
A resignation request is a document that communicates your wish to resign—essentially saying "I would like to resign." You submit it to your direct supervisor when first expressing your intention to leave. Since it's framed as a request, it can generally be withdrawn before the company accepts it. The closing phrase uses polite request language: "I humbly request your approval of my resignation."
A resignation letter is a formal notification of your decision to resign, submitted after your departure has been approved. It takes legal effect upon submission and generally cannot be withdrawn afterward. The closing phrase is a declaration: "I hereby resign." The typical process is to first communicate your intention to resign verbally or via a resignation request, agree on a departure date with the company, and then submit the formal resignation letter.
An executive resignation serves the same function as a resignation letter but is used exclusively by executives such as the CEO or board directors, or by civil servants leaving their organizations. Regular employees do not need to submit one.
While there are no strict legal rules for resignation letters, following a standard template is the safest approach. Here's a breakdown of each required element.
The title should read "Resignation Letter" (or "Resignation Request" for the request version), centered at the top of the document.
The opening line traditionally includes the formal phrase "Shigi" (private matter), a conventional expression meaning "regarding my personal circumstances."
For the reason for resignation, the standard phrase for voluntary departures is "due to personal reasons" (isshin-jo no tsugou ni yori). Detailed explanations are not required. For company-initiated departures, state the specific reason such as "due to department downsizing" or "following a voluntary retirement offer."
The departure date should reflect the date agreed upon with your company.
The closing statement differs between the two documents: resignation letters end with "I hereby resign" (a declaration), while resignation requests end with "I humbly request your approval" (a request).
Include the submission date, your department and full name with a personal seal (avoid self-inking stamps; use a registered personal seal), and the addressee—typically the company's highest-ranking officer such as the CEO, with the company's official name.
Here is a standard example for a voluntary resignation: [Resignation Letter] Resignation Letter Private Matter I hereby resign from my position effective [Date], due to personal reasons. [Submission Date] [Department] [Full Name] [Seal] [Company Name] [CEO Name]
For a resignation request, the title and closing differ: [Resignation Request] Resignation Request Private Matter I humbly request your approval to resign from my position effective [Date], due to personal reasons. [Submission Date] [Department] [Full Name] [Seal] [Company Name] [CEO Name]
Either method is acceptable unless your company specifies otherwise. While handwriting was traditionally standard, computer-generated and printed resignation letters are now widely accepted.
Prepare white stationery (B5 is standard; A4 is also acceptable), a black ballpoint pen with permanent ink (erasable pens are not acceptable), and a personal seal. Lined stationery is fine, but choose a simple business-appropriate style.
Download a Word template, fill in your details, and print. Use white A4 or B5 paper, and add your signature and seal by hand. If you don't have a home printer, convenience store multifunction copiers are a convenient alternative.
Free resignation letter and request templates are available for download from career sites and business tool providers. Many offer both vertical and horizontal Word templates—choose the format that fits your situation.
When using a template, simply replace five fields with your own information: departure date, submission date, department, full name, and addressee. The boilerplate text can be used as-is. If your company has its own format, follow that instead.
Writing the letter is only half the process. Proper envelope etiquette is also important.
Select a plain white envelope—preferably a double-lined type that prevents the contents from showing through. For B5 paper folded in thirds, use a No. 4 long envelope; for A4 paper, use a No. 3 long envelope. Brown envelopes are for routine office documents and should not be used for resignation letters.
Write "Resignation Letter" (or "Resignation Request") vertically in the center of the front. On the back, write your department and name in the lower left. After sealing, mark the flap with the seal mark.
Fold the letter in thirds: first fold the bottom third up, then fold the top third over it. When inserting into the envelope, orient the letter so the opening text faces the upper right when viewing the back of the envelope.
Submission timelines are typically defined in your company's employment regulations. Most companies require notice 1–2 months before your desired departure date. While legally you can terminate employment with just two weeks' notice, following company rules is the key to a graceful exit, as it allows time for handovers and staffing adjustments.
The typical process is: verbally inform your supervisor of your intention to resign (submitting a resignation request at this stage is optional), agree on a departure date with the company, submit the formal resignation letter, complete handovers and farewells, and then depart.
Hand-deliver your resignation letter to your direct supervisor in a private setting such as a meeting room. When presenting it, a simple "I've prepared a written notification of my resignation" is sufficient. Schedule an appointment in advance and deliver it in person—avoid relying solely on email or phone.
If you cannot come to the office due to unavoidable circumstances, mailing is an option. Place the inner envelope containing your resignation letter into an outer envelope and send it via registered mail. Before mailing, notify your supervisor by email or phone: "I'll be sending my resignation letter by registered mail on [date]."
Generally, you first submit a resignation request to express your intent, and after the company approves and a departure date is set, you submit the formal resignation letter. However, many companies only require a resignation letter after you've communicated your intention verbally, so check your employment regulations.
For voluntary departures, detailed reasons are not needed on the document. The standard phrase "due to personal reasons" is sufficient. You can share more details verbally during the conversation with your supervisor.
A formal resignation letter takes legal effect upon submission and generally cannot be withdrawn. A resignation request, however, can be withdrawn before the company accepts it. If you have any doubts, start with a resignation request and submit the formal letter only after you're certain.
Legally, part-time and temporary workers only need to verbally communicate their intention to resign. However, if your workplace's regulations require a written submission, follow their instructions.
A resignation letter is the final step in making your career change a reality, and completing it correctly is essential for a smooth departure. Understand the differences between a resignation request and a resignation letter, follow your company's employment regulations, and submit at the appropriate time.
To summarize the key points: a resignation request is a "request" and can be withdrawn; a resignation letter is a "declaration" and cannot. Follow the standard template, and simply write "due to personal reasons" for the reason. Submit 1–2 months before your desired departure date, and hand it to your direct supervisor in person.
If you've decided to resign but haven't secured your next position yet, or if you're worried about a mismatch at your next workplace, consider using Otameshi Tenshoku (Trial Job Change). By experiencing a workplace firsthand before committing, you can dramatically reduce the risk of regretting your decision after resigning. Check out the current listings to take a confident step toward your next career.
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