How to Resign Professionally: Resignation Letter Guide With Sample

18 Oct 2026

Leaving a job well is part of a good career. Sri Lanka is a small job market – the manager you leave today may be the person giving a reference, or even interviewing you, in a few years. A clear resignation letter and a proper handover protect your reputation and your final payments.

Check your notice period first

Look at your appointment letter or contract. Most private sector jobs ask for one month's notice; senior positions may need two or three months, and some probation periods allow shorter notice. If you leave without giving the agreed notice, the employer may deduct pay in place of notice. If you are not sure, ask HR politely before you resign.

Tell your manager first

Before you hand over the letter, speak to your immediate manager in person or on a call. It is respectful, and it avoids them hearing the news from someone else. Keep the conversation short and positive.

What to put in the letter

• The date and your manager's name.
• A clear sentence that you are resigning from your position.
• Your last working day, counted according to your notice period.
• A short thank-you for the opportunity.
• An offer to help with the handover.

You do not need to explain in detail why you are leaving, and you should not use the letter to complain.

Sample resignation letter

18 October 2026

Mr. S. Fernando
Accounts Manager
ABC Trading (Pvt) Ltd

Dear Mr. Fernando,

Resignation from the post of Accounts Assistant

Please accept this letter as notice of my resignation from the post of Accounts Assistant. In line with my one-month notice period, my last working day will be 17 November 2026.

I am grateful for the guidance and the experience I have gained during my two years with the company. I will make sure all my work is up to date and will help to train the person who takes over my duties.

Thank you again for your support.

Yours sincerely,
K. Nimali Perera

During your notice period

• Finish or hand over your pending work and write a short list of where files and passwords are kept.
• Return company property: ID card, laptop, keys, SIM card, uniforms.
• Ask for a service letter (certificate of employment) that states your post and period of work. Future employers often ask for it.
• Confirm your final salary, any leave encashment and gratuity if you have completed five or more years.

Your EPF and ETF

Changing jobs does not end your EPF and ETF accounts. Make sure your new employer uses the same NIC number so your contributions continue in one record. Our EPF and ETF guide explains how these funds work.

Leave on good terms

Thank your colleagues, keep in touch professionally, and avoid negative comments on social media about your old employer. A good exit is remembered as long as good work.