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Mail your resignation letter so it arrives with proof of delivery: certified mail (US) or registered mail (Canada) gives you a dated receipt that pins down when your notice period started. Send it to both your manager and HR, keep a copy of the letter, and know that most notice clocks start on receipt, not the day you mailed it.
Your notice period, final paycheck timing, benefits cutoff, and sometimes bonus or equity vesting all key off your last day, and your last day keys off when your employer received your resignation. Most workplaces start the notice clock on receipt, not on the day you dropped the letter in a mailbox. That gap is where disputes live: "we got it Tuesday" versus "I mailed it Friday." A dated delivery receipt ends that argument before it starts.
Email has a timestamp, but inboxes get "lost," filters eat messages, and a forwarded email is easy to question. A tracked paper letter gives you an independent record from the postal service itself. Here is the part people miss: once your employer accepts a resignation, you generally cannot take it back on your own. A resignation is not a negotiation opener unless you frame it that way before sending. Never mail one as a bluff.
One more wrinkle worth knowing: in most US states employment is at-will, so no law forces you to give notice at all, but your offer letter or contract may say otherwise. In Canada the common-law standard is "reasonable notice," which makes a dated letter matter even more. Either way, several US states require your final paycheck on your last day or within a few days after, and that clock runs from your actual last day. A clean paper trail of when notice was given protects that too.
Keep it short. Three parts: a clear statement that you are resigning and your position title, your last working day, and a brief thank-you plus an offer to help with the handover. Count your notice period from the expected receipt date and give yourself a buffer of a day or two. Date the letter and sign it, then keep a copy of the signed version with your records.
| Put it in | Leave it out |
|---|---|
| Your name, title, and department | Complaints about people, pay, or policies |
| A clear resignation statement and your last day | Counteroffer bait ("unless something changes") |
| One genuine thank-you sentence | Legal threats or ultimatums |
| An offer to train your replacement | Anything you would not want read aloud in a meeting |
| Your personal email for handover questions | Your reasons for leaving, beyond one polite line if you like |
Email is the fastest way to start the conversation, and most resignations today begin with a message to the manager. But email alone leaves you with only your sent folder as proof. The stronger play: tell your manager in person or by phone if the relationship allows it, follow with an email the same day, and mail the formal signed letter with tracking. The mailed copy becomes the official record in your personnel file, and HR departments file paper, not forwarded emails.
If you work remotely and rarely see your manager, the tracked letter matters even more: it is the one version nobody can claim they missed. Mail it early enough that it arrives before the date your notice period needs to start, and keep the tracking number until your final pay lands.
Yes. Describe the letter to your AI assistant, approve the exact quoted price, and it is printed and mailed to your employer. Choose the registered option (US Certified Mail or Canada Registered Mail) so you get tracking and proof of delivery with a date on it. One thing to confirm first: find out whether your company wants resignations sent to HR, your manager, or a specific office, and mail it early enough that it arrives before your intended notice date.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
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