Exit Letter To Company Template for New Zealand

An exit letter to company is the formal note you give your employer when you decide to leave your job in New Zealand. It sets out your intention to resign your position, states your last day, and creates a dated record both you and your manager can rely on. A clear exit letter keeps your departure professional and protects your standing for future references.

What is an exit letter to company?

It's a short, formal letter addressed to your employer (usually your manager or HR contact) that confirms you're resigning from your position and gives your last working day. Unlike a general note, it ties your departure to the notice period in your agreement and to your final pay, so there's no ambiguity about dates or entitlements. You can start from our resignation letter template if you want a broader format, then tailor it into an exit letter to company for your situation.

When do you need this document?

You need an exit letter to company whenever you're leaving a role in New Zealand. That includes moving to a new job, relocating overseas, starting your own business, or retiring. It applies at every level, from entry roles to senior positions. It matters most when your agreement sets formal notice requirements, when you hold responsibilities that need a proper handover, or when you want to keep a good relationship for a reference. It's also important if your role involves confidential information, intellectual property, or access to company systems that must be formally handed back.

What should you include in an exit letter to company?

Keep it clear and complete. A well-formed letter should include:

• The date you're writing the letter.
• Your name, job title and position.
• Your manager's or HR contact's name and the company name.
• A direct statement that you're resigning from your position.
• Your last day of work, calculated from your notice period.
• Confirmation you'll work through your notice and support a smooth handover.
• A note on returning company property and settling final pay.
• A sincere closing line, such as "Yours sincerely", with your signature.

How do you write a resignation letter to your company?

Start with the date, then open with a formal greeting: "Dear" followed by your manager's name. State plainly that you resign your position, give your last day, and confirm you'll support a smooth transition through your notice. A short paragraph of thanks for the opportunity keeps the tone warm without padding the letter. Close with "Yours sincerely" and your name and signature. If you're unsure what to write, work through the include list above point by point; each item maps to one or two lines, so the finished letter stays short. Where it fits, name what you'll do next, whether that's completing a handover document or briefing the person taking over.

What does an exit letter to company look like?

Here's a short worked example. Imagine Aroha Ngata is a project manager resigning to take a new role. Her letter, dated 3 March, is addressed to her manager, Sam Reid, at Acme Services Ltd. It reads: "Dear Sam, I'm writing to confirm my resignation from my position as Project Manager. In line with my four-week notice period, my last day will be 31 March. I'll complete a full handover of my projects before then and return my laptop and access card on my final day. Thank you for the opportunity to work with the team over the past three years. Please confirm the arrangements for my final pay, including outstanding annual leave. Yours sincerely, Aroha Ngata." That covers the greeting, name, date, position, last day and contact in a few lines.

Key considerations before you send it

Match your last day to the notice period in your agreement, which usually runs from two weeks to three months depending on seniority. State that day plainly and confirm you'll work through the notice. Address the return of all company property, including laptops, phones, access cards and confidential documents. Acknowledge any continuing obligations, such as confidentiality or intellectual property terms that survive your departure. Reference your final pay, including outstanding annual leave, alternative holidays and any other entitlements under the Holidays Act 2003, and note how you'd like to receive your final pay statement and any outstanding KiwiSaver contributions.

How do you deliver an exit letter to company?

Give it to your manager or HR contact in writing, and keep a copy for your records. Email is common and gives you a timestamp, though many people also hand over a signed printed copy. Where you can, tell your manager in person first, then follow up with the letter so the date and terms are recorded. Keep the tone professional and constructive. A courteous, sincere letter helps you leave on good terms, sets up a clean transition, and makes a reference easier to secure later. Please know that a well-worded letter protects both sides by putting the departure terms on record.