Resignation letter in Germany Incl. English & German Template [2024]

A resignation letter is an official document to share with the employer that you are leaving your job. If you are quitting a job, you must know the requirements and the legal procedure. It is a legal obligation to submit a resignation letter.

Why is a Resignation Letter Important?

The process is not simple, but proper procedures should be followed in Germany. Submitting a resignation letter is very important for multiple reasons.

Once you write and submit your resignation letter to your boss, you must spend some notice period in your company. During this duration, your employer will fill your position and ask you to train the new employee.

A resignation letter is important to share your thoughts and experience with your employer. You can thank your company for the kindness, learning, and growth you had with them. A resignation letter is important as your next employer might ask you to submit the official signed letter you submitted to your previous company.

Another significant benefit is to build your profile and showcase your experience, reputation, and good behavior at your previous workplace.

Components of A Resignation Letter

Here are the elements of a resignation letter.

• Greetings and appreciation
• Contact information
• Date
• Reference request
• Reason for leaving the job (optional)
• Notice period
• Offering assistance (optional)

Exclusions From The Resignation Letter

To make your resignation letter perfect, it is important to exclude unnecessary components from the resignation letter.

• Plans you have for your future
• Reason for leaving your job
• Negatives about the company and coworkers

Factors to Consider When Writing A Resignation Letter

Personal Details

You can mention the personal details either on the left or right side of the letter. This includes your name, employee ID or number, contact information, and date.

Company Details

Write the company details on the left side of your letter as the recipient information should be visible from the envelope window. Company details include the company’s name, contact information, contact person, address, city, and postal code.

Title of Resignation Letter

As you must write the resignation letter in a direct tone, add the word “termination” in the subject line or title of your resignation letter. Mentioning the employee ID or date is optional. Calculate the notice period according to company policy and write the end date carefully. Here is an example;

Greetings

Add a formal greeting to the resignation letter. If you are writing your letter to a male employer, write “Sehr geehrter Herr” and for a female employer, write “Sehr geehrte Frau”. If you are writing to an unknown person, write “Sehr geehrte Damen und Herren,” but you mostly submit it to your boss or someone with authority.

Employment Certificate (Arbeitszeugniss)

An employment certificate is necessary so request your employer in your resignation letter and ask your employer to add the reference too. This certificate will help you get a new job as it proves previous work experience. It might include the position, reference, and work performance that might help you to get good jobs.

Urlaubsbescheinigung (Holiday certificate)

It is an optional certificate but you can request it from your current employer if your new employer requires it. Holiday Certificate “Urlaubsbescheinigung” has information about how many vacation days you have consumed in a current calendar year.

Content of Resignation Letter

Quitting a job is not easy in Germany but with a formal resignation letter, your termination will be valid. Your resignation letter must be written, printed, and signed. Your resignation letter must be precise and short, preferably one page. Write it professionally and add all the components to make it perfect. Use the language that is used at your workplace. After completing your writing, do not forget to proofread your resignation letter to find out the errors.

Language of Resignation Letter

Use the language that is used at your workplace.

Right Page Margins

A resignation letter in Germany must have standard margins. Standard German Letter paper aka DIN 5008 format follows margins of DIN A4.

• Top: 4.5 cm
• Bottom: 2.5 cm
• Right: 2.0 cm
• Left: 2.5 cm

Closing (Name and Signature)

Official closing consists of a thanking note at the end of your letter. Add your name and do not forget to sign the letter.

English Template of Resignation Letter,

Dear Mr. Müller / Dear Ms. Müller,

This is to inform you that I am resigning from my current position as “YOUR DESIGNATION” and I hereby inform you to terminate my existing employment contract with COMPANY XYZ AG, at Aug 28, 2024. 

Kindly acknowledge this resignation letter and the termination date of the employment relationship in writing.

During my time at COMPANY XYZ AG, I have learned a lot and grown professionally. Thank you for your guidance and support while at your “company name”. Please feel free to contact me with any questions about the projects I have been working on. I am happy to help however I can during my notice period.

Moreover, I request you to prepare a reference letter and a holiday certificate. Please send these certificates to the above-mentioned address.

I wish you all the best for your continued success. Thanks!

Kind regards,

SIGNATURE
YOUR NAME
                            

German Template of Resignation Letter

Sehr geehrter Herr Müller / Sehr geehrte Frau Müller,

Hiermit teile ich Ihnen mit, dass ich meine derzeitige Position als IHRE STELLE aufgeben möchte und kündige hiermit meinen bestehenden Arbeitsvertrag mit der Firma XYZ AG am Aug 26, 2024.

Wir bitten Sie, den Erhalt dieses Kündigungsschreibens und das Datum der Beendigung des Arbeitsverhältnisses schriftlich zu bestätigen.

Während meiner Zeit bei der COMPANY XYZ AG habe ich viel gelernt und bin beruflich gewachsen. Ich danke Ihnen für all Ihre Unterstützung während meiner Anstellung. Bitte zögern Sie nicht, mich bei Fragen zu den Projekten, an denen ich gearbeitet habe, zu kontaktieren. Ich freue mich, Ihnen während meiner Kündigungsfrist auf jede Weise helfen zu können.

Außerdem möchte ich ein Arbeitszeugnis und eine Urlaubsbescheinigung beantragen. Bitte senden Sie diese Bescheinigungen an die oben genannte Adresse.

Ich wünsche Ihnen alles Gute für Ihren weiteren Erfolg.

Mit freundlichen Grüßen,

UNTERSCHRIFT
IHR NAME
                            

Submission of the Resignation letter

If you are quitting your job, you must submit your resignation letter on the 15th or at the end of the month. For instance, if the notice period ends on 30 September, submit the resignation letter 28 days before that date (on September 2).

Submit your resignation letter as soon as you decide to quit your job. Try to submit it in person or through post. You can take two copies of your resignation letter. One is for your employer, whereas the other is for your record. Get the signatures of your employer on your copy and keep it in your record. The deadline should be met, and if you fail to submit it on time, you might have to work for another month.

Avoiding Disputes with Employer

Always try not to get into any disputes with your current employer. Leave your job with a goodbye. Your legal insurance can benefit you if you have a dispute with employment. You can get the benefit from €17 per month with your legal insurance rather than paying huge lawyer costs.

Tip To Write a Good Resignation Letter

Notice Period

“Kundigung or termination” is an important part of your contract, so read it carefully to understand the notice period. Your notice period starts after your employer receives your letter. If you are sending your letter via post, send it through Einschreiben post. This way, you can track the date when your employer receives your letter.

Proofread Before Submission

Once you have written your resignation letter, do not submit it without proofreading it. Read it twice before submission to correct any spelling and grammatical errors. You can also edit any missing or extra details during proofreading.

Two Copies of Your Letter

Take two copies of your resignation letter. Submit one copy to the employer and get his signature on the other copy for your record.

Get Legal Help

If you have complications, do not ignore them and get legal help to avoid future inconveniences.

Dissolving Your Employment Contract (Auflösung des Arbeitsvertrags)

“Aüflösung or dissolving” is the term used when you terminate your contract without a notice period.  There are some contracts, for example, TVÖD, that can be dissolved before the notice period with the approval from your supervisor. In German, it is called “Aufhebungsvertrag” or “Auflösung des Arbeitsvertrages”, and in such cases, you don’t write Kündigung but “Aufhebungsvertrag” in the subject of your termination.

Final Words

An official letter helps you build your image in the market. It can enhance your repute and enable you to say goodbye positively. After submitting your resignation letter, work in your office as you did earlier. Do not show a lack of interest, and have good last days.