Everyday AI · Work & business
Write a 30-day resignation and clearance letter
Are you preparing to resign and need a clear letter and practical handover checklist?
Quick answer
State your position, submission date, proposed last working day and real handover commitments. Check your notice period against your contract or HR confirmation. Final pay and a Certificate of Employment (COE) have separate timelines under DOLE guidance.
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What to do
- State your current position, company name, submission date, proposed last working day, any notice arrangement already confirmed with HR, and key handover items.
- Paste the prompt below into your chosen AI assistant.
- Check every date and commitment against your contract, HR confirmation, and actual role before sending.
Try this prompt
Give the dates and notice arrangement you actually know; use unknown where HR confirmation is still needed.
Draft a professional resignation and clearance-request letter using only the employment facts and dates I provide. Do not decide the legally required notice period for me.
MY FACTS
Position: [POSITION]
Company: [COMPANY]
Manager/recipient: [NAME OR ROLE]
Planned submission date: [DATE]
My intended last working day: [DATE / TO CONFIRM]
Notice period I believe applies: [30 DAYS / OTHER / TO CONFIRM]
Reason to include: [SHORT REASON / PREFER NOT TO STATE]
Handover items I genuinely plan to complete: [FACTS / NONE]
Clearance/final-document items I want to ask about: [LIST]
RULES
- Never invent company policy, legal entitlement, notice requirement, final-pay date, clearance deadline or HR process.
- Do not calculate or assert that my intended last day satisfies a legal/contractual notice period unless I supplied the governing rule and explicitly ask for date arithmetic.
- If dates conflict or the applicable notice period is unknown, flag “To confirm with contract/HR.”
- Do not invent handover promises.
- Keep the tone professional and non-accusatory.
- Draft only; do not submit or contact HR.
OUTPUT
1. Resignation letter/email.
2. Separate short clearance/final-document request.
3. Date check: submission date | intended last day | calendar-day difference.
4. “To confirm with contract/HR” list.
5. Commitments used in the letter, so I can verify I really intend to make them.
Label any notice-period conclusion as unverified unless it comes from the contract/policy text I supplied.See a sample result
Illustrative example. Your answer may differ.
Input: Submission 1 October; proposed final day 31 October; notice arrangement with HR unknown. Output: Labels 31 October as proposed, asks the employee to confirm notice with HR, and separates the handover checklist from final-pay and COE questions.
Before you use it: This drafting guide does not determine your legal obligations or guarantee clearance or payment. The factual note below needs approval from a qualified Philippine labor-law reviewer before it is treated as professional legal guidance.
Philippine notes
- DOLE says final pay should be released within 30 days after separation unless a more favorable company policy applies. A Certificate of Employment should be provided within three days after the employee asks for it. These are separate timelines; individual clearance or disputes may need separate consideration.
- Never use a resignation letter to air grievances, complaints, or internal drama. Keep it strictly professional.
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