How to Write a Resignation Letter in Kenya: A Complete Guide

Writing a resignation letter is an important step when leaving a job, whether for a better opportunity, further studies, relocation, or personal reasons. In Kenya, just like in other professional environments, a well-written resignation letter shows professionalism, respect for your employer, and ensures a smooth transition. This guide will walk you through the key steps, format, and tips on how to write a proper resignation letter in Kenya.

What is a Resignation Letter?

A resignation letter is a formal written notice given by an employee to their employer indicating their intent to leave the job. It is both a professional courtesy and often a legal requirement, depending on the terms of your employment contract.

Why is a Resignation Letter Important?

• Maintains professionalism – It helps preserve your reputation and keeps the door open for future opportunities.
• Fulfills notice requirements – Most employers in Kenya require at least one-month notice.
• Documents your intent to leave – It serves as official proof that you have resigned.
• Allows for proper handover – Giving proper notice allows your employer to prepare for your departure.

When to Submit a Resignation Letter in Kenya

In Kenya, it is common to give one month’s notice unless your contract states otherwise. In some casual or probationary jobs, a one-week notice may be acceptable. Always check your employment contract or HR policies for the specific notice period.

How to write a resignation letter in Kenya

Format of a Resignation Letter in Kenya

A good resignation letter should include the following:

1. Your Name and Contact Information
2. Date
3. Employer’s Name and Position
4. Company Name and Address
5. Formal Salutation
6. Statement of Resignation
7. Notice Period and Last Working Day
8. Expression of Gratitude
9. Offer to Assist During Transition
10. Formal Closing (e.g., Sincerely, Yours Faithfully)
11. Your Signature and Full Name

Lets check the below sample on How to write a resignation letter

[Your Full Name]
P.O. Box [Your Address]
Nairobi, Kenya
Email: [your.email@example.com]
Phone: 07XX XXX XXX

[Date]

The Human Resource Manager
[Company Name]
[Company Address]

Dear [HR Manager’s Name],

RE: Resignation Letter

I am writing to formally resign from my position as [Job Title] at [Company Name], effective one month from today, [insert last working date].

This was not an easy decision, as I have greatly valued the opportunities, experiences, and professional growth I have gained during my time with the organization. However, after careful consideration, I have decided to pursue a new direction in my career.

I wish to thank you and the entire team at [Company Name] for the support, mentorship, and collaboration over the past [duration worked]. It has truly been a pleasure working here.

During the notice period, I am committed to ensuring a smooth transition. I am happy to assist in training my replacement or completing any pending responsibilities.

Thank you once again, and I hope to maintain a positive relationship going forward.

Yours faithfully,
[Your Signature]
[Your Full Name]

Tips for Writing a Good Resignation Letter in Kenya

• Keep it brief and professional – Avoid long explanations or emotional language.
• Remain respectful – Even if you’re leaving under negative circumstances.
• Avoid complaints or blame – Focus on the positives of your experience.
• Follow up with a conversation – Ideally, inform your supervisor before submitting the letter.
• Deliver it properly – Submit it in person or via official company email, if permitted.

What to Avoid in a Resignation Letter

• Negative comments about the company or coworkers
• Discussing personal grievances in detail
• Making demands or ultimatums
• Using informal or casual language

Conclusion on How to write a resignation letter in Kenya

A well-written resignation letter is a sign of professionalism and maturity. In Kenya’s job market, how you exit a job can affect your future references and opportunities. Use the sample and tips above to write a clean, respectful, and formal resignation letter. Always leave on a positive note — your reputation matters more than the job you’re leaving behind.

Looking for a job after resigning?
Check out our CV writing services and job application guides tailored for the Kenyan market.

Below are 5 Frequently Asked Questions (FAQs) about how to write a resignation letter in Kenya:

1. Is it mandatory to write a resignation letter in Kenya?

Yes, in most formal employment settings in Kenya, submitting a written resignation letter is considered both professional and necessary. It provides official notice to your employer and helps fulfill legal or contractual obligations.

2. How much notice should I give when resigning in Kenya?

The standard notice period in Kenya is one month, but this can vary depending on your employment contract. For probationary or casual roles, one week may be acceptable. Always refer to your contract or HR manual.

3. What should be included in a resignation letter?

A good resignation letter should include:

• Your intention to resign
• Your position and department
• Effective date or last working day
• Gratitude to the employer
• Willingness to assist with transition
• Your signature and contact details

4. Can I resign via email in Kenya?

Yes, in many Kenyan workplaces, especially in corporate or hybrid settings, you can send your resignation letter via email. However, it’s advisable to also submit a printed and signed copy if your employer requires hard documentation.

5. Should I explain my reason for resigning?

While it’s not mandatory, you may briefly and professionally mention the reason, such as “seeking new challenges” or “personal growth.” Avoid negative remarks or criticizing the company in your letter.

Comment below if you would like editable resignation letter templates for Kenya.