A United Nations resignation letter is a short written notice that tells your department, mission or office you are leaving, and gives your last working day. Under UN Staff Rule 9.2, the notice period depends on your appointment type: three months for permanent or continuing appointments, 30 calendar days for fixed-term, and 15 calendar days for temporary. Always check your own letter of appointment first, because it can set different terms.
This guide gives you the notice rules, a clean format, three ready-to-edit samples and a short checklist for the weeks after you hand in the letter. It is written for staff of the UN Secretariat and for people at UN agencies, funds and programmes who follow the same Staff Rules. The site is independent and is not affiliated with the United Nations.
What Is a United Nations Resignation Letter?
It is the written record that you are ending your service. UN Staff Rule 9.2 defines resignation as a separation initiated by the staff member, which is why the paper trail matters. HR uses your letter to set the separation date, prepare your exit papers and issue the formal acceptance.
The letter itself is no different from a normal resignation letter. What changes is the notice period, the person you address it to and the level of formality. If you want the general basics first, start with our guide on how to write a resignation letter.
UN Notice Period by Appointment Type
Your notice period is the most important detail in the letter. Get it wrong and your last working day will be wrong too.
| Appointment type | Written notice required | Notes |
| Permanent or continuing | 3 months | The longest notice, so plan the handover early |
| Fixed-term | 30 calendar days | The most common type for UN staff |
| Temporary | 15 calendar days | Shorter notice for short engagements |
| Shorter notice than required | Needs approval | The Organization may accept it, so ask HR before you submit |
A few points are worth knowing. Notice is counted in calendar days, not working days. The Organization can accept a shorter notice period, but that is a decision for HR and management, so never assume it. And if your letter of appointment states a different period, that one applies.
What to Include in a UN Resignation Letter
Keep it to a single page. A strong letter covers these points, in this order:
- A clear statement that you are resigning, in the first sentence.
- Your post title, grade or level, and department, mission or office.
- Your index number or employee ID, if your office uses one.
- Your last working day, calculated from your notice period.
- One line of thanks, if you mean it.
- An offer to hand over your work.
- A formal closing and your signature.
You do not need to explain why you are leaving. If you prefer a neutral line, our personal reason resignation letter format shows how to word it.
United Nations Resignation Letter Format
UN offices are formal, so use a structured layout. The table below shows each part. For a deeper breakdown, see our resignation letter format page, or the resignation letter format Word version if you want to edit it in a document.
| Section | What to write |
| Date | The day you submit the letter |
| Addressee | Your supervisor, or the head of your department, mission or office, with their title |
| Subject line | “Resignation from the post of [Title], [Grade]” |
| Opening | A direct statement that you are resigning |
| Effective date | Your last working day, in line with your notice period |
| Handover | A short line offering to transition your duties |
| Closing | “Respectfully” or “Yours sincerely”, then your name, index number and signature |
United Nations Resignation Letter Sample (Fixed-Term Appointment)
Use this when you hold a fixed-term appointment and are giving 30 calendar days’ notice.
[Date]
[Name of Supervisor / Head of Office]
[Title]
[Department / Mission / Office]
United Nations [Duty Station]
Subject: Resignation from the post of [Job Title], [Grade]
Dear [Name],
I am writing to resign from my post as [Job Title] with [Department / Office]. In line with Staff Rule 9.2 and the terms of my fixed-term appointment, I am giving 30 calendar days’ written notice. My last working day will be [Date].
Thank you for the opportunity to serve with the Organization. During my notice period I will complete my pending tasks and prepare a handover for [Colleague’s Name or “my successor”].
Please let me know what separation steps I should complete before my departure.
Respectfully,
[Full Name]
[Index Number, if applicable]
[Signature]
Sample for a Permanent or Continuing Appointment
Permanent and continuing staff give three months’ notice, so the handover line matters more.
Dear [Name],
I hereby submit my resignation from my post as [Job Title], [Grade], in [Department / Office]. In accordance with Staff Rule 9.2 and my letter of appointment, I am giving three months’ written notice, and my last working day will be [Date].
I am grateful for the experience of working here and for the support of my colleagues. Over the coming months I will document my ongoing work and support a smooth transition of my responsibilities.
I would be glad to discuss the handover plan at your convenience.
Respectfully,
[Full Name]
[Index Number]
Sample for a Temporary Appointment (Short Notice)
Dear [Name],
Please accept this letter as my notice of resignation from the post of [Job Title]. As my appointment is temporary, I am giving 15 calendar days’ notice, and my last working day will be [Date].
Thank you for the opportunity. I will finish my current assignments and support the handover before I leave.
Yours sincerely,
[Full Name]
For quicker wording options, browse the simple resignation letter sample or the short resignation letter guide.
Can You Send a UN Resignation Letter by Email?
Often, yes. Many UN offices accept a resignation sent by email, and UN HR policy at some agencies states that an email containing a notice of resignation is enough. The rule that matters is that the notice must be in writing. Still, the Staff Rules allow the Organization to ask for the resignation to be submitted in person, so check what your office expects.
If you send it by email, use a clear subject line, copy HR if that is your office’s practice, and save a sent copy. Our resignation letter subject page has ready-made lines, and the resignation letter email guide gives a full email format.
What Happens After You Submit
Handing in the letter starts a process. The usual steps look like this:
| Step | What to expect |
| Submit the letter | Give it to your supervisor and the right HR or executive office |
| Written acceptance | The Organization confirms your effective separation date in writing |
| Handover | Document your files, contacts and pending work |
| Separation clearance | Complete the checkout steps your office requires |
| Final entitlements | Ask HR about final pay, leave balances and pension fund options |
The acceptance letter matters because it confirms your exact last day. Keep a copy of both documents. The exact checklist varies between the Secretariat, field missions and individual agencies, so ask your HR focal point which forms apply to you.
Common Mistakes to Avoid
- Miscounting the notice period. Three months, 30 days and 15 days are different clocks. Check your appointment type.
- Skipping the effective date. HR needs one exact last working day.
- Writing to the wrong person. Address the head of your department, mission or office, and copy your supervisor.
- Venting in writing. The letter stays on file. Save feedback for your exit conversation.
- Not keeping a copy. Save the signed letter or the sent email, plus the acceptance.
- Assuming shorter notice is fine. Get approval before you plan your next start date.
More tone and wording options are in our resignation letter examples and free templates categories. If you work in a school-linked role, see the resignation letter for teacher page, and for a general-purpose version try the job resignation letter or employment resignation letter guides. If English is your second language, the resign letter in English page keeps the wording plain.
Frequently Asked Questions
What is a United Nations resignation letter?
It is a written notice to your department, mission or office that you are resigning from your UN post. It states your role, your last working day and, optionally, a thank-you.
How much notice do I need to give the UN?
Staff Rule 9.2 sets three months for permanent or continuing appointments, 30 calendar days for fixed-term appointments and 15 calendar days for temporary appointments, unless your letter of appointment says otherwise.
Who do I address the letter to?
Address it to the head of your department, mission or office, and share it with your supervisor. Your HR focal point can confirm the exact route for your duty station.
Can I resign from the UN by email?
Many offices accept it, as long as the notice is in writing. The Organization may ask for it in person, so confirm with HR and keep a copy of what you sent.
Can I leave with less notice than required?
Only if the Organization agrees. Shorter notice can be accepted, so ask HR before you commit to an early last day.
Do I have to give a reason for leaving?
No. A short, neutral line, or no reason at all, is acceptable.
What should I keep after resigning?
Keep your signed letter or sent email, the written acceptance with your effective date, and any separation forms you completed.
Does this apply to UNICEF, UNDP and other UN agencies?
Most UN funds and programmes follow the same Staff Rules, but each agency has its own internal procedures. Check your agency’s HR policy for the exact steps.
Can I withdraw my resignation?
Not automatically. Once you submit it, withdrawing depends on the Organization’s agreement, so speak to HR immediately if you change your mind.
Conclusion
A good United Nations resignation letter is short, formal and exact. It names your post, cites the right notice period for your appointment type and gives one clear last working day. Start with the sample that matches your contract, confirm the details with HR, and keep your acceptance letter safe. If you need a different layout, explore our guides on the resignation letter format, how to write a resignation letter and short resignation letter.
