Resignation Letter in Germany: Structure, Notice Periods, and German Phrases

In Germany, a resignation letter must be submitted as a paper letter with a handwritten signature. An email, messenger message, PDF without an original signature, or verbal notice does not replace the written form required to terminate an employment contract. Below is a practical sequence: what to check before submitting it, how to deliver the letter to the employer, and which German phrases you can use.

In short: what to check before submitting it

• Find the Kündigung, Termination, or collective agreement reference section in your employment contract.
• Clarify the notice period: it may come from the contract, a collective agreement, or the law.
• Calculate your last working date so that the employer receives the letter on time.
• Prepare a paper letter in German and sign it by hand.
• Deliver the resignation in a way that leaves you with proof of the receipt date.
• Keep a copy of the letter and the delivery confirmation.

If the situation is unusual, such as a probation period, a fixed-term contract, a collective agreement, a conflict with the employer, vacation, illness, or a possible immediate Kündigung, it is better not to rely on a template alone and to check the terms separately.

Why the resignation must be submitted on paper

For an employee’s voluntary resignation in Germany, the written form applies. This means that the resignation letter must be printed and signed by hand. Electronic form for the Kündigung of an employment contract is excluded, so a letter sent by email, WhatsApp, SMS, or a document with a simple digital signature is risky and may be considered invalid.

In practice, this looks like the following:

• print the resignation letter;
• add the date;
• sign the letter with a pen;
• deliver the original to the employer;
• keep a copy and proof of receipt.

How to find the notice period

First, check your employment contract. The relevant clause is usually called Kündigung, Kündigungsfrist, or Termination. If the contract refers to a Tarifvertrag, the notice period may be governed by the collective agreement. If there are no special terms, the general provisions of German labor law apply, but for a specific end date you still need to look at your own situation.

Example of a notice period clause in a German employment contract

It is important to calculate the period from the moment the employer receives the resignation, not from the day you wrote or sent it. That is why, if you send it by post, you should allow for delivery time. If you are unsure about the exact end date, it is better to get advice before submitting the letter, because a mistake in the notice period can shift the actual end of the employment relationship.

How to deliver the resignation to the employer

The clearest option is to deliver the original in person and ask the employer to note the receipt date on your copy. If personal delivery is not possible, use postal delivery with proof of delivery. In Germany, Einschreiben is often used for this; for more on postal delivery, see registered mail with return receipt.

Read also:

How to send a letter in Germany

Before delivering the paper original, you can verbally inform your manager about your decision if you want to maintain a good relationship. But that conversation does not replace the resignation letter itself.

In which language to write a Kündigung

It is better to write the resignation in German. Even if the working language on the team is English, the legally relevant version of the contract and HR documents is often kept in German. A German letter reduces the risk of misunderstandings in HR and with the manager.

Example of a clause giving priority to the German version of the contract

The style should be formal. In the salutation, use Sie, even if in daily work you speak with your manager using du.

To whom the letter should be addressed

Check who in the company accepts a Kündigung: your direct manager, the HR department, the Geschäftsführung, or the employer’s specific legal entity. If the contract lists the employer as a company rather than an individual manager, the company details in the letter should match the contract.

If HR asks for a copy, you can prepare a second copy. But the original must reach the correct addressee, and you should keep proof of receipt.

Formal structure of the resignation letter

Example of a resignation letter in Germany

Layout of a German resignation letter

Margins and appearance

For business correspondence in Germany, people often follow DIN 5008. In practical templates for DIN A4, you will often see the following margins:

• left margin: 2.5 cm;
• right margin: 2.0 cm;
• top margin: 4.5 cm;
• bottom margin: 2.5 cm.

This is not the main legal requirement for a Kündigung. It is more important that the letter is clear, contains the correct details, and is signed by hand.

Sender details

State the details the employer can use to contact you after your employment ends:

• full name;
• address;
• postal code and city;
• personal phone number;
• personal email.

If you are moving, use an address where you will definitely be able to receive mail. The employer may send your Arbeitszeugnis, certificates, or other documents there.

Employer details

The recipient block usually includes:

• company name;
• name of the contact person or department;
• company address;
• postal code and city.

If you use an envelope with a window, the recipient address is usually placed on the left so that it appears correctly in the window.

Date and subject line

The letter date is written separately, usually on the right. In the subject line, it is enough to clearly state that this is a Kündigung. Possible options:

• Kündigung
• Kündigung meines Arbeitsvertrages zum TT.MM.JJJJ
• Kündigung meines Arbeitsvertrages, Personalnummer: XXX

If you have an employee number, you can add it in the subject line or on a separate line.

Salutation

Use the formal form:

DE: Sehr geehrte Frau [Nachname],

RU: Dear Ms. [surname],

DE: Sehr geehrter Herr [Nachname],

RU: Dear Mr. [surname],

If you do not know the specific addressee, you can use the neutral Sehr geehrte Damen und Herren,.

Main paragraph on terminating the contract

The main sentence should be short and unambiguous:

DE: Hiermit kündige ich mein Arbeitsverhältnis ordentlich und fristgerecht zum TT.MM.JJJJ.

RU: I hereby terminate my employment relationship duly and with proper notice effective TT.MM.JJJJ.

The date in this sentence usually means the end date of the employment relationship. Do not insert it by guesswork: first check the contract, the collective agreement, and the expected date the employer will receive the letter.

Is it necessary to state a reason for resigning

For an ordinary voluntary resignation, an employee usually does not need to explain the reason. If you want to keep the tone neutral, it is better not to add emotional details, complaints, or a long explanation. Those can be discussed separately, for example at an exit interview.

Request for confirmation of receipt

You can ask the employer to confirm in writing that they received the Kündigung and to confirm the end date of the employment relationship. Such confirmation is convenient for your records, but you should have proof of delivery regardless of the employer’s goodwill.

DE: Bitte bestätigen Sie mir den Erhalt dieser Kündigung sowie das Beendigungsdatum des Arbeitsverhältnisses schriftlich.

RU: Please confirm in writing that you received this resignation letter and state the end date of the employment relationship.

The employer may issue a separate letter or put the date and signature on your copy.

Arbeitszeugnis and Urlaubsbescheinigung

After the employment relationship ends, the employee is entitled to an Arbeitszeugnis. If you need not only a simple certificate of position and period of employment, but a full reference with an assessment of your work and conduct, request a qualifiziertes Arbeitszeugnis directly in the letter.

DE: Außerdem bitte ich um die Ausstellung eines qualifizierten Arbeitszeugnisses.

RU: I would also like to request the issuance of a qualified employment reference.

You can also request a Urlaubsbescheinigung. This is a certificate showing which vacation days have already been granted or compensated in the current calendar year. A new employer may need it to correctly calculate your remaining vacation entitlement.

Example of a general request:

DE: Außerdem bitte ich um die Ausstellung eines qualifizierten Arbeitszeugnisses sowie einer Urlaubsbescheinigung.

RU: I would also like to request the issuance of a qualified employment reference as well as a vacation certificate.

Read also:

What happens to vacation days when you change jobs?

Polite closing and signature

At the end, you can add a short note of thanks if it fits the situation:

DE: Vielen Dank für die gute Zusammenarbeit. Ich wünsche Ihnen und dem Unternehmen weiterhin viel Erfolg.

RU: Thank you for the good cooperation. I wish you and the company continued success.

Finish the letter with the standard closing:

DE: Mit freundlichen Grüßen

RU: Sincerely

Below that, type your full name and add your handwritten signature. For the original letter, it is better to use an ordinary pen; the signature should be on the paper copy.

Mini-template for a Kündigung in German

[Your name]
[Your address]
[Postal code and city]

[Company name]
[Contact person or HR]
[Company address]
[Postal code and city]

[City], [date]

Kündigung meines Arbeitsvertrages zum TT.MM.JJJJ

Sehr geehrte Frau [Nachname], / Sehr geehrter Herr [Nachname],

hiermit kündige ich mein Arbeitsverhältnis ordentlich und fristgerecht zum TT.MM.JJJJ.

Bitte bestätigen Sie mir den Erhalt dieser Kündigung sowie das Beendigungsdatum des Arbeitsverhältnisses schriftlich.

Außerdem bitte ich um die Ausstellung eines qualifizierten Arbeitszeugnisses sowie einer Urlaubsbescheinigung.

Vielen Dank für die gute Zusammenarbeit.

Mit freundlichen Grüßen

[signature]
[typed name]

Common mistakes

• Sending the Kündigung only by email or messenger.
• Calculating the period from the sending date instead of the date the employer receives it.
• Naming the wrong employer or the wrong company address.
• Forgetting the handwritten signature.
• Adding a long emotional explanation instead of a neutral statement.
• Not keeping a copy of the letter and proof of delivery.
• Not requesting the Arbeitszeugnis immediately and then having to spend time on separate correspondence.

Conclusion

A good resignation letter in Germany is not a long letter, but a precise formal document. Check the notice period, write the Kündigung in German, sign the paper original, and deliver it in a way that lets you prove the receipt date. If the contract has complex terms or you are not sure about the end date, it is better to verify the calculation before submitting the letter.

This material is for informational purposes only and does not replace labor law advice. In disputed or unusual cases, contact a lawyer, a trade union, the Betriebsrat, or another qualified adviser.