Resigning well: the resignation letter, 30 days' notice, and a clean handover
How you leave is often remembered longer than how you arrived. A tidy resignation protects your reputation, makes it easier to get references, and helps ensure your entitlements are paid without drama. Here are the steps, from making the decision to your last day at work.
Resmi.ID Team · 4 min read ·
Photo: Amina Atar / Unsplash
Make sure your decision is final
Before writing the letter, make sure you hold a new job offer in writing, not a verbal promise. If you don't have a new job lined up, work out how many months your savings will cover. Check your contract too: are you under a service bond (ikatan dinas), for example because the company paid for your training, and is there a specific notice period?
The basic rules on resigning in Indonesia
Under Government Regulation (PP) 35/2021, Article 36 letter i, a worker who resigns voluntarily must meet three conditions: submit a written request no later than 30 days before the resignation date, not be bound by a service bond, and keep performing their duties until that date.
If you meet those conditions, Article 50 says you are entitled to compensation of rights (uang penggantian hak) and separation pay (uang pisah). Compensation of rights covers unused annual leave that has not expired, travel costs for you and your family back to where you were hired, and anything else set out in your employment contract, company regulations, or collective agreement (PKB). The amount of separation pay is set by those documents, so read your company regulations.
Indonesia's House of Representatives (DPR) passed the Labour Protection Law (UU Pelindungan Ketenagakerjaan) on 6 October 2026, with a one-year transition period. During the transition the rules above remain the reference, but follow official announcements from the Ministry of Manpower (Kemnaker).
Tell your direct manager first
Don't let your manager hear about your resignation from colleagues or from HR. Ask for a one-to-one conversation, ideally in person or by video call. Keep it short and firm, and avoid a long list of complaints.
Example: "Pak Budi, I'd like to let you know that I've decided to resign. I'm planning for my last working day to be 1 December. I'm grateful for the chance to learn in this team, and I'll make sure the handover goes smoothly."
Sample resignation letter
After talking to your manager, hand in a formal letter to your manager and HR following company procedure. Keep a copy, including proof of the submission date such as an email or a signed receipt.
"Dear Sir/Madam, through this letter I, Rina Lestari, Finance Administration Staff, submit my resignation from PT Contoh Sejahtera effective 1 December 2026. I am grateful for the opportunities and guidance I have received. Until that date I will continue to carry out my duties and complete the handover of my work. Sincerely, Rina Lestari."
The letter doesn't need to explain your reasons in detail. Keep it polite, state the date clearly, and leave out any criticism of the company.
Handover checklist
- 1Ongoing work listNote the status, deadline and next step for every task.
- 2Documents and accessRecord where files, shared folders and the systems you use are.
- 3Key contactsHand over the list of clients, vendors or partners with context on each relationship.
- 4Routine guidesWrite short notes on how to do recurring tasks.
- 5Shadowing sessionsSchedule time with your replacement or the colleague assigned.
- 6Company assetsReturn your laptop, access card and other devices with a signed handover form.
Don't delete work files or copy company data to personal accounts. Besides being unethical, it may breach your confidentiality agreement.
Handling a counter-offer
Sometimes the company offers a raise to keep you. Ask yourself: is money the only reason you want to leave? If the reason is workload, culture or career direction, a raise rarely solves it. If you decline, do so respectfully: "Thank you for the offer, I really appreciate it. But my decision is final."
Exit interviews and references
If HR holds an exit interview, give honest but constructive feedback. Focus on things that can be improved, such as work processes or development paths, rather than on particular people. Remember that what you say may reach many people.
Before you leave, ask your manager or a senior colleague whether they'd be willing to act as a reference in the future. Connect on LinkedIn and send a thank-you message on your last day.
Reference letter (paklaring) and claiming JHT
Ask for an employment certificate, known as a paklaring, stating your name, position and period of employment. Future employers often ask for it. Also ask for a letter confirming you have stopped working, for BPJS Ketenagakerjaan (the state employment social security agency).
According to BPJS Ketenagakerjaan, you can claim your Old Age Savings (Jaminan Hari Tua, JHT) after resigning once a one-month waiting period from your last working day has passed. Required documents include your membership card, ID card (KTP) and the letter from your employer confirming you have stopped working. If you start at a new company during the waiting period, your JHT balance continues under the new membership. For balances under Rp15 million you can apply through the JMO app; otherwise, at a branch office.
Your last day: leave on good terms
- Make sure every handover item is signed off or confirmed by email.
- Check your final pay calculation, remaining leave and any separation pay.
- Keep your payslips, contract and paklaring as PDFs.
- Send a short, positive farewell message to your team.
- Avoid posting complaints about your old office on social media.
References
- BPK RI — PP Nomor 35 Tahun 2021 (Pasal 36, 40, 50)
- BPJS Ketenagakerjaan — Sudah resign, bolehkah langsung mengajukan klaim JHT?
- Hukumonline — Hak karyawan yang terkena PHK dan resign
- CNBC Indonesia — UU Pelindungan Ketenagakerjaan disahkan, kapan efektif berlaku
This information is general. For important decisions, check the latest rules at official sources or consult the relevant authorities.
