How to Write a Professional Resignation Letter in Denmark

Kristian Ole Rørbye


Kristian Ole Rørbye

Kristian Ole Rørbye

Kristian is from Denmark but now lives in Thailand. As a foreigner in another country, he knows the need to get a good start, especially in finance, such as taking out loans, buying a car, and finding the best internet at a reasonable price.

Are you leaving your current job? A good resignation letter can help you in no time at all.

There is plenty of advice on landing a great job and brushing up on your CV, but what about how to resign professionally?

Whether you’re unhappy with your current position or have found something better, resigning can be stressful. It would be best if you left while maintaining a good reputation in the company.

Formally speaking, a letter of resignation expresses your intention to leave your current job, and it’s not that simple; there are certain ways and tips to resign professionally and respectfully. 

From maintaining a positive relationship with your past colleagues to having the awkward resigning conversation and getting your resignation letter ready, if you want to keep and maintain valuable connections down the road, you need to smoothen out the process of leaving Denmark.

This has to be done with a formal resignation letter that will become part of your employee file once you leave.

Here are some tips to keep in mind on how to write a professional resignation letter in Denmark. 

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Key Takeaways

  • A resignation letter should be written with care.
  • You need to give your employer two weeks’ notice, a month or more.
  • Keep the letter short and professional
  • Express gratitude for the experience
  • Always try to resign in person and at the appropriate time

When should you write a letter of resignation in Denmark?

Writing a resignation letter can be a scary task for some. When you resign from your job, you must follow certain practices and etiquette in Denmark to leave things as smoothly as possible.

While some companies allow employees to give in their resignation letter two weeks in advance, others require a month or two months’ notice. 

If you are from another country and living in Denmark on a work visa, you will need to research to find out what the standard procedure is for your country.

Giving in your resignation letter before time will not only allow your employer sufficient time to find a replacement, but it will also ensure that you can complete all your procedures and hand over your work and projects to the new person.

Always follow company policy when handing in your letter, and keep in mind that if your company policy is two weeks’ notice and you hand it in after a week, your employer can downright refuse to accept it and will ask you to wait the entire designation time before handing it in. 

resignation letter in denmark

How should you submit your resignation letter in Denmark?

There are two ways of submitting your resignation - in person through a physical letter and online through an email. In most Danish offices, employees are expected to resign gracefully. Depending on the type of company you work for and what is most appropriate for you, a physical letter might be the ideal choice.

However, an in-person conversation and an email may be a good choice in companies with a paperless culture. You will need to:

  • Talk to your boss in person before you send the letter
  • Inform them of why you are leaving, keeping it clear and short.
  • Hand in your letter of resignation
  • Be helpful in any way to make the transition easier. 

When asked why you are leaving, keep it positive and tell them that you’re looking for a better opportunity. Thank your boss for the experience and opportunity you’ve had at your current job, and avoid quitting a job over email, as it can seem disrespectful. 

What should you include in your resignation letter in Denmark?

Like any other business letter, a resignation letter should include a letterhead, three to four paragraphs concerning your resignation, and a signature. Unlike a resume, where you can choose between different fonts, formats, and more, your resignation letter in Denmark is pretty concise, clear, and straightforward. Here’s what you need to include in your Danish resignation letter.

A letterhead

Your letterhead should include your name, job title, work email address, physical address, name of your manager and company, and the date. You can begin by stating your name and all the other information required, as your manager will require this to add to your employee file. This information can also be of use in the future. 

Statement of resignation

This part of your resignation letter will include your intentions in the first paragraph and your position. This will tell your employer when you will resign and the reason for your resignation.

Show your appreciation

Whether you’ve worked for a couple of months or years, show your gratitude towards the workplace. You can inform your employer and all you’ve learned, how much you’ve appreciated their guidance and how your time there has impacted you.

Keep this part of the paragraph positive and leave it on a happy note to make the transition smoother. Let your employer know that you’re leaving to pursue a passion, a better opportunity, or looking to learn some more.

Offer to help to make things smoother

Lastly, it’s always good to offer your help. For example, you could recommend a couple of friends that would be perfect for the job, help your employer find someone to fit the role, or even train the new person coming in so that they know your job and can pick up where you left off. 

Personal information is optional

Some people tend to add their contact number, email, or phone number to keep in touch with the employer. However, you can opt out of this, especially if you plan on moving to another location. 

Your signature

Lastly, remember to add your signature. If you are handing in the letter on paper, sign it and hand it in and if you are offering the letter via email, add your signed name or digital signature. 

Related: How to send a letter in Denmark

Do you have to return company property to Denmark?

It’s always advised to return company property before resigning. This includes your laptop, phone, stationary, and other devices in good condition.

Returning everything the way it was given to you shows respect for your employer in Denmark, which can help you greatly before you go. 

Also, remember to send thank you emails to your closest colleagues and co-workers, especially if they have taken the time to train you, help you out, and support you.

Danes have a very special company culture and teamwork; many employees will offer thank-you notes, treats, or just heartfelt gratitude. It’s also vital to email or text co-workers that aren’t there and thank them before you go. 

Staying on good terms with your former co-workers and managers is the best way, and it will pay off in the future. Plus, this will also offer your manager the opportunity to sing your praises if your new company calls to check your background verification. 

Frequently Asked Questions About Professional Resignation Letters in Denmark

Here are some top questions about writing resignation letters in Denmark and how to go about it.

Why are resignation letters in Denmark important?

If you decide to leave your job, it’s a professional courtesy to submit a resignation letter. These letters are essential for HR departments and your manager to keep on hand in your employee file, and they can allow you to leave the company on a good note. It’s also essential for future employees who will take your place and need to know what your job entails.

What are some important tips for writing a resignation letter?

Before writing your letter, it’s best to have a conversation with your manager and let them know you are leaving, along with following the procedures and timeline of your resignation. For example, if your company has a two-week policy, give your manager two weeks of notice and offer any important information they ask for in your file.

What is the best reason to give for resignation?

Resignation can be a touchy subject whether you’re looking for something new, aren’t happy in the company, or have gotten all you can out of a job. It’s good to be wise and let your employer know that you are looking for better prospects or pursuing your interests, and enjoy all your time in the company and the things you learned.

What to say when you resign?

Along with thanking your employer, co-workers, and other staff for all the support, opportunities, and training they provided you, you can offer to help smoothen out the transition. This can be done by training the next person for your job or giving your manager sufficient time to find someone else.

What to avoid saying when you resign?

One of the main things you need to avoid is pointing fingers and blaming your boss or co-workers for not paying you enough, treating you properly, and more. Keep in mind that you are leaving the company on a positive note and let your boss down easily; tell them you are looking to pursue your interest, look at other endeavors, and more. Avoid saying things like ‘I’ve outgrown my position; I’m being compensated better.” and more.

The Bottom Line 

Now that you know everything you need to know about writing a professional resignation letter, you know how to handle it if you get offered a great new position elsewhere. always take your time and show gratitude and appreciation for your past job.

Kristian Ole Rørbye

ABOUT Kristian Ole Rørbye

Kristian is from Denmark but now lives in Thailand. As a foreigner in another country, he knows the need to get a good start, especially in finance, such as taking out loans, buying a car, and finding the best internet at a reasonable price.

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