How to Sign a Resignation Letter Online (and Send It)
To sign a resignation letter online, save the letter as a PDF or Word file, open it in a free signer such as Docsigns, draw, type or upload your signature, add the date, and download the signed PDF to attach to your resignation email. It takes a few minutes and you don't need a printer or scanner. Below: whether a resignation letter actually needs a signature, the exact steps, what to write in the email, and the mistakes worth avoiding on your way out.
Does a resignation letter need to be signed?
Often it doesn't strictly have to be. In many places an email that clearly says you are resigning and gives your last working day is enough to count as notice. But plenty of employers ask for a signed letter for their HR file, and some employment contracts or company policies say notice must be given "in writing" in a particular form.
A signed letter removes doubt. It shows the decision came from you, states the date you gave notice, and gives HR a document they can file without chasing you. That matters when a notice period, final pay or holiday entitlement is calculated from the date you resigned.
So the practical answer is: check your contract and your employee handbook. If either mentions how notice must be given, follow it exactly. If neither does, sending a signed PDF along with a short email is the safe default, because it satisfies both the "just email us" employer and the one who wants a signature.
This is general information, not legal advice. If you are leaving in a dispute, or your contract has unusual notice terms, it is worth getting advice specific to your situation before you send anything.
How to sign your resignation letter online, step by step
- Finish the letter first. Write it in Word, Google Docs or Pages, and proofread the dates. Leave a blank line above your typed name for the signature.
- Save or export it. A PDF is best. In most editors it's File, then Download or Export, then PDF. A DOC or DOCX file works too.
- Open Docsigns in any browser, on a computer or a phone, and upload the file. No account is needed.
- Create your signature. Draw it with a mouse, trackpad or finger; type your name and pick one of six cursive fonts; or upload a photo of your handwritten signature.
- Place it. Drag the signature onto the blank line above your name and resize it until it looks natural.
- Add the date. Place a date next to the signature and choose a format that matches the rest of the letter.
- Download the signed PDF. Open it once to check everything sits where you expect, then attach it to your email.
If you want to see the flow before you start, the how it works page walks through the same three stages: upload, sign, download.
A note on privacy: PDF vs Word
A resignation letter is personal, so it's worth knowing where it goes. When you sign a PDF in Docsigns, the signing happens in your browser and the PDF is not uploaded. A DOC or DOCX file is different: it is first converted to PDF on a server, and then signed. If you'd rather keep the letter on your device, export it to PDF from your word processor before you open Docsigns. The privacy policy has the details.
Which signature style should you use?
| Method | How it looks | Best when |
|---|---|---|
| Draw | Closest to your real handwriting | You have a trackpad, touchscreen or steady mouse hand |
| Type | Neat cursive font of your name | You want a clean result fast, or you're on a laptop without a touchscreen |
| Upload | Your actual pen signature | You want it to match the signature on your contract |
| Print, sign, scan | Real ink, but a scanned page | Your employer explicitly asks for a wet-ink original |
For a resignation letter, any of the first three is fine. Many people choose upload so the signature matches the one on their original employment contract: sign a sheet of white paper, photograph it in good light, and upload the photo. Pick black or blue ink so it looks like a normal signed letter.
What to write in the resignation email
The email and the attached letter do different jobs. The letter is the formal record; the email delivers it and makes sure someone confirms receipt. Keep the email short:
- Subject line: "Resignation – [Your Name]" so it's easy to find later.
- First line: say that you are resigning from your position and that your signed letter is attached.
- Last working day: state the date, calculated from your notice period.
- A request for confirmation: ask them to confirm they've received the letter.
- A short thank-you, if you mean it. It costs nothing and people remember how you left.
Send it to your manager, and copy HR if your company expects that. If you work somewhere with an HR portal that has its own resignation form, use the portal as well; it may be the official route, with the email as backup.
Mistakes to avoid
- Wrong dates. Double-check the date on the letter and your last working day. The notice period is usually counted from when your employer receives notice, so a mismatch causes confusion.
- Editing after signing. If you need to change anything, change the original document and sign it again. Don't try to edit the signed PDF.
- Sending the Word file instead of the PDF. A PDF looks the same on every device and is harder to alter by accident. Attach the signed PDF, not the source file.
- Too much detail. A resignation letter doesn't need your reasons or complaints. Two or three short paragraphs are plenty; save feedback for an exit conversation if you want to give it.
- No copy for yourself. Save the signed PDF and the sent email somewhere you'll still have access to after your work accounts are closed.
Signing on your phone
If you're writing the letter on your phone, you can sign it there too. Open Docsigns in your mobile browser, upload the file from your Files app or downloads, and draw your signature with your finger. Signatures drawn on a phone can look shaky, so zoom out a little and draw in one confident stroke, or use the type or upload option instead.
What Docsigns doesn't do
It's worth being clear about the limits. Docsigns adds your electronic signature and a date to a document and gives you a signed PDF. It doesn't send the document for you, collect your employer's countersignature or keep an audit trail. You send the email yourself, and your own copy of the signed PDF and email is your record. It also produces an electronic signature, not a certificate-based qualified digital signature. That is appropriate for most everyday agreements and documents like a resignation letter, but a few types of document in some countries require a qualified signature or a wet-ink original.
You can read more about the project on the about page.
Quick checklist before you hit send
- Contract and handbook checked for notice rules.
- Letter proofread, dates correct, saved as PDF.
- Signature and date placed above your typed name.
- Signed PDF attached; short email written with your last working day.
- Confirmation of receipt requested; copies saved to a personal location.
Frequently asked questions
Does a resignation letter need to be signed?
Not always. In many places a clear email stating that you are resigning and your last working day is enough, but many employers ask for a signed letter for their records, and some contracts specify how notice must be given. Check your contract and handbook; if unsure, sending a signed PDF with a short email covers both cases.
Can I sign my resignation letter electronically?
Yes. Save the letter as a PDF or Word file, open it in an online signer like Docsigns, add your signature and the date, and download the signed PDF. Electronic signatures are accepted for most everyday documents, though a few employers may still ask for a wet-ink original.
Should I send my resignation letter as a PDF or Word document?
Send a PDF. It looks the same on every device, keeps your signature in place and is harder to change by accident. Keep the Word version as your editable source.
Where do I put the signature on a resignation letter?
Put it after the closing line, such as "Sincerely", and above your typed full name. Add the date either next to the signature or at the top of the letter, matching the letter's format.
Is a typed signature OK on a resignation letter?
For most employers, yes. A typed signature in a cursive font is a valid electronic signature for everyday documents. If you want it to match your contract, upload a photo of your handwritten signature instead.
Does Docsigns send the letter to my employer?
No. Docsigns gives you a signed PDF to download; you attach it to your own email or upload it to your employer's HR portal. It has no sending, countersigning or tracking features, so keep your own copy of the letter and the email.
