Resignation Letter Requirements for Government Job-Order Teachers in the Philippines
A comprehensive legal-practical guide

1. Understanding the Engagement: What “Job-Order Teacher” Really Means

Item	Key Point
Governing authority	Commission on Audit (COA) Circular No. 2012-01 (and its predecessor COA Cir. 2009-002) classifies contract of service (COS) and job order (JO) workers.
Civil-service status	JO personnel are NOT covered by the Civil Service Law (Book V, Administrative Code of 1987) and do not acquire permanent, temporary, or casual status. Their relationship with government is purely contractual.
DepEd adaptation	DepEd Memorandum or Local School Board (LSB) resolutions normally authorize JO teachers to fill emergency gaps. The contract is time-bound (usually ≤ 6 months, renewable).

Because JO teachers are contractors, their “resignation” is essentially a contract termination by the contractor—but most agencies, including DepEd, still require a formal letter to preserve orderly records, clear accountabilities, and trigger payment of what is due.

2. Legal Sources that Shape Resignation Requirements

The job-order contract itself.
Read the fine print. Most JO contracts contain a clause on termination, e.g., “Either party may terminate this Contract by written notice ___ days in advance.” That clause is the first legal basis.
COA Circular 2012-01 (¶ 4.0 & 5.0).
- Requires that “specific outputs and deliverables” be identified. A resignation interrupts that output, so COA auditors will look for a document (the letter) acknowledging the termination date and the portion of work completed.
Government Accounting Manual (GAM), Vol. I.
- For payroll stoppage and liquidating obligations, agencies need the letter plus clearance.
DepEd Orders & Regional Memoranda.
- Ex: DepEd Order No. 2, s. 2019 (Guidelines on the Transfer of Personnel) is often borrowed by regions to require at least a 15-day notice even for JO teachers.
General contract and labor law principles in the Civil Code (Arts. 1305–1317 on contracts, Art. 1170 on damages for breach).

Take-away: Because JO workers are outside the Civil Service system, there is no 30-day statutory notice the way there is for regular government employees (CSC MC No. 38, s. 1993). Notice requirements depend on (a) the JO contract; (b) agency guidelines; and (c) good faith.

3. Core Content of a Resignation Letter

Although no national template exists, auditors and HR units look for the same elements:

Date – always write the full date (e.g., “07 May 2025”).
Inside address – regional director/schools division superintendent or LSB chair, through the principal or immediate supervisor.
Subject line – “Resignation as Job-Order Teacher effective ___”.
Opening paragraph – clear statement of intent and effectivity date (e.g., “I respectfully tender my resignation effective 22 May 2025, in accordance with Clause 10 of my Contract of Service dated 08 January 2025.”).
Reason (optional but recommended) – e.g., permanent employment, health, family relocation.
Notice period acknowledgment – cite the contract clause (e.g., 15 days) or request a shorter release if needed.
Turn-over commitment – offer to submit lesson plans, grades, records of class activities, and physical teaching materials.
Clearance request – “Kindly facilitate the processing of my clearance and remaining claims.”
Signature & printed name – exactly as on the JO contract; include employee number if any.
Conforme line for supervisor (optional but useful) – allows the principal to write “Received and endorsed on ____.”

4. Procedural Steps and Timelines

Step	Responsible	Typical timeline	Notes
1. Draft & submit letter	Teacher	—	Best practice: hand-deliver and secure a receiving copy.
2. Acknowledgment & endorsement	School head	Within 1–2 days	Forwards to Schools Division Office (SDO)/HR.
3. HR/SDO verification	HR Officer	3–5 days	Confirms contract clause satisfied; checks any pending accountabilities.
4. Acceptance & issuance of HR Memo	Regional/Division head	Within 5 days of receipt	The HR Memo states the last day of service; this is crucial for payroll stop.
5. Clearance routing	Teacher & concerned units (Property, Accounting, Library, ICT)	Normally 5–10 working days	Unliquidated cash advances or unreturned items can delay payroll release.
6. Preparation of final pay	Accounting & Budget	10–15 working days after clearance	Includes pay up to last day and any proportionate 13th-month or cash equivalent of service recognition incentives, if provided for in the contract or local ordinance.

Tip: Because most JO contracts end on June 30 or December 31, resigning mid-month may require pro-rating deliverables; align effectivity with payroll cut-offs when possible.

5. Notice Period: How Many Days?

Basis	Days	Legal force
Clause in JO contract	Prevails	Binding under Art. 1306 (freedom of contract).
No clause	Reasonable notice (usually 15 days)	Derived from equity and custom in public HR rules.
Immediate resignation	Permissible only with agency consent	Acceptance cures the defect; absent acceptance, the teacher can be declared AWOL and forfeit pay.

6. Supporting Documents Commonly Required

Accomplishment report up to last day (weekly or monthly form).
Turn-over checklist – class record, learners’ progress reports, e-copies of teaching materials.
Property clearance – ICT equipment, books, ID.
Liquidation reports – if teacher handled MOOE or school funds.
Signed clearance form (template usually issued by SDO).

7. Monetary & Benefit Implications

Item	Entitled?	Explanation
Unpaid wages until last day	Yes	COA requires certification of service rendered.
Pro-rated 13th-month or cash gift	Depends on local ordinance/contract	JOs are generally excluded from DBM-funded bonuses unless LGU/DepEd uses local funds.
GSIS benefits	No	JO teachers are not GSIS members. They should rely on SSS if enrolled as self-employed.
PhilHealth & Pag-IBIG contributions	Voluntary/self-pay unless agency opted to contribute.
Certificate of Employment	Yes	HR must issue upon request (CSC MC No. 40, s. 1998 applies by analogy).

8. Legal Consequences of Improper Resignation

Administrative tag “AWOL” – recorded in HRIS; may bar future government engagement for 1 year or more.
Forfeiture of pay – COA will issue Notice of Suspension/Disallowance for compensation after unauthorized absence.
Possible civil action for damages – if the contract sets liquidated damages for breach.
Blacklisting – Some LGUs maintain local rosters; DepEd divisions share data informally, affecting rehiring.

9. Sample Resignation Letter

Date: 07 May 2025
Through:
Mr. Ernesto D. Cruz, Principal IV
To: Dr. Maria S. Flores
Schools Division Superintendent, DepEd Camarines Sur
Subject: Resignation as Job-Order Teacher Effective 22 May 2025

Ma’am:

Pursuant to Clause 10 (“Termination by Either Party”) of my Job-Order Contract dated 08 January 2025, I respectfully tender my resignation as Job-Order Teacher assigned to Bula National High School, effective 22 May 2025 (fifteen [15] calendar days from receipt hereof).

The resignation is occasioned by my acceptance of permanent employment nearer my family residence. I shall submit all learners’ grades, daily lesson logs, and school-issued tablet to the Property Custodian on or before 21 May 2025. Kindly arrange my clearance and the release of my compensation up to my last actual day of service.

Thank you for the opportunity to serve.

Respectfully,

(signature)
JUAN P. DELA CRUZ
Job-Order Teacher, Employee ID No. SDO-CS-JO-24-088

(Receiving copy stamp to be placed here)

10. Frequently Asked Questions

Question	Short Answer
Can I resign by e-mail?	Only if your contract or agency memo allows electronic signatures and you secure an acknowledged copy. Print-and-deliver remains safer under COA audit.
Must my resignation be accepted?	Acceptance is a management prerogative but usually routine. Without a written acceptance/HR Memo, you technically remain bound by the contract.
Is the 15-day notice movable?	Yes. You may request a shorter period; agency may waive or negotiate. Always put the request in writing.
What if I have outstanding lesson-related deliverables?	The school may require you to finish or to turn over raw materials. Failure can delay clearance and pay.
Can I withdraw my resignation?	Possible before acceptance, subject to the division’s discretion and manpower needs. After acceptance, a new JO contract is required.

11. Best Practices for a Smooth Exit

Check your contract first; replicate its exact notice wording in your letter.
Time your effectivity with grading periods or semester break to minimize disruption.
Prepare deliverables in advance so clearance is quicker.
Keep copies of everything—letter, clearance, HR Memo, payslips.
Maintain professionalism; your principal’s endorsement influences future references.

12. Conclusion

Resigning as a government job-order teacher is simpler than resigning from civil-service plantilla positions, but it is still a legal act with documentary and financial consequences. The golden rule is to follow the termination clause in your JO contract, give reasonable notice, and complete all clearances. Doing so protects you from audit findings, secures your final pay, and leaves the door open for future government service.

(This article provides general information; for specific cases, consult the HR office of your DepEd Schools Division or a qualified Philippine labor‐public sector lawyer.)