Are you tired of your job and want to quit but don’t know how to go about it ? If so, writing a resignation letter to formalize your departure details is a good idea. Also, If you’ve heard about a resignation letter and are wondering what it is all about, then this article is for you.
What is a resignation letter and why should you write one? What should you include and when do you need to notify a soon-to-be former employer? These questions may seem daunting but mastering the art of writing a resignation letter can unlock new opportunities for your career. So, how can you ensure your departure is graceful and professional?
Don’t fret! This guide will help you discover how to write a resignation letter that can help open doors to new job opportunities. To achieve this,follow our expert advice, implement proven strategies and bid farewell to your current job with grace and professionalism. Let's begin this transformative journey toward a brighter future.
What is a resignation letter?
A letter of resignation is a formal document that lets your employer know you are leaving or quitting your job. It gives you the opportunity to officially announce your departure from the company and also provides the employer with essential information about your exit such as your last day of work and other details about your exit.
Also, a resignation letter equally helps to ensure a positive conversation between you and your Boss, ensuring a smooth transition to your next journey.
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When To Give the Letter to Your Employer?
It's polite to send your resignation letter well before your departure, with two weeks in advance being generally accepted as the minimum unless circumstances require that you resign without advance notice or with short notice.
In some cases, you may not be able to provide notice. If you’re working in a challenging workplace, have a family emergency or are faced with circumstances that require you to move right away, give your employer as much notice as is feasible, given the situation. It is also very important to remember that you are not legally required to provide a notice if you’re an at-will employee.
But If you have an employment contract, it’s essential to adhere to its terms when resigning. Always check your employment agreements to determine how much notice you need to give your employer.
Moreover, if you tell your boss in person that you're resigning, have a printed copy of your resignation letter ready to share as well.
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How to Write a Resignation Letter: Step-By-Step Process
Here’s the process of writing an effective letter of resignation, with information on what to include in each section of the letter:
- Heading: Your Contact Information
Start your resignation letter by including your contact information at the top. This should include your full name, address, phone number and an email address. Providing this information makes it easy for your employer to contact you if needed.
After your contact information, include the date at which the resignation letter was written. This establishes a clear timeline and ensures everything is clear regarding your notice period.
- Employer's Contact Information
Beneath the date, include your employer's contact information. This should include the company name, address and the name of the person to whom the letter should be addressed (typically your supervisor or the HR department).
Begin your resignation letter with a respectful salutation, addressing the appropriate person. Use their name and title if applicable and maintain a professional tone.
- Opening Paragraph
In the opening paragraph, clearly state your intention to resign from your current position. Express your appreciation for the opportunities and experiences you've gained during your tenure. Remember to keep the tone positive and avoid any negative comments or grievances.
If you are trying to figure out the best way to decline a job offer, read our guide on politely declining a job offer without giving a negative impression about yourself to the hiring team.
- Body Paragraphs
The body paragraphs of your resignation letter should provide more details about your decision to resign. Also, explain your reasons for leaving such as pursuing further education, career advancement or personal growth. Be concise and focused in your explanations, ensuring your message is clear and respectful.
- Transition Plan
This paragraph will show your dedication to a smooth handover and alleviates your employer's concerns about filling your position. Offer suggestions on how your responsibilities can be managed during the transition period.
- Gratitude and Well-Wishes
Conclude your resignation letter with expressions of gratitude for the opportunities and support you've received. Also, wish your organization, colleagues and superiors continued success and assure them of your commitment to a smooth transition.
- Closing and Signature
End your resignation letter with a polite closing statement and a signature. Use a professional closing, such as "Sincerely" or "Best Regards," followed by your full name.
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ThingsTo Not Include In A Resignation Letter?
Now that you know how to write a resignation letter, there are still a few things you should avoid including in your letter of resignation. Below are a few of those..
- 1. Future Career Moves
While you can mention where you're going next, you don't need to tell your employer about your new position or salary at length. Keep things professional. You can acknowledge how the current position helped your advancement within your industry. Your letter should be direct and reflective in tone to your employer.
- 2. Distasteful Language
When putting together a resignation letter, It is important to avoid profanity and obscene language. always remain respectful and professional until your end of tenure. Although you may be urged to criticize your former job, the resignation letter isn't the time to air the dirty laundry.
Don’t forget to read our guide on 11 rules for negotiating a job offer like a pro.
- 3. Emotional Attachments
If you're leaving a supportive work environment, leaving out emotional sentiments in the letter is helpful. Be as professional as possible. You can illustrate those emotions through face-to-face meetings with others.
- 4. Criticism of Coworkers
Your resignation letter doesn't need to include negative comments about colleagues or managers at the company. The letter is meant to conclude your tenure, not blame others for incomplete tasks.
- 5. Projecting Bitterness
This is not the time to project your resentment towards your current job. It is a time to reflect on positive moments and how you gained valuable knowledge about the industry and yourself. You don't have to leave on a sour note with your employer.
Format of a Resignation Letter
Resignation letters should be simple, short and written in a business format using a traditional font.
- Length of the Letter: Most resignation letters are no more than one typed page.
- Font and Size: Use a traditional font such as Times New Roman, Arial or Calibri. Your font size should be between 10 and 12 points.
- Format: A resignation letter should be single-spaced with a space between each paragraph. Use one-inch margins and align your text to the left.
Resignation Letter Examples
Here is a resignation letter template you can fill in with your personal details. Remember, you are not required to include your reason for resigning in your letter:
Dear [Supervisor’s name],
Please accept this letter as my formal resignation from my role as [Title]. My last day with [Company] will be [End date].
To ease the transition after my departure, I am happy to assist you with any training tasks during my final weeks on the job. I intend to leave thorough instructions and up-to-date records for my replacement.
I would like to thank you for the knowledge and experience I have gained by working here. I am very grateful for my time on our team and the professional relationships I’ve built. It’s been a pleasure working for you, and I hope our paths will cross again in the future.
[Your signature and printed name]
Keep in mind that if you’re courteous and thoughtful when resigning from your job, you’ll make the process easier for everyone and set yourself on the right path for future success.
Also, if you’ve got the right job offer but don’t know how to accept it, read our guide on 5 tips for accepting a job offer.
In a nutshell, a well-written resignation letter is a powerful tool for maintaining positive relationships and preserving your professional reputation. It allows you to express gratitude for the experiences gained while clearly and concisely explaining your decision to move on. Therefore, crafting a compelling resignation letter will convey your professionalism, gratitude and a sense of closure. So, embrace the opportunity to unlock success by learning how to write a resignation letter effectively.
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Frequently Asked Questions
Is It Necessary To Submit A Physical Copy Of The Resignation Letter?
In most cases, an electronic copy of the resignation letter sent via email is sufficient. However, some organizations may require a printed and signed copy for their records.
Can I Negotiate My Exit Terms In The Resignation Letter?
Negotiating your exit terms in the resignation letter itself is generally inappropriate. Instead, discussing any exit terms or considerations in a separate meeting with your supervisor or HR representative is advisable.