Generally, the process of resignation from a job is very intimidating when it is time to leave. It is an official act and reflects your professional journey with the organization. An important constituent element of the resignation process is the resignation letter.
It’s your resignation letter that announces you want to quit your workplace. As short as it seems, the letter may be, but this can still be a professional communication; sometimes a point of reputation, relationships, or future opportunities. It may be another job you go off to or another reason for taking time out of the workforce. Still, crafting an appropriately respectful and thoughtful letter to serve as your resignation is essential.
In this blog, you will learn why resignation letters are important, key elements that must be included, best practices for crafting them, and some examples that will give you inspiration when preparing your resignation letter.
Why is a Resignation Letter Important?
A resignation letter serves a few very important purposes:
- Professionalism – Sending a well-written resignation letter shows professionalism and maturity. It allows you to leave a company on good terms as it can help you maintain any relationship with your employer as well as colleagues.
- Record of Your Decision to Quit – A resignation letter records your decision to quit the organization. This may benefit you and your employer because it will help you understand the circumstances related to your quitting.
- Reflecting Positivity – Even if you are leaving because of bad experiences, writing a gracious resignation letter can leave a positive lasting impression. It shows that you can leave situations respectfully and maintain a good reputation within the industry.
- Legal and HR Documentation – The employer may require a copy of your resignation letter for human resources and legal purposes to finalize pay, benefits, and other administrative requirements. The letter will serve as formal documentation in case it is referenced later.
The Key Elements of a Resignation Letter
Although a resignation letter does not have to be extensive, there are some key items you should mention to ensure clarity and professionalism. Here are the key elements making up a well-structured resignation letter:
Your Contact Information – The person’s contact details, including their address, phone number, and email, should be at the top. This will be useful in formal situations when one may be filing away their copy of your resignation letter. It is unnecessary to include contact information here for electronic resignations through email.
Date – Record the date on which you are writing the letter. Do not forget to put this in, so as not to raise confusion regarding when the resignation occurred.
Contact Information for the Recipient –You will also include details regarding the recipient. It could be the person you are reporting to usually, or it may also be an HR representative or an executive.
Salutation – Begin with a formal greeting, such as “Manager Sir,” or “To Whom It May Concern,” if you do not know the name of the recipient.
Letter of Resignation – The body of your resignation letter is the part where you explicitly state that you are resigning. You must state the position for which you are resigning and the date of your last working day. Do not forget to give the required notice period as stated in your contract.
For instance:
I at this moment give notice of my resignation from my position of [Your Job Title] at [Company Name], effective from [Your Last Working Day].
Reason for Leaving (Optional) – It is not necessary to mention any reason for leaving, but it is appreciated. If you have a constructive reason to resign, such as seeking a better opportunity or career growth, it helps maintain good relations. If there is an adverse reason why you want to leave the organization, then it needs to be constructive and positive. Whether you choose to state personal reasons is optional unless you want to share them.
For example:
I have decided to take on a new challenge and help develop my life and career.
Express Gratitude – It is always great to thank them for all your experiences working with the company. Express your thanks to the employer for the experience, team, or skills garnered that helped you grow.
For example:
Thank you all very much and appreciate this wonderful time working with the team. Thank you again and wish you all well and would be happy to return when needed.
Propose to Support the Transition Process – Offer to help in the transition process so that your work transition will be easy. It is very professional and considerate of you.
For instance – I would be more than willing to help in any way possible to make the transition smooth, such as training my replacement or finishing up outstanding projects.
Closing – Close the letter with a succinct and professional closing, such as “Best regards,” or any other polite greeting, followed by your name.
Best Practices to Write a Great Resignation Letter
While the letter’s contents are important, so is how the letter is written. Here are some best practices to consider:
- Use Concise and Clear Language – Make sure your resignation is worded clearly without ambiguity. It should not contain excessive detail. A resignation letter should be very short, clear, and direct.
- Stay Positive – Even if you’re resigning because of dissatisfaction, avoid writing anything negative or critical about the company, colleagues, or management. A positive resignation letter helps preserve your reputation and relationships.
- Give Due Notice – If possible, you should give the employer notice for at least two weeks or as your contract requires. The employer will have time to prepare for your exit and may hand over your work to a successor.
- Proofread Your Letter – Make sure there are no grammatical mistakes and other typographical errors in the resignation letter. A clean resignation letter will depict your attention to professional standards.
- Make a Copy – Always photocopy the resignation letter before you send it. This is your document of decision, which will prove very helpful in case you need it.
- Send a Hard Copy or Email – Depending on company culture, the submission method can be determined. A formal meeting with your manager is best, where the letter can be handed over as a hard copy. However, most companies accept electronic submission via email. Be sure that the letter submitted is still professional.
Resignation Letter Format
Below are sample resignation letters for you to use according to your circumstances.
Example 1: Simple Resignation Letter
Your Name
Your Address
Your Email
Your Phone Number
Date
Manager’s Name
Company Name
Company Address
Dear [Manager’s Name],
I am contacting you to tender my resignation as [Your Job Title] at [Company Name], effective [Last Working Day].
I will, however, be very grateful for the opportunities and experiences I have received during my time with [Company Name]. I want to thank you for your leadership and the support of my colleagues. After much thought, I have accepted another opportunity that fits my long-term career goals better.
I would happily assist in the transition process, such as prepping or training whoever replaces me, so the transition can go smoothly.
Thanks again for the opportunity to be part of your team. I have enjoyed my time here and would hope to stay in touch.
Sincerely,
[Your Name]
Example 2: Resignation Letter Based on a Good Reason
Your Name
Your Address
Your Email
Your Phone Number
Date
Manager’s Name
Company Name
Company Address
Dear [Manager’s Name],
It is with a mix of emotions that I submit my resignation as [Your Job Title] of [Company Name], effective [Last Working Day].
While it was not an easy decision, I have chosen to take on a challenging new opportunity. I want to thank you for allowing me to work here and exposing me to essential knowledge and experiences during my time here.
I would be thrilled to help the changeover by working through some outstanding projects or orienting someone to take my place. Thanks again for everything; I hope I’ll see you around.
Yours sincerely,
[Your Name]
Example 3: Resignation Letter Due to Personal Reasons
Your Name
Your Address
Your Email
Your Phone Number
Date
Manager’s Name
Company Name
Company Address
Dear [Manager’s Name],
I am writing to express that I wish to resign from [Your Job Title] at [Company Name], effective [Last Working Day].
I have really had a good time with the team, but personal reasons now demand that I leave this role. I really appreciate the support that you and my colleagues have provided during my stay.
I am committed to ensuring the transition goes smoothly over the next [number] of weeks and will complete any outstanding work before my departure.
I appreciate your understanding.
Sincerely,
[Your Name]
Conclusion
A resignation letter is one of the most critical steps in leaving work. A resignation letter should always be taken seriously. It is considered a professional courtesy that allows you to go on good terms, preserve relationships, and guarantee a smooth transition. If your resignation letter is respectful and professional, it can help maintain positive relationships and leave a lasting, good impression.
Read More – Confirmation Letter – Components, Tips and Format