A resignation letter, therefore, is an official written note that informs an employer of the intention to leave the workplace. It would seem that this letter is an attempt at courtesy to an employee, starting the process of the termination of his or her employment with the company. It is vital to write the resignation letter properly, which will help to maintain good relations with the employers and the company, as well as to facilitate the successive passing of authority to other employees. In this blog, you can find out about the letter-writing essentials, the typical structure of the letter and some tips that will help you resign without major troubles.
Why Need a Resignation Letter?
It is important to tender a resignation letter for several reasons all bound with the aim of effecting a smooth exit from your present organisation. It plays an integral role in both personal and professional settings:
- Formal Notification: To begin with, resigning letter is an official letter through which you officially inform the employer your decision to resign. It is often necessary by the company especially in affair related work such as to process your termination documents, benefits and pay. This requires the employer not to be lacking notice so that in the process of looking for a replacement or reallocating duties, he or she is not caught unawares.
- Professionalism: If written professionally, a resignation letter shows respect to your current employer and company. If your reasons for departure are multifaceted or even negative, writing a professional resignation letter attests to your professionalism in the relationship that you wish to keep healthy even though you are moving on. This is important if you are to maintain a sound image in your place of work.
- Documentation: A resignation letter is a document that documents your decision to leave your workplace. Not only it could act as an identifier for any further job search, but it will be helpful also for such things as legal or benefits-related confirmation of the resignation.
Tips for Writing a Resignation Letter
To ensure that your resignation letter is professional and effective, keep these tips in mind:
Be Professional and Courteous
In any case if you have decided to quit a particular job, it is advisable that you do not bad mouth the organisation and remain polite in your resignation letter. Do not use any kind of emotional or written expressions which might be aggressive or negative to the company or its employees or managers. However, do not argue with the participants and avoid using informal and aggressive attitudes toward other participants.
Keep It Short and Simple
When writing your resignation letter, it should not be a novel. If you find out that there are several issues, it is better not to spend too much time writing a letter, writing only what is necessary and, therefore, making the text concise. The idea is to convey the information which needs to be delivered and part in a positive manner.
Avoid Emotional Language
Regardless of the circumstances, it is wise to avoid bringing out your true feelings while writing your resignation letter. If you are angry or unsure of the emotions you have towards the person, make sure you address the letter after you are composed. A resignation letter, therefore, should never be written out of some anger of the heart but professionalism.
Use Formal Language
This is especially so because the letter is professional; do not use slang or religious expressions. Do not use informal language; do not use slang or expressions or abbreviations that are too informal. Avoid using rude and informal language in the letter so as to present it to your receiver in the most serious way possible.
Offer to Stay in Touch
If you got along well with your employer positively, then, you should not be slack to provide them with your contacts should you be called upon in future. Even if it may be done over a professional networking site such as linked in or even in professional networking events the contact may be useful in future.
Example:
I hope to have a closer relationship with you, and I hope to meet you again sometime in the future.
Proofread Your Letter
It should go without saying that you should always read through the letter for any possible grammatical or typographical mistakes before submitting your letter of resignation. Your attention to detail will show through in your writing, which in turn strengthens your professional nature by writing a well-written letter.
When Should You Submit Your Resignation Letter?
Timing is an important factor in resignation in that it determines when an employee tenders his resignation letter. However much you have made up your mind to resign from your job, it is wise to resign after giving your employer enough notice so that they are not inconvenienced. Here are several considerations for submitting your resignation letter:
Notice Period
In most organizations, the standard requirement is two weeks before one is eligible to be locked out, depending on the particular contract of employment. More senior positions may employ a longer notice, and this is why it is worthwhile to review one’s contract. Usually, it is important to give proper notice to the employer and colleagues, show respect to your employer, and carry out all the necessary preparations to transfer your responsibilities to others. If you are in doubt about the policy of your company, you should check with your legal documents, such as your employment contract, or contact your Human Resources department.
Company Culture
Some organisations may demand more than two weeks’ notice depending on the position that the employee is leaving; it may take longer to find another personnel due to the dexterity of a specific task. Additional time would be appropriate if your company recognizes your role in multiple rounds of interviews or if your industry is well-known for having multiple labour-market experiences. In such cases, it is recommended that employers provide workers with a four-week notice period or more, depending on the circumstances.
Personal Circumstances
Although it is common to tender a notice period, resigning before you complete the required time for a notice period might be unavoidable, given certain conditions. If, for some reason, you have to leave shortly because of health conditions, family matters, or another relevant reason, it is necessary to inform your boss or employer of this shortly and try to get help on getting a vacancy as soon as possible, even if it is a short time basis. These measures are that both parties should be honest and open with each other in order to keep the relationship between them more or less harmonious.
Key Elements of a Resignation Letter
When writing a resignation letter, some factors are included to help the message convey a clear and professional tone. Let’s break down these essential components in more detail:
Header and Salutation
The resignation letter should start with a conventional greeting. As you write your letter, ensure that you are directing the letter to your direct manager, the Human Resource manager, or anyone else appropriately. Adopt business like language when addressing them, refer to them with their proper title (Mr.,Ms.,Dr.,etc) unless otherwise you are familiar with them.
Example:
Dear Mr. Smith,
Statement of Resignation
By the end of the first paragraph, everyone should understand your purpose. Declare your stand, your business name and the date of notice of resignation. This section should be brief and straightforward, containing no shades of ambiguity. Wear your message on your sleeve—no more metaphors and mixed messages.
Example:
This letter is to inform you of my voluntary termination of employment as a (Your Job Title) with (Company Name) my last day of working being (Date).
Reason for Resignation
It is not usual to state the reason for leaving the job, but you may wish to do this briefly if you deem it necessary. But always still be diplomatic about it. The last is not to make detailed descriptions of one’s personal issues or a list of things which one is frustrated with. If the cause is something more sensitive, including claiming that the work environment is no longer bearable, it is advisable not to include it in the letter. However, it is recommended to use a short and impartial message.
Example (Optional):
I have sought the position because I strongly believe that the job which is being offered meets my career path better than the position I am currently holding.
Just remember that you are not obliged to provide further details and circumstances regarding your decision. If you wish the details of how you managed to complete a particular task to remain concealed, then a vague or general reason is completely fine.
Expression of Gratitude
You should take time to thank for the opportunities that you have been given while working for the company. It doesn’t matter whether you liked it there or not, you need to express appreciation for your experiences and the people you have met there. Of course, it creates a positive image and preserves a positive stance in relation to your employer and co-workers.
Example:
On this note I have making following statement which is heartily felt: I would like to take this opportunity to thank for the privileges conferred upon me while I enjoyed my service in [Company Name]. I would personally love to once again point out that I have received great opportunity to work with such a brilliant team and again – the experiences I have been able to receive.
Informal Offering of Help for Transition
To be polite in such situations, one should volunteer to help in the change process. This could include training a replacement, working on projects that are in progress, or developing a knowledge-sharing plan. This is also a signatory to your professionalism and some level of respect for the company during such a time. That also makes it easier for your employer to make the transition with lesser harm from your side, thereby benefiting all parties involved.
Example:
I will be only too glad to help with the transition. During this time, I am willing to do anything, whether it is training the next person in line to take up my position or completing any projects that I still plan on undertaking before being replaced.
Closing Remarks
In conclusion ensure that you have closed the letter nicely politely and professionally. It is the final time to confirm your further appreciation and good wishes for the company’s further development. A good closing statement serves a purpose of reinforcing the positive impression that you read before leaving and opens up ways in which you might meet again.
That’s the end of presentation, once again I would like to thank you for the chance to work at [Company Name]. To you and the team, I wish you all the best in all your future endeavours.
Sign your letters with formal closings and don’t forget to add your name after writing the closing such as Sincerely, Best Regards, or Kind Regards.
Example:
Sincerely,
[Your Name]
Conclusion
A resignation letter is one of the most crucial elements of resigning, and polishing it to meet the highest professional standards is very much necessary to meet the employer. By adhering to the mentioned guidelines /tips on writing one’s resignation letter, one can be sure of presenting one that is well articulated, polite and professional. Regardless of the reason you are giving – self-development, promotion, or any other reason – a professional resignation letter helps you create the right image of yourself as you exit the organization while also creating a positive impression about yourself for future references.
Sample
