Planning to quit your job and confused about how to do it? Don’t want to ruin your chance in the corporate world and want to be professional? So here we are to your rescue, basically, not we but the resignation letter is there to help you out.
WHAT IS A RESIGNATION LETTER?
So what is this resignation letter?
Well if we try to explain in simpler words we can say that the official letter a person submits when he or she quits the company they are working in or from a professional position.
If a person is planning to quit the job it is mandatory to submit the resignation letter to your employer to end things in a more professional way.
This not only helps you to maintain a proper healthy professional relationship but also helps you to ease the documentation process. Think of this as the opposite of an appointment letter you receive while joining a company. So when you finally decide to depart from your company you give a resignation letter to your employer stating a few things like your last day of work, your next step etc.
The way you leave surely depicts a lot about you and keep in mind that your way of leaving speaks a lot about your professional behaviour which can leave a negative or positive image of yours.
Sending a resignation letter can be via email or in written form whatsoever method the goal is to maintain a healthy relationship with your employer.
POINTS TO REMEMBER
Generally, people get confused while writing a resignation letter so if you are one of them please remember that the shorter the better. Don’t go on to explain all the details of your departure instead be to the point and professional. Maintaining dignity is uttermost. Some points to note down are as follows:
- Don’t send the resignation letter at the end moment. Try to give notice a few days before your departure.
- It is advised to first disclose the news in person to your employer which can be followed by a formal way of sending your resignation letter.
- Always mention that you are quitting in the first paragraph only. Be direct and don’t go round and round around the circle.
- Be a step forward and try to finish the projects or tasks if you have any before leaving.
- If you can, offer to provide any replacement for you or can help your company in finding it . This creates a positive impression of you.
- Be professional and don’t take this as an opportunity to complain.
- Provide the last date till which you are going to work.
THINGS TO REMEMBER WHILE WRITING A RESIGNATION LETTER
- Your letter should start with the clear fact that you are resigning.
- Your last day of work with the exact mention of the date.
- If you can then offer to provide help in recruiting or training your successor
- If you have any doubts feel free to ask in your resume regarding your final benefits.
THINGS NOT TO INCLUDE IN YOUR RESIGNATION LETTER
Now that we have discussed the things which can be included in the letter, let’s have a look at those points which are a big NO!!
- Do not mention why you are leaving, especially when you have a negative reason.
- Never complain or paint a wrong image of your association.
- If you have a new job in hand, never disclose the salary or how happy you are to join there.
HOW TO WRITE A RESIGNATION LETTER?
Well, to end your search we will tell you how to write a good resignation letter. Always remember wherever you are working the basic things to cover are your contact information, resigning notice and your final day of work. Specific details can vary according to the position or the association you are working for. Let’s discuss the things in detail over here:
CONTACT INFORMATION
Whether it is a written letter or an email both require mention of your contact details. In a written letter you should include your contact number as well as your employer’s contact details which are to be followed by the date. If you are sending it via email then you should include your contact details at the end of your mail. You don’t need to put your employer’s contact details here.
GREETINGS
One of the most important segments while writing anything professional whether it is a letter or email. Greetings are of utmost necessity and one should address them to his or her manager, using formal titles like, ‘Dear Mr.’, or ‘Dear Madam’.
BODY OF LETTER
Generally, try to finish your letter in 4 paragraphs. Information to be written in each paragraph is specified.
Paragraph 1 :
Note that you are resigning from your position or job. State the date you will be leaving that is your last working day.
Paragraph 2:
Here this is totally optional because of the main part you have covered in the first paragraph. If you want you can state the reason why you are leaving, but generally it is advised not to mention it and it is not mandatory. If you are planning to give a reason then end things on a positive note. Criticising the company can land you in trouble and can also affect your future opportunities.
Paragraph 3:
Again optional if you are comfortable then offer to train your successor. This will create a healthy professional relationship in the last days of your.
Paragraph 4:
If you want then mention how happy you feel to work for the company and for the opportunities you were given while working there. Sharing the details and ending things on a positive note is never a bad idea.
CLOSING THE LETTER
You can use a formal sign-off style also used in the letters and emails like ‘Yours Sincerely’.
SIGNATURE
If handwritten then end your letter with your signature followed by your name and if written as an email then close it with your name and contact details
FORMAT OF RESIGNATION LETTER SENT THROUGH EMAILS
If you are sending your resignation through email remember a few points like:
Font and Size
Use traditional fonts like TIMES NEW ROMAN, Arial, and Calibri a font size between 10 to 12.
Length
Your length should not exceed more than one page.
Remember it should be short and to the point.
Format
The letter should be single-spaced like any other letter with a space between each paragraph denoting the change of the paragraph. Align your letter to the left.
EXAMPLE AND SAMPLE OF RESIGNATION LETTER
After you decide to resign from the job, you should consider the best way to notify your employer. Leaving a job is a difficult task for any employee, but notifying the same thing to your employers is a greater task.
Here are some examples of resignation letters that one can consider while writing a letter of departure from the company to one’s employer.
EXAMPLE 1:
Date
Name
Title
Organisation
Address
City
Pin Code
Dear Mr./Ms.
I am writing this letter to inform you that I am resigning from my position as [ position] for the [Company’s Name], on July 20, 2022.
I am very grateful for the opportunities that you have provided me during my period with this company. I have relished working for the company and I am very glad that you supported me like a mentor.
I will be obliged to help to mentor my successor. You can contact me through [email address].
Sincerely,
Your Signature
Your Name
EXAMPLE 2:
Date
Name
Title
Organisation
Address
City
Pin Code
Dear Mr./Ms.
This letter is being written to announce my resignation as [ Position] from [Company ], effective January 10, 2023. I have been offered a new position at a different company and I have decided to accept that job offer as I feel that it would be a better opportunity for my career.
I thank you for all of the opportunities and experiences you have given me in my duration with this company. I appreciate your support and understanding, and I wish you all the best.
I would like to provide the necessary assistance to support the company with the transition. You can contact me at[Email address].
Sincerely,
Your Signature
Your Name
EXAMPLE 3:
Date
Name
Title
Organisation
Address
City
Pin Code
Dear Mr./Ms.:
I am writing this letter to inform you that I will be leaving my position as [Position] at [Company] on January 13, 2023. Due to some personal reasons, I will no longer be able to work with this company, I feel that it will be good and in the best interest of me and the company as well.
Please do contact me if you think there is any way I can help to provide a smooth transition after my departure.
I would like to thank you for all the opportunities that this company has provided me and the experiences I gained under your mentorship.
Thank you for understanding the situation and I am looking forward to seeing the company grow in the future. Wishing you all the best.
Sincerely,
Your Signature
Your Name
EXAMPLE 4:
Date
Name
Title
Organisation
Address
City,
Pin Code
Dear Mr./Ms.
I am writing this letter to resign from my [Position] from [Company], effective April 7, 2023. I am relocating to [City and State Name] in order to be closer to my family.
Working for you has given me great experiences and I’m really thankful for the opportunities this company has given me. Everything that I learned and gained from being a part of this company has helped me in various aspects of life, as a team member and as an employee.
Please do not hesitate to mail me [Email Address] during the transition Phase.
Sincerely,
Your Signature
Your Name
KEY TAKEAWAYS
Let us encapsulate everything we have learned in this article:
- A Resignation letter is a formal document that a person submits to his or her employer to let them know that they are leaving the job.
- At Least two weeks’ notice should be given to the employer before leaving the company, However one can notify the employer one or two months prior to their departure.
- The contacts of you and your superior must be included in the letter. You don’t need to explain the reason for your resignation, but if you are comfortable you can provide it.
- The letter must be short and it should look professional.
- Always express your gratitude and be thankful for the vivid opportunities the company has given you for the experiences and if possible offer to help them while they find your replacement and if required mentor them too.
- First, inform your manager in person about your plans of leaving the job before submitting a resignation letter or sending any email. Try to resign in person.
One should at least inform the employer a minimum of two weeks before resigning from the job. However, in some cases notice period is mentioned in the offer letter/ job letter.
Most companies or employers do not need a formal intimation when an employee leaves a job, but in some cases, it is mentioned that the person has to serve a particular notice period and he/she needs to provide a prior notification formal/ informal before resigning from the position assigned to him/ her in the company.
It is not mandatory to mention the reason in the resignation letter, However, if you are comfortable you can provide the reason to the employer.
Usually, both letters are considered the same as they both notify your intentions of leaving the job, a two-week notice letter should be provided to the employer at least 14 days before your departure from the company while a Resignation letter can be given to the company at any time.
