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How To Write a Resignation Letter – Tips & Samples

You might need to compose a letter declaring your resignation before leaving a job. For this, it is essential to focus on a resignation letter format that best conveys your message, professionally. A resignation can happen for a variety of reasons, but it’s crucial to give your employer enough notice and explain your reasons as a matter of professional respect so they have time to locate a replacement. You can produce a more polished, well-organized letter by comprehending the how and why of drafting a resignation letter. 

A well-written resignation letter is one of the most reliable stepping stones in your professional career when it is composed simply and professionally. They are among the best methods for formally leaving a company in a good light because it aids in preserving your relationship with the business and your coworkers going forward. A resignation letter also gives your employer the details they need to know about your departure from the organization. In this post, we’ll look at simple steps to forming a resignation letter.

Related Article: Writing a Cover Letter Post Layoff – Tips & Samples

What is a Resignation Letter?

A resignation can happen for a variety of reasons, but it’s crucial to give your employer enough notice and to explain your reasons as a matter of professional respect so they have time to locate a replacement. You can produce a more polished, well-organized letter by comprehending the how and why of writing a voluntary resignation letter. In this post, we’ll look at the three simple steps to writing such a letter and will go over the standard resignation letter format.

Typically, the standard parts of a resignation letter are: 

  • Statement of resignation
  • Date of last working day
  • Statement of gratitude
  • Any important/relevant information
  • Signature

Related Article: Preparing For a Layoff – Steps To Take

Writing a Resignation Letter

To follow any procedures your employer has in place, you could speak with your immediate supervisor or HR manager before writing your letter. They might, for instance, request specific data from you or direct your communication to particular employees. For additional information on your company’s resignation policy, you can get in touch with the human resources department or representative, if one exists. The policy might also be included in a copy of your employee handbook.

On a more general perspective, you must include the following details in the following order: 

1. Note the date and time
The time, date, and a few other parameters are usually included in formal communications to maintain track of timestamps. This information is already present in an email, so it is not required if you decide not to write a physical resignation letter.

2. Begin by incorporating an address line
Use the name of the recipient. You can start sentences with “Dear,” “Hello,” or just “Mr./Ms. [supervisor’s last name].”

3. Include a statement of resignation
Clearly state that the purpose of your letter is to submit your official resignation from the company. You can also provide the title of your current position if you’d like. 

4. List your last working day
Although it is customary to give two weeks’ notice, your employer may have specific requirements on when you must stop working. List the date and weekday of your last day at the company 

5. Add words of appreciation
Maintaining positive relationships in your career is always a wise choice. This is because it helps to create a smooth transition by writing one or two words outlining what you are grateful for and about your time working for the company. 

6. Include any important/relevant information 
List any important details about your transition that the receiver needs to be aware of. You can pre-arrange these specifics with your manager. 

7. Add your signature in the end
Finally, put your name at the bottom of the letter following a closing phrase like “Sincerely” or “Thank you“.

Related Article: How to Resign the Right Way

Formatting a Resignation Letter

By following a specific format, you can make sure that your resignation letter contains all the details your employer needs to guarantee a smooth transition. You must compose your resignation letter with the utmost care and decorum because it will be included in the company’s official records. 

You can follow these steps to format a simple resignation letter:

  1. Contact information and date
    Since resignation letters are a professional form of communication, it is best to start with your contact information, the date, and the contact information for your employer. You can omit this portion from your resignation letter if you’re submitting it via email.
  1. Start with a greeting 
    Write the letter to your manager or an HR official. You can address them by their name, such as “Mr. Alan,” or with a formal greeting, such as “Dear” or “Hello“. 
  1. Resignation statement 
    One or two phrases that succinctly mention that you are leaving your position along with the date of your last day on the job should make up the first paragraph of the letter.
  1. Reason for resignation (optional)
    Any information that will assist your employer in preparing for your leave, such as the reason you are quitting, might be included in your second paragraph. A reason for your departure may be appreciated by your employer, and giving one might help you keep a professional rapport with them.
  1. Offer to assist with the changeover 
    You can also volunteer to help with finding your replacement or preparing the person who will take over for you, while it is not necessary. To further ease the transition, think about telling your employer that you will update them on any unfinished work or duties before your departure.
  1. Show your appreciation 
    Your resignation letter’s closing sentence should express gratitude to the company for the chance to work there. To personalize the letter, think about emphasizing a particular ability or experience you acquired while working there. To keep your letter clear and concise, keep this section short. 
  1. Finish and sign
    Add a closing line to your letter, such as “Sincerely” or “Thank you.” Below your signature, write your name.
How To Write a Resignation Letter

Additional Tips

  • Keep it brief
  • Be professional and positive
  • Format using basic standards
  • Speak with your manager
  • Follow any procedures in place

Conclusion

If you leave on a professional note, further references and background checks will reflect favorably on you and your company. It’s preferable to submit a resignation letter or email after you’ve resigned in person, if at all possible, to formalize your choice. They can use the extra time to employ someone else, delegate your tasks to someone else, or change the scope of the project. Resignation letters may also include the reason(s) for your departure, giving employers the chance to respond.

Related Articles:
How to Deal With Losing Job or Unemployment – Steps to Take
Steps to Take After Layoffs or Being Let Go
Getting Laid Off: What to Do & What it Means?
How to Answer Why You Left the Job if You Were Laid Off

FAQs

1. How can I step down politely? 
Suggestions for quitting your job politely 

  • Provide enough notice 
  • Speak face-to-face with your management 
  • Talk to each other honestly and professionally 
  • Send your formal resignation letter
  • Make the changeover as seamless as you can
  • Leaving but staying in touch

2. What is the most formal manner to notify your resignation? 
You might want to hold off on saying, “I quit” for starters. Try to avoid using the word “quitting” when describing your decision to leave your position. Instead use words like “resign” or “voluntary separation.”

3. Do you inform your management or HR of your resignation? 
Despite the fact that no two employers are the same, you’ll often give your supervisor a letter of resignation and then deal with HR to wrap up your employment there.

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