How To Write a Letter Of Resignation: Tips And Sample

by

It is good that you have found a new job. It is an undeniable fact that you have no option, nevertheless, to leave your current job. You must submit your resignation, whether on good or bad terms. 

Writing a resignation letter is crucial to let go of your old job without creating an awkward situation.

Before writing a resignation letter, you will find all the required information in this article. If you have decided to quit your current job and want to pay your boss, this article will help you.

What Is A Resignation Letter?

A letter of resignation is a communication from an employee to their employer informing them of their intention to leave their current position.

There are many reasons why someone might go to their job, including getting a new job, moving to a new town, prioritizing family time, etc.

Whatever the reason, the best action is to step down in person, followed by a resignation letter. 

Your intent to leave your current employer is declared in your resignation letter.

It is a formal letter that announces your resignation from your position and provides details such as your reason for leaving the company, contact information, title held therein, etc.

Why Is A Resignation Letter Important?

This notifies your employer that you are leaving the job. If you depart on a good note, you’ll have a better chance of obtaining a favorable employment reference.

You can leave your position on the best terms possible by following proper resignation etiquette.

The strategies you employ to write a resignation letter, the information you include, and how you deliver the letter to your employer are all examples of proper resignation letter etiquette.

When you resign, there are certain things you need to do, regardless of whether you’re switching jobs, quitting your job, or starting a completely new career.

When to Write Your Resignation Letter for a Smooth Career Transition!

Write your resignation letter when you’re in a good mood and at ease, like right after you tell your loved ones about the fantastic job you’ve just accepted.

Wait until your scheduled last day to say, “This was my last day,” if you are concerned that you will be shown the door if you give notice. “.

Keep your composure. Remember the saying, “The best retaliation is living well”! You will only be working for your company for a while.

What Is a Letter of Two Weeks’ Notice?

A letter giving two weeks’ notice is nearly identical to a resignation letter. You are announcing your resignation from the company in this letter.

States you will remain in your position for an additional two weeks before leaving. 

(Don’t you think it sounds more professional than “quit letter” and “job leaving letter”?). The typical time frame between announcing your departure and your final day at work is two weeks.

Should You Write a Resignation Letter?

No matter where you work—in a hospital, a coffee shop, etc.—it is proper to submit a resignation letter. Don’t resign, in other words, without one.

A formal resignation letter informs your employer that you are leaving the position, and a new employee must be hired to take over your responsibilities.

There are a few procedures that come to mind when composing a resignation letter:

  • What Your letter should include 
  • Things to avoid in your letter 

What To Include In Your Resignation Letter?

Salutation 

Your immediate manager or an HR representative should get your resignation letter, but occasionally you might also address it to your team, department, or the entire company. You can use the general salutation.

☞Date of departure and your intention 

Your decision to leave and the day you will be going should be clear in the body of your resignation letter. Specify the name of the business and your current position.

Also, mention any tasks you still have to finish, like unfinished projects or payments, before you depart the organization.

It is customary to provide two weeks’ notice; however, depending on your situation, you might leave sooner or give more time.

☞A Thank you must be included. 

Acknowledging the employer for the opportunity to work there with the company can create a positive atmosphere for the time you have left there and help to maintain a productive working relationship after you leave.

☞Your motive for departing 

You don’t have to include personal information in your resignation letter, even if you should clearly state why you quit your job.

Maintain a polite and businesslike tone.

☞Your contact details 

Your current position within the organization should follow your professional contact information.

To make it simpler for the business to contact you after your departure, you can include your private contact information.

Include your data after your signature if you didn’t previously do it at the top or in the letter’s body.

☞A proposal to help in the transition 

Here, you wish to assist so the company can transition smoothly.

For instance, please let me know how I may help locate and train your replacement.

Things To Avoid In Your Resignation Letter

➥A Long Justification for Your Departure 

It may be tempting to list several factors contributing to dissatisfaction with your current position.

But the best method for doing this is not through a resignation letter. 

➥Reasons you hated your job 

Avoid displaying bitterness because it suggests that you take pleasure in harboring grudges.

Your professional demeanor will win your boss’s respect if you acknowledge that you experienced issues at work but choose not to mention them in your letter.

Even if you have to be ambiguous, mention the positive aspects of your current position and what you learned.

➥Don’t get personal. 

 You’re welcome to express your gratitude to your manager in person. Avoid being sentimental or gushing in your resignation letter.

The message is not personal; it is professional.

➥Don’t criticize 

Criticism of any job, your coworkers, the company, or any of its policies.

You’re leaving because of that, right? They don’t care, so what’s the point?

➥Strike the right tone. 

No matter how casual your workplace is, you must submit your resignation in writing.

Your resignation should be written formally as a legal document, concluding with “Yours sincerely.”.

➥Praise new job 

You shouldn’t discuss the specifics of your new job in your letter of resignation. Perhaps you are unaware of it, but this frequently comes off as obnoxious or, at best, entitled.

Most employers want to read only a short description of your new job. It’s like adding salt to their “wound” of losing you, especially if you’re going to work for a rival.

After submitting your resignation letter, if you are questioned about your new position, remember that you are not obligated to provide any information. Once you’ve gotten used to your new place, you can provide more information.

Here are sample letters to relieve some of the stress of writing your resignation letter. Here are a few resignation letter samples that you can modify and, where necessary, customize to fit your needs.

Resignation Letter Types

There are various formats for business resignation letters. They comprise:

  • Letter of resignation giving “Period” notice.
  • Resignation letter in writing.
  • Letter of resignation from an independent contractor.
  • A letter of resignation outlining your reasons for leaving, etc.

Samples of Resignation Letters.

Your letter may differ based on the specifics of your position and your relationship with your employer.

However, all letters must contain your name and contact information, the date, and the name and contact information of the person to whom you are writing, who is usually your direct supervisor.

These samples will help you to write a better resignation letter. 

☑️Standard resignation letter

Dear [ Manager Name]

Accept this letter as official notice that I’m immediately leaving [job title] at [company name]. According to my notice period, [date of last day] will be my departure date.

Thank you for allowing me to hold this position for the last time in employment]. I’ll apply a lot of the knowledge I’ve gained here to my career, and I’ll remember this time as a crucial one in my career.

In addition to enjoying working with my coworkers, I have learned a ton during my time here.

I’ll do my best to ensure a smooth transition during the following [notice period in weeks] and provide any assistance to colleagues or my replacement as they take over my responsibilities. If there is anything else I can do to help with this procedure, kindly let me know.

Sincerely,

(Your Name).

☑️Advance Notice 

Dear [ Manager’sName]

I have decided to leave [company]. I know it will require some time to acclimate a new employee to the position of [position], so I want to give as much advance notice as possible.

I have developed professionally and learned much while working at [company]. Thank you for your advice and help throughout my employment.

Please don’t hesitate to contact me if you have any inquiries about the projects I’ve been working on. I would gladly assist with the transition.

I’m hoping for continued success for you.

Sincerely,

(your name)

☑️Resignation letter for resigning from a position that is not a good fit.

Dear [Manager’s Name],

I’m writing to inform you that I’m leaving [job title] at [company name]. It will be [date] when I leave the company.

I’ve learned during my time at [company name] that the role’s responsibilities are, regrettably, broader than I had initially thought. As a result, I want to look into other possibilities.

I appreciate your patience and the help and advice you have given me while employed by the company.

Please let me know how I can support a smooth transition over the coming [notice period in weeks] so that I can help.

Sincerely,

[Your Name].

☑️Short Resignation letter 

Name of the manager.

Your Designation

corporate name

Dear Sir, 

I would like to formally resign from my position as (name), which I currently hold with your company, with effect from (date).

I’m quitting on such short notice because of (reason). Although I apologize for the inconvenience, I hope you can appreciate the need for speed.

I appreciate the chances the organization has given me. I can’t express enough gratitude for how much I’ve learned during the past few years (during your tenure).

I would be highly thankful if you would consider my request and take action. I am ready to do my best to minimize any inconvenience during this transitional period.

You are welcome to phone or text me if you need help; my information is included in this letter.

Sincerely,

Your signature.

Your full name.

☑️Letter for a new opportunity 

Dear [ Manager’s Name],

I’m writing to formally inform you that I’m quitting my job at [company name] as [job title]. My termination date is [last day], by my notice period.

A new position has been presented, cutting my daily commute in half and allowing me to spend extra time with my family outside of work hours.

Thank you for all the opportunities I have been given here at [company] over the last [years and months of service]. I had a great experience here.

I am fully committed to helping to ensure a smooth transition in the upcoming weeks leading up to [end date].

Take A Look At Resignation Letter Templates:

➥Resignation Sympathy Letter
➥Withdrawal Of Resignation Letter
➥Resignation Letter Unhappy With Management
➥Resignation Letter Going Back To School
➥Police Officer Resignation Letter
➥Resignation Letter To Nurse
➥Boilerplate Resignation Letter
➥McDonalds Resignation Letter

Conclusion 

Following are some reminders:

It is always preferable to inform someone in person first rather than abruptly sending them a resignation letter, as this will prevent them from being bitterly surprised. You can then send a letter as a follow-up to formalize the agreement.

It could be misunderstood if you state the reason for your resignation in the letter. Determining everything in person is, therefore, preferable.

In addition, it’s best to keep the letter short and to the point. You can still mention the reason for quitting if it’s necessary.

Even if you are pleased with your decision to resign, you must remain upbeat and keep a tone of courtesy and gratitude throughout the letter.

There is nothing wrong with wanting to move on in this situation, so there is no need to apologize.

FAQs

Should I provide a reason for resigning?

It is not mandatory to provide a reason, but you can include a brief explanation if you feel comfortable.

However, it’s best to maintain a positive tone and avoid criticizing your employer or colleagues.

Should I mention my grievances or issues in the resignation letter?

It’s generally advised to address any issues or concerns in a separate conversation rather than in the resignation letter.

The letter should focus on your decision to resign and maintain a professional tone.

How long should my resignation letter be?

Keep your resignation letter concise and to the point. One to two paragraphs is usually sufficient.

Should I mention the new job or employer in my resignation letter?

It’s not necessary to mention your new job or employer in the resignation letter.

Focus on expressing gratitude and maintaining professionalism.

Should I offer to train my replacement?

It’s a good idea to offer your assistance during the transition period. Mention your willingness to help train your replacement or provide any necessary information.

Should I be prepared for a counteroffer from my employer?

It’s possible for your employer to present a counteroffer to encourage you to stay.

Consider your options carefully and evaluate whether it aligns with your long-term goals before making a decision.

More To Explore:

Was this article helpful?