A resignation is instead the method of resigning from one's position. A letter of resignation expresses your desire to leave your current employer.
A formal way to indicate your intention to leave your current position is to submit a resignation letter. Your decision to resign from the company is formally announced in the document, which also explains why you are doing so. It might make the transition more accessible if you successfully create a strong resignation letter.
Have you just quit your job, or are you getting ready to do so? You can be eligible for certain employee perks whether you left your job or were fired.
Having a one-on-one discussion with your supervisor to inform him or her of your plans to resign is the first thing you need to do.
Following this conversation formally is the resignation letter.
How to Write a Letter of Resignation?
Writing a letter of resignation is an important step when you have made the decision to leave your current job. It’s important to approach the process with professionalism and courtesy. Here’s a step-by-step guide on how to write a letter of resignation:
- Header: Start with your contact information, including your full name, address, phone number, and email address. Skip a line, and then include the date.
- Addressee: Include the recipient’s information, such as the name, job title, company name, and address. If you’re unsure about whom to address the letter to, check your employment contract or consult with your supervisor or the human resources department.
- Salutation: Begin with a formal salutation such as “Dear [Recipient’s Name],” or if you have a more casual relationship, you can use their first name.
- Opening paragraph: State your intention clearly and concisely in the opening paragraph. Start by mentioning that you are resigning from your current position and include the date of your last working day. You can also express gratitude for the opportunities you’ve had or mention any positive experiences.
- Body paragraphs: Use the body of the letter to provide more context and information. You can include the reasons for your resignation if you feel comfortable sharing them. However, it’s generally recommended to keep the tone positive and professional, focusing on your decision to move on rather than any negative aspects of the job or organization. You can also mention any unfinished tasks or projects and offer assistance in the transition process.
- Closing paragraph: Express your willingness to help with the transition and offer assistance in training a replacement, if applicable. Reiterate your gratitude for the opportunities you’ve had and express your hope for the company’s future success.
- Closing: Use a polite closing, such as “Sincerely,” followed by your full name. Skip a few lines, then type your name, signature, and job title. If you’re sending the letter via email, you can simply type your name.
- Proofread and edit: Before finalizing the letter, proofread it carefully for any grammatical errors or typos. Ensure that the tone is professional and respectful throughout.
- Delivery: Print the letter on a professional letterhead if possible. If you’re delivering the letter in person, print two copies—one for your employer and one for your own records. If you’re sending it via email, attach it as a PDF or Word document. You can also consider delivering a hard copy and sending an electronic version as a backup.
Remember, it’s crucial to maintain a positive and professional tone in your resignation letter. This letter may serve as a reference for future job opportunities or be shared with potential employers, so it’s important to leave a good impression even as you’re leaving your current position.
What should your letter of resignation include?
A letter of resignation should include the following elements:
- Date: Start the letter by including the date at the top.
- Recipient’s Information: Include the name, job title, company name, and address of the person or department to whom you are addressing the letter.
- Salutation: Begin with a formal salutation such as “Dear [Recipient’s Name],” or use a more casual salutation if you have a closer relationship.
- Opening Paragraph: Clearly state your intention to resign from your current position. Include the date of your last working day. Optionally, express gratitude for the opportunities or positive experiences you’ve had at the company.
- Body Paragraph(s): Provide additional context or explanation for your resignation if desired, but maintain a professional and positive tone. You can mention reasons for leaving, such as career advancement, personal growth, or new opportunities. Avoid criticizing the company or airing grievances in the letter. If applicable, offer assistance with the transition, mention any unfinished tasks or projects, or express your willingness to train a replacement.
- Closing Paragraph: Express your gratitude for the opportunities you’ve had and your optimism for the company’s future success. Reiterate your intention to resign and any offers of assistance during the transition period.
- Closing: End the letter with a polite closing, such as “Sincerely,” followed by your full name. If sending a physical letter, leave enough space for your handwritten signature. In an email, you can simply type your name.
- Proofread: Carefully proofread the letter for any spelling or grammatical errors. Ensure that the tone remains professional and respectful throughout.
- Delivery: Print the letter on a professional letterhead if possible. If submitting in person, provide two copies—one for your employer and one for your own records. If sending via email, attach the letter as a PDF or Word document. Consider delivering a hard copy and sending an electronic version as a backup.
Extend an offer of support
Certainly! Including an offer of support in your resignation letter shows professionalism and a willingness to assist during the transition period.
Here’s an example of how you can extend an offer of support:
Remember to customise this section to your specific role and the needs of your organization. Offering your assistance shows professionalism and a genuine concern for the company’s success, even as you move on to new opportunities.
Express your appreciation in writing
Certainly! Expressing appreciation in your resignation letter is a great way to leave a positive impression and show gratitude for the opportunities you’ve had.
Here’s an example of how you can express your appreciation:
Feel free to elaborate on specific experiences or individuals who have had a positive impact on you. It’s a chance to acknowledge the value of your time at the company and the relationships you’ve built.
Remember to keep your tone sincere and genuine, highlighting specific aspects that have made your experience memorable and valuable. Expressing appreciation will leave a positive impression and help maintain good relationships with your soon-to-be former colleagues and supervisors.
Why is a resignation letter necessary?
A resignation letter is necessary for several reasons:
- Formal notification: A resignation letter serves as formal notification to your employer that you are voluntarily leaving your position. It provides a clear record of your intent to resign and the date of your departure.
- Professionalism: Submitting a resignation letter demonstrates professionalism and respect for the company and your colleagues. It shows that you take your departure seriously and are following proper protocols.
- Legal and contractual requirements: In many cases, employment contracts or company policies require employees to provide written notice of resignation. Failing to provide a resignation letter could potentially have legal or contractual consequences.
- Documentation: A resignation letter creates a written record of your decision to resign and the terms of your departure. This can be important for future reference, especially if you need to provide proof of your resignation to potential employers, recruiters, or government agencies.
- Transition and planning: By providing a resignation letter, you give your employer time to plan for your departure and initiate the transition process. This allows them to start seeking a replacement, redistribute your workload, or make any necessary adjustments to ensure a smooth transition.
- Professional reputation: Leaving a job on good terms and following proper resignation procedures helps to maintain a positive professional reputation. You never know when you might need a reference or have future interactions with your former colleagues or supervisors. Submitting a resignation letter is a courteous and respectful way to leave your position.
When Should a Resignation Letter be Submitted?
A resignation letter should be submitted as soon as you have made the decision to leave your current job. The timing of when to submit the letter depends on various factors, including company policies, notice period, and your personal circumstances. Here are a few guidelines to consider:
- Review your employment contract or company policies: Check your employment contract or company handbook for any specific guidelines regarding resignation notice periods. Some organizations require a minimum notice period (e.g., two weeks) that you need to adhere to. Familiarize yourself with these requirements to ensure compliance.
- Consider the timing: It’s generally considered professional to provide your resignation letter in advance, allowing your employer enough time to plan for your departure and initiate the transition process. Aim to submit the letter at least two weeks before your intended last working day. However, in some cases, a longer notice period may be more appropriate, particularly for more senior or specialized roles.
- Personal circumstances: Evaluate your personal circumstances and the impact of your departure on your current team and projects. If you are in the middle of critical tasks or projects, you may want to discuss your departure plans with your supervisor before submitting the resignation letter. This allows you to have a conversation about the best timing for your departure and ensure a smooth transition.
- Choose an appropriate time and method: Request a meeting with your supervisor or manager to discuss your resignation in person. During the meeting, present your resignation letter and discuss the details of your departure. If an in-person meeting is not feasible, submit your resignation letter via email or in writing, ensuring it reaches the appropriate recipient.
Importance of a Resignation Letter in an Organisation
A resignation letter holds significant importance in an organization for the following reasons:
- Formal notification: A resignation letter serves as a formal notification to your employer that you are leaving your position voluntarily. It provides clarity and eliminates any confusion regarding your intentions to depart from the company.
- Documentation: The resignation letter serves as a written record of your decision to resign and the terms of your departure. It creates a paper trail that can be referred to in the future, if needed, for legal or administrative purposes.
- Compliance with policies and contracts: Many organizations have policies or employment contracts that require employees to provide written notice of resignation. By submitting a resignation letter, you fulfill your obligations and comply with these requirements, avoiding any potential issues or complications.
- Transition planning: A resignation letter allows the organization to start planning for your departure and initiate the necessary transition process. It gives your employer time to reassign your responsibilities, find a replacement, or make any necessary adjustments to maintain workflow and productivity.
- Professionalism and courtesy: Submitting a resignation letter demonstrates professionalism and courtesy towards your employer and colleagues. It shows that you take your departure seriously, respect the company’s protocols, and give them adequate notice to prepare for your absence.
- Maintaining a positive relationship: Leaving a job on good terms is crucial for maintaining a positive relationship with your employer and colleagues. A well-written resignation letter can help ensure that you leave a lasting positive impression, which may be important for future references, networking, or potential opportunities within the organization.
- Employee records: The resignation letter becomes a part of your employee records, providing a documented account of your departure. This information can be useful for HR purposes, such as updating personnel files, finalizing payroll and benefits, or conducting exit interviews.
What to avoid?
When writing a resignation letter, there are certain things you should avoid to maintain professionalism and leave a positive impression. Here are some things to avoid:
- Negative or critical language: Refrain from using negative or critical language in your resignation letter. Avoid expressing grievances, pointing fingers, or criticizing the company, your colleagues, or your supervisors. Instead, focus on the positive aspects of your experience and the reasons for your departure.
- Lengthy explanations: While it’s important to provide a brief explanation for your resignation, avoid going into unnecessary detail or writing an excessively long letter. Keep your letter concise and to the point, highlighting the key information and maintaining a professional tone.
- Emotional language: It’s natural to have emotions when leaving a job, but try to keep your resignation letter free from overly emotional language. Keep the tone professional and objective, expressing gratitude and appreciation without becoming overly sentimental or dramatic.
- Immediate negative feedback: If you have concerns or feedback about the company, your role, or any issues you faced during your employment, it’s best to address them separately and in a constructive manner. Your resignation letter is not the appropriate place to air grievances or engage in negative feedback.
- Lack of clarity or ambiguity: Make sure your resignation letter is clear and unambiguous. Clearly state your intention to resign, mention the date of your last working day, and provide any necessary details or instructions related to the transition process. Avoid leaving room for confusion or misunderstanding.
- Personal attacks or blame: Avoid making personal attacks or blaming individuals in your resignation letter. It’s essential to maintain professionalism and focus on the positive aspects of your experience, even if you had challenges or disagreements during your tenure.
- Burning bridges: Leaving a job on good terms is important for your professional reputation and future opportunities. Avoid burning bridges or damaging relationships by maintaining a respectful and positive tone in your resignation letter. You never know when you might need references or have future interactions with your former colleagues or supervisors.
How Does a Resignation Letter Help to Safeguard the Employer and Employee’s Position in a Company?
A resignation letter is not required to be answered by the employer. It is, nonetheless, best practise to formally acknowledge the resignation in writing. A clear approach to demonstrate that you have received a resignation letter is to respond to it. Knowing whether their resignation has been accepted or rejected as well as the next steps is beneficial to the departing employee.
However, sending a resignation letter before quitting a company ensures that the employee is well-aware of the company terms and conditions and hence, it makes a good impression in front of the employer as well.
Things to Include in a Resignation Letter
- Statement of resignation: Clearly state that you are resigning from your position. Specify your job title and the name of the company or organization.
- Date of resignation: Include the date when your resignation is effective. This helps provide clarity on your last working day.
- Gratitude and appreciation: Express your gratitude and appreciation for the opportunities and experiences you’ve had during your time with the company. Acknowledge the support, mentorship, and professional growth you’ve received.
- Reason (optional): While not necessary, you can provide a brief explanation for your resignation if you feel comfortable doing so. However, it’s generally recommended to keep the tone positive and focus on your decision to move on rather than any negative aspects.
- Offer of assistance: Extend an offer of support during the transition period. Express your willingness to help train a replacement, document processes, or assist in any way to ensure a smooth handover of your responsibilities.
- Closing remarks: Reiterate your appreciation for the opportunities and express your well wishes for the company’s future success. Keep the tone positive and professional.
- Contact information: Provide your contact information, including your phone number and personal email address. This makes it easier for your employer to reach out to you if needed.
- Closing and signature: Close the letter with a professional closing, such as “Sincerely,” followed by your full name. If sending a physical letter, leave space for your handwritten signature. If sending via email, simply type your name.
Resignation Letter Format
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[Day, Month, Year] [Supervisor’s Name] [Supervisor Role] [Employer – Company Name] [First Line of Address] [Second Line of Address] [City], [State] – [PIN Code] Dear [Mr/Ms], [Supervisor’s Name], I am writing to resign from my position as [Position Held] [Resignation Date Requested]. [Resignation Reason – You may copy and paste a specific reason from said list below]. As a result, I’d appreciate it if you would acknowledge receipt of my confirmation and departure date. Don’t hesitate to contact me to see if there’s anything I can do to help with the transition. Might I greatly acknowledge you and the [Employer – Business Name] for your assistance and opportunities during my employment? I wish you, your team, and [Employer – Business Name] nothing except success in the future. Yours sincerely, [Name of the Recipient] [First Line Of Address] [Second Line of Address] [City], [State] – [PIN Code] |
An Example of a Resignation Letter
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Dear [Employer’s Name], I am writing to inform you that I have decided to resign from my position as [Your Position] at [Company Name]. My last day of work will be [Date]. I have enjoyed my time at [Company Name] and appreciate the opportunities that you have provided me during my employment. However, I have decided to pursue other career opportunities. I am committed to ensuring a smooth transition during my remaining time at the company. Please let me know how I can be of assistance during this period. Thank you for your understanding. Sincerely, [Your Name] |
Types of Notice Letters and Templates
Resignation Because of a Career Change
If you are leaving your job because of a career change, you can use a resignation letter template like this one:
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Dear [Manager’s Name], I am writing to inform you of my resignation from my position as [Position] at [Company Name]. My resignation will take effect on [Date of Resignation]. I have decided to resign because of a career change. I would like to express my gratitude for the opportunities provided during my tenure at [Company Name]. I have learned a lot and gained valuable experience that will be helpful in my new position. I am willing to assist during the transition period and to help train my replacement. Please let me know if there is anything I can do to make the transition smoother. Thank you for your understanding. Sincerely, [Your Name] |
Resignation Because of Relocation
If you are leaving your job because of relocation, you can use a resignation letter template like
this one:
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Dear [Manager’s Name], I am writing to inform you of my resignation from my position as [Position] at [Company Name]. My resignation will take effect on [Date of Resignation]. I have decided to resign because of relocation. I would like to express my gratitude for the opportunities provided during my tenure at [Company Name]. I have learned a lot and gained valuable experience that will be helpful in my future endeavors. I am willing to assist during the transition period and to help train my replacement. Please let me know if there is anything I can do to make the transition smoother. Thank you for your understanding. Sincerely, [Your Name] |
Resignation Because of a Return to Education
If you are leaving your job because of a return to education, you can use a resignation letter template like this one:
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Dear [Manager’s Name], I am writing to inform you of my resignation from my position as [Position] at [Company Name]. My resignation will take effect on [Date of Resignation]. I have decided to resign because I will be returning to school to further my education. I would like to express my gratitude for the opportunities provided during my tenure at [Company Name]. I have learned a lot and gained valuable experience that will be helpful in my future endeavors. I am willing to assist during the transition period and to help train my replacement. Please let me know if there is anything I can do to make the transition smoother. Thank you for your understanding. Sincerely, [Your Name] |
Resignation because of personal reasons
If you are leaving your job because of personal reasons, you can use a resignation letter template like this one:
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Dear [Manager’s Name], I am writing to inform you of my resignation from my position as [Position] at [Company Name]. My resignation will take effect on [Date of Resignation]. I have decided to resign because of certain personal hurdles. I would like to express my gratitude for the opportunities provided during my tenure at [Company Name]. I have learned a lot and gained valuable experience that will be helpful in my future endeavors. I am willing to assist during the transition period and to help train my replacement. Please let me know if there is anything I can do to make the transition smoother. Thank you for your understanding. Sincerely, [Your Name] |
Resignation because of maternity/paternity leave
If you are leaving your job because you are bringing a child into this world and would like to focus on that, you can use a resignation letter template like this one:
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Dear [Manager’s Name], I am writing to inform you of my resignation from my position as [Position] at [Company Name]. My resignation will take effect on [Date of Resignation]. I have decided to resign as I am just about to bring a child into this world and would like to focus on my family. I would like to express my gratitude for the opportunities provided during my tenure at [Company Name]. I have learned a lot and gained valuable experience that will be helpful in my future endeavors. I am willing to assist during the transition period and to help train my replacement. Please let me know if there is anything I can do to make the transition smoother. Thank you for your understanding. Sincerely, [Your Name] |
Resignation because of changes at a company
If you are leaving your job because of changes at the company, you can use a resignation letter template like this one:
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Dear [Manager’s Name], I am writing to inform you of my resignation from my position as [Position] at [Company Name]. My resignation will take effect on [Date of Resignation]. I have decided to resign as I am unhappy with certain changes in the company policy. I would like to express my gratitude for the opportunities provided during my tenure at [Company Name]. I have learned a lot and gained valuable experience that will be helpful in my future endeavors. I am willing to assist during the transition period and to help train my replacement. Please let me know if there is anything I can do to make the transition smoother. Thank you for your understanding. Sincerely, [Your Name] |
Reasons For Resignation
- Career advancement: Many individuals resign to pursue new opportunities for career growth and advancement. This could involve transitioning to a higher-level position, seeking a new industry or specialization, or taking on more challenging roles.
- Personal development: Some people resign to focus on personal development or explore new interests outside of their current job. This may include further education, starting a business, or pursuing a passion project.
- Relocation: Relocating to a different city or country is a common reason for resignation. Whether it’s due to personal reasons, family obligations, or a spouse’s job transfer, individuals may resign to accommodate the move.
- Work-life balance: Striving for a better work-life balance is another reason people resign. This could involve leaving a demanding job to prioritize personal life, family commitments, or overall well-being.
- Conflict or dissatisfaction: Unresolved conflicts, toxic work environments, or dissatisfaction with the job or company culture can lead individuals to resign. In such cases, people often seek a healthier and more positive work environment.
- Better compensation or benefits: A desire for better compensation, benefits, or work conditions can prompt individuals to resign in search of a more rewarding package elsewhere.
- Company restructuring or downsizing: Organizational changes, such as restructuring, downsizing, or mergers, may lead to job insecurity, reduced responsibilities, or a shift in work dynamics. Some individuals may choose to resign in such circumstances.
- Personal circumstances: Personal circumstances such as health issues, family obligations, or caregiving responsibilities may require individuals to resign from their current position to prioritize their personal well-being or take care of loved ones.
Conclusion
Do you wish to take legal help while writing a resignation letter? If yes, you can get in touch with the legal professionals of Vakilsearch. Our experts will keep no stones unturned in providing you with every single assistance in comprehending a Resignation Letter Format.
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