Communications

How to Write a Professional Resignation Letter (Samples)

What is a letter of resignation?

A Resignation letter is a formal means to inform your employer of your desire to leave your position. The letter both formalizes your intention to leave the organization and explains your motivations. Writing a strong resignation letter with ease may possibly make the transition easier.

Naturally, the first thing you must do is have a private discussion with your manager to inform them of your plans to resign.

The official response to this exchange is the resignation letter. It’s important to keep in mind that, similar to your CV, this will probably end up in your employee file, which is one of the reasons it’s crucial to depart on good terms.

Best practices for how to write a letter of resignation

For some people, writing a resignation letter is a daunting undertaking. That’s why we made the decision to compile a tonne of advice on writing a resignation letter right here. Continue reading to find out more about what to put in your letter, when to submit it, and how.

When should you write a letter of resignation?

There are specific resignation etiquettes that you must adhere to while quitting your job in order to make the transition as painless as possible. The length of time you should offer your boss to be ready for your departure is one such manner.

In the US, it is customary to submit your resignation letter two weeks before your departure. If you reside elsewhere, you will need to do some research to determine what the customary resignation time is there. Your boss will have enough time to find a successor because of this. Additionally, it will make it possible for you to assign your tasks to a new person or a member of your team.

Although you have the option, don’t send your resignation letter more than two weeks in advance. However, you should definitely adhere to the terms of your job contract if it specifies how much notice you must give. Remember that giving your employer two weeks’ notice is not required. Be ready for some employers to ask you to cease immediately.

Recommended Read: Relieving letter format

How should you submit your resignation letter?

Really, there are only two options for presenting your resignation letter: in person as a physical letter or by email.

Various criteria will determine what is best for you. One is not superior to the other. Email may be the best option if your company has a paperless culture.

Whatever method you choose, make sure you’ve spoken to your manager in person before sending your resignation letter. Although it may be uncomfortable at the moment, it is ultimately the right course of action.

These actions are all part of a graceful resignation:

Resignation letter template – what should you include in your resignation letter?

Similar to other business letters like a cover letter, a resignation letter serves the same purpose. It has a letterhead, three to four paragraphs about your resignation, and your signature.

With a resignation letter, you don’t have as many formatting options as you would with a resume.

What you should include in your resignation letter is as follows:

Letterhead

Your name, your position title, and any other pertinent information should come first in your resignation letter. Even though it might seem superfluous, especially if you work for a small business, the letter is still important because it will be kept in your employee file. Include details like these:

Statement of resignation and end date

In the opening paragraph of your resignation letter, mention your position and your plans to resign. Since this will likely be one of your employer’s initial inquiries, make sure to include include the end date of your job.

Dear, [recipient’s name]

I would want to let you know that, as of [date], I will no longer be working for [business name] in the capacity of [name of position].

Show your gratitude

Consider your contributions to your workplace for a moment.

Tell your soon-to-be ex-employer what you’ve learnt, what you’ve loved most about working there, or even who has had a particular influence on you. Since leaving your job on a positive note will make the transition easier, it’s crucial to keep this paragraph upbeat.

I am grateful for the chances you have given me to advance professionally during the past [time]. I’ve enjoyed working with [business name] and especially feel grateful to have been a part of such a kind team.

Offer your help with the transition

Next, we advise you to provide your assistance in order to make the move go as smoothly as possible. For example, you could write something like this:

Of course, I’m volunteering to assist as much as I can in the transfer of my job responsibilities to my replacement. Additionally, I’ll make sure that all of my reports are current and prepared for distribution.

Optional: main tasks

If it applies to you, you might choose to list your primary responsibilities and unfinished projects in the following paragraph.

This will make the move simpler and be of great assistance to your old company. This section is optional, so only include it if it makes sense to do so.

Here is a breakdown of my recent primary duties and responsibilities to aid my replacement in adjusting:

[List of primary roles and tasks]

Signature

The final step is to sign. If you hand it in on paper, be sure to type your name and sign it by hand. It should be sufficient to sign with your typed name if you are submitting the document by email.

Sincerely,

[Your name]

Resignation letter template text version:

Dear, [recipient’s name]

I would want to let you know that, as of [date], I will no longer be working for [business name] in the capacity of [name of position].

I am grateful for the chances you have given me to advance professionally during the past [time]. I’ve enjoyed working with [business name] and especially feel grateful to have been a part of such a kind team.

Of course, I’m volunteering to assist as much as I can in the transfer of my job responsibilities to my replacement. Additionally, I’ll make sure that all of my reports are current and prepared for distribution.

Here is a breakdown of my recent primary duties and responsibilities to aid my replacement in adjusting:

[List of primary roles and tasks]

Once again, I’m grateful for the chance to work at [business name]. I hope to keep in touch and send you my warmest wishes. I’m always available at [contact details].

Sincerely,

[Your name]

Family reasons

I would want to let you know that, as of [date], I will no longer be working for [business name] in the capacity of [name of position]. As you are aware, my daughter gave birth to their first child just recently, and I have chosen to remain with them and concentrate on supporting them as they raise their family.

I am grateful for the chances you have given me to advance professionally during the past [time]. I’ve enjoyed working with [business name] and especially feel grateful to have been a part of such a kind team.

Please let me know if there is any way I may help during this change. I will make sure that all of my reports are updated before my last day of work and am available to assist in training my replacement.

Once again, I’m grateful for the chance to work for [business name]. I’m looking forward to keeping in touch and sending you my warmest wishes. My email address is [your email address].

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