A letter of resignation is a formal document that informs your employer about your intention to leave your current job. It can be written or emailed and should include your final work day.
What Is a Resignation Letter?
An employee submits a resignation letter to their employer, informing them of their intention to leave the organization. Ideally, it should be submitted at least two weeks before the employee’s last day of work.
A well-written resignation letter can help ensure a smooth transition and maintain a positive professional relationship. It should be written in a respectful and professional tone, include the employee’s last day of work, and express gratitude for the opportunities provided by the employer.
What to Include
A resignation letter typically includes the following elements:
- Statement of Resignation: An explicit declaration that the employee is resigning from their position.
- Last Day of Work: The letter should specify the employee’s final work day, often considering the required notice period per the company’s policy or employment contract.
- Reason for Resignation: While not mandatory, many briefly explain their decision to resign. This can be as simple as moving on to another opportunity or as detailed as personal reasons.
- Gratitude: It’s common to express thanks for the opportunities provided by the employer, such as professional growth, experiences, or support.
- Offer of Assistance: Many resignation letters include an offer to assist with the transition, such as training a replacement or wrapping up projects.
- Contact Information: Provide updated contact information for future correspondence.
What Not to Include
When it comes to writing a professional resignation letter, alongside the essentials you need to include, there are also several items you should leave out:
- Negative comments: Remain professional and avoid negative comments about your manager or colleagues in your letter. Criticizing the company or its policies could harm your chances of getting a good reference in the future and damage your reputation. Keep your resignation letter focused on your reasons for leaving and express gratitude for the opportunities you were given.
- Being overly optimistic: Again, you need to keep it professional, and if you are known not to be happy in the role you’re resigning from, using overly optimistic language could come across as sarcastic or even negative. Keep a neutral tone.
- An immediate departure date: Unless it’s because of emergency circumstances or previously discussed with your manager, you should not be resigning with immediate effect. You could eliminate any possibility of rehiring or damage your chance of a good reference in the future. Give a proper notice period and check the company’s policy on resignations.
- Personal information: Focus on your professional reasons for leaving, and don’t include personal information about yourself or others. Avoid discussing personal problems or issues that may have led to your decision to resign.
- Emotional language: Avoid any overly emotional language or sentimentality. Keep the tone of your letter neutral and respectful to maintain a positive relationship with your employer.
Why Use
Submitting a resignation letter effectively informs all the relevant departments about your departure from the company. A well-written and polite letter not only impresses your manager but also helps build a positive image of you.
When to Send a Resignation Letter?
If you decide to leave your company, giving them a formal resignation letter is important. The letter should be given at least two weeks before your last day but no more than two months in advance.
How to Write a Resignation Letter
We recommend that you write a civil, concise letter that contains the following:
Step 1 – Date and Address
Include the date you submit the letter in the top left line above the address.
The address should follow a formal business letter template. Use the company name on the first line, followed by the street address, city, and zip code.
Step 2 – Addressee
The addressee is usually your manager – you can use their first name. If the situation calls for it, you can address a larger audience, such as a unit, team, department, or company.
Step 3 – Resignation Declaration and Date of Departure
It would be best to clarify from the first sentence that you are resigning, and a precise departure date is necessary as it lets your manager strategize the path forward. This will probably be in line with the company policy on what your notice period should be.
Step 4 – Reasons for Leaving (Optional)
In this section, use your diplomatic skills to explain your departure, citing acceptable reasons such as health concerns, spending more time with family, relocation, or career change.
Remember that this letter is usually not the best way to express dissatisfaction with your company. You can metaphorically nail 95 grievances to your boss’s desk by crafting a letter detailing urgent reform areas but think hard about the pros and cons of delivering such a letter.
Step 5 – Thank You Section
Make sure to end the letter by thanking your manager, and if you feel grateful, acknowledge the opportunity they gave you.
Step 6 – Signature
Sign above your typed name if you submit a hard copy of the letter. A typed name suffices as an online resignation letter.
How to Submit
You can schedule a private meeting with your manager to discuss your plans and intentions. After the meeting, you may want to follow up with a formal resignation letter to make it official. Ultimately, the decision is yours, and you should do what you feel comfortable with.
If you choose not to submit a resignation letter, you should ensure that all relevant parties, including your manager, HR, and other stakeholders, approve your exit.
It’s crucial to communicate with each department and not assume everyone is on the same page. Taking the initiative to keep everyone informed will help ensure a smooth transition.