Hello there! If you’re here, it can only mean one thing: you’re quitting your job.
You’ve probably gotten a new job (congratulations!). Perhaps you’re too stressed or have other personal things to attend to.
Whatever your reasons, the time has come to say goodbye to your old job and move on.
But, unlike in the movies, you can’t just say, “I quit!” and walk away. This is not the case. You must compose a resignation letter when you wish to leave your employment.
If you’re unsure how to write a resignation letter, don’t worry; we’re here to help! This blog will cover everything you need to know about a resignation letter.
So, let’s get started!
What is a Resignation Letter? (Definition)
A letter of resignation is an official letter given by an employee to their employer declaring their intention to leave their current position at the company. It offers information regarding the last day of work and specifies any following steps for transition.
Simply put, it is an official method of quitting.
Depending on your employment contract, your resignation may take effect immediately or later and be submitted as a printed letter or an email.
But why is it such a big deal to write a resignation letter? Want to learn more? Scroll down now!
Why Is It Important to Write a Resignation Letter?
Before quitting your employment, it is traditional and professional politeness to submit a letter of resignation.
However, it is much more than a social and professional practice; it is equally essential for you and your business. This is why:
1. Helps Maintain a Positive Relationship
Writing a resignation letter is a respectful and polite way to end your relationship with your employer. It shows the effort you made to thank your employers and seniors in the case of your leaving.
This means that your resignation makes a favourable impression on your employers and helps you keep a positive relationship with them long after you have left.
Furthermore, it ensures that you have an excellent track record as an employee, which is beneficial for future references.
2. Shows Gratitude
Putting it all in your resignation letter is a terrific way to express gratitude to your employers for helping you learn so much throughout your time with the company.
It’s the ideal time to express appreciation for their support throughout your professional career. This will also make a positive opinion on your employers.
3. Prepares the Company
Your resignation letter informs your employer that you are leaving and specifies your departure date.
This gives your organisation adequate time to plan and prepare for your departure and find a replacement or substitute for your position.
4. Proof of a Resignation
A letter of resignation formalises your choice to leave your work. This is an official document and verification of your departure from the company.
It also helps HR departments keep track of your time at the company for purposes such as payroll and future reference.
In short, everything about a resignation letter screams professionalism, which is essential as you move up the ability to work.
So, to quit your company gracefully, you must prepare a flawless letter of resignation. Don’t know how to write one?
Don’t be concerned, dear friend! We’ve got you covered in the next section. What are you waiting for? Immerse yourself!
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How to Write a Resignation Letter?
1. Use Business Letter Format
Before you begin writing your resignation letter, make sure you follow the correct business letter format. Don’t forget to include a header with your employer’s name, company address, date, proper salutation, etc. This is especially important if you send the letter in hard copy or print.
You don’t want to give an unevenly formatted letter, therefore, utilise proper spacing throughout your text and align everything according to the margin.
2. State Your Intention
Your first paragraph should state that you are resigning from your employment at the company.
Make your intentions clear so your employer does not receive the erroneous impression that you are willing to stay if they offer you a bigger salary or other benefits.
Remember that you are writing an official resignation letter, so there is no need to sugarcoat or be creative with your opening sentence.
“Please take this letter as notice of my resignation from my position as (insert your position here)” is an example of a starting sentence. OR “It is with deep regret that I submit my resignation letter as (insert your position).”
3. Mention Your Last Day
If you thought you could define your intention to resign in a letter of resignation and move on, you were wrong. Other facts about your resignation must be included in your letter so your company can transition smoothly.
That is why specifying your last working day is an essential component of your resignation letter, as it allows your company to plan for finding a replacement for your position.
You can indicate your last working day immediately after stating your desire to resign. You could even write it in the same sentence.
For example: “I hereby submit my resignation letter as (insert your position) effective August 1, 2022.” “My last day of work will be August 1, 2022.”
4. Give Your Reasons (Optional)
In your resignation letter, it is not essential to mention your reasons for quitting your job. If you have a close relationship with your employer, you should clarify why.
Even in this case, you are not required to discuss your reasons. Keep it short and sweet.
You can, however, explain why you are leaving, such as health reasons, a job offer from another company, maternity leave, and so on. However, the decision is yours.
Here’s how to go about it: “I was just offered a new position at a different company and have decided to accept it.” OR “I have decided to resign because of personal circumstances.”
5. Offer Assistance with Transition
Most resignation letters include an offer to assist with the transition of your leaving. To be polite, don’t make any promises you can’t keep.
However, if you are in a position to help, express your readiness to aid in the changeover.
It could be through hiring a new employee or training your replacement to ensure a smooth transition of your responsibilities. In this manner, you and your employer can end the problem with mutual respect.
Here’s how you can put it: “I am willing to help with the transition of my responsibilities so that the company can continue to operate successfully after my departure.” I am available to assist in the recruitment and training of my replacement.”
6. Thank Your Employer
You probably didn’t expect your resignation letter to include many components, but the most crucial is expressing your thanks to your employers.
You can record happy recollections, praise the opportunity you were given, and thank your employer or management for their efforts in assisting you to learn inside the organisation.
This not only leaves a positive impression on your employer, but it is also a smart move because you can use this link for future references.
“I want to express my heartfelt gratitude for all the opportunities you have given me and all the knowledge I have gained at your company over the years,” you can say. Alternatively, “Thank you for going above and beyond to ensure my success in my position.”
7. Wrap up
What you said earlier in your letter will determine how you end your resignation letter. It could conclude with an offer of transition aid or a heartfelt thank you note.
Whatever it is, it must be done positively.
You can leave your personal contact information so they can quickly contact you. Then, before you write your name or sign your letter, you might end it with “Kind Regards,” “Warmly,” or “Sincerely.”
8. Proofread Proofread Proofread
There is no going back after you have submitted your letter of resignation. Check for any typos or grammatical issues, and make sure the tone is positive.
You can double-check your letter by having a friend or coworker proofread it one last time to ensure everything is in perfect condition.
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