If it’s time for you to leave your current job for any reason, it is always a good idea to inform your employer in a formal way and leave the company on a positive note. But if this is your first job and you have never written a resignation letter before, you may be wondering on how to write a resignation letter? What is the format or template for writing a resignation letter?
In this article, you will find all the answers regarding how to write a resignation letter.
How to Write a Resignation Letter?
Before knowing how to write a resignation letter, it is very important to understand the basics first. To help you get started, let’s discuss a few concepts that will give you a better understanding of the process and rules to follow.
What is a resignation letter?
An employee’s resignation letter is an official letter written to their employer informing them that they will be leaving the organization. To put it another way, it’s an official way of quitting. The purpose of a resignation letter is to establish an official record of notice, provide facts about the employee’s last day, identify any next steps, and preserve a positive relationship with the employer. To leave as professionally as possible, use the free resignation letter templates provided in this article below.
Why is a resignation letter important?
If you work in a higher position or deal with sensitive information, your company will want to safeguard itself. Particularly if you’ll be working for the competition. As a result, resigning in writing makes it official. It’s also the right thing to do from a professional standpoint. It is a sign of deference. While you may no longer want to work for your company, writing a letter of resignation shows that you respect them and want to retain a professional connection. You can express your gratitude to your employer for the opportunity and the experience in your resignation letter.
What to include in a resignation letter?
Your resignation letter should, in general, be brief and to the point. You should provide information about your departure time in your message. Offering to assist throughout the transition period and the weeks following is typically appreciated, while it is not essential. You might also express your gratitude to the employer for your time there.
The following items should be included in your resignation letter
- A declaration stating unequivocally that you will resign.
- Based on the notice you’re giving, the date of your final day of work
- A brief explanation of your departure
- After the letter, include a brief, courteous thank you.
Other items to put in your resignation letter are
- Something positive about your work experience (for example, the chance to gain experience or develop skills)
- An offer to assist the organization in making things easier (for example, helping train other staff before you finish)
Tips for how to write a resignation letter
Below are some of the most important tips on how to write a resignation letter.
- Resignation letters are usually written in a formal tone. It contains all of the fundamental concepts, such as name, address, employer’s name, date, and so on.
- The following is the fundamental format: The current date, firm name, and address should all be included in the heading. Begin your letter with an introductory salutation like Dear Mr./Ms./ Mrs. and the recipient’s last name.
- Explain your resignation in two to three short phrases in the introductory paragraph.
- Mention your favorable experience with the company in the next paragraph. All of your happy memories, you’re learning experiences and your achievements. You will need this company along your career path, so do not show any negative intentions.
- Thank the organization for giving you a job opportunity in the first place with a complimentary closing.
- Following your first and last name, sign the letter with salutations such as Sincerely, Yours truly, Warmest regards, and so on.
- Make sure your letter is error-free before printing it. Sign your name by hand and mail it within the company’s notice period.
- Decide on your last day of employment ahead of time. As a result, management will have adequate time to fill your vacancy. The day also serves as a deadline for both the employer and the employee to end their employment and proceed further.
- Your letter should be typed and should appear professional. Handwritten resignation letters are unprofessional and should never be used.
- Make your letter courteous and brief.
Several examples of resignation letters for different situations
There can be several reasons to leave a job and the resignation letter should be drafted accordingly.
Below are some of the most common reasons for which people quit their jobs and you can also find samples of resignation letters as per the reasons mentioned.
1. Resignation due to Change of Residence:
“Please accept this letter as my formal resignation from (your company).” My last day of work will be [insert your last day of work]. In the following months, I’ll be relocating to (a place where you will be relocated) to be closer to my family (or any other reason).
Thank you for the opportunity to learn and grow in the (your department name); I hope to find new employment with colleagues who are similarly motivating, helpful, and kind. I wish the company continued success.
Please let me know how I can assist in making the transfer as painless as possible.”
More Example for Relocating – https://www.indeed.com/career-advice/starting-new-job/relocation-resignation-letter
2. Resignation due to Personal/ Family reasons
“Please accept my resignation, which will take effect on [enter your last day of work].” As you are aware, we have been blessed with our second child last month. Post my parental leave, I plan to stay at home with my children and focus on my family’s needs.
Thank you for your patience, and please let me know if there is anything else I can do to help you during this time.”
If you do not wish to disclose the reason in detail, consider this version:
“I’m writing to let you know that I’ll be leaving (your Company name) at the end of the month. I am unable to continue in this capacity due to family obligations that require my complete concentration at this time.
I’ll be accessible to help with the transition for the following month.”
More Example for Family reasons – https://www.indeed.com/career-advice/career-development/resignation-letter-sample-for-family-reasons
3. Resignation due to shift in career
“Please accept my resignation, which will take effect on [your last day of employment].” I’ve accepted a position at [insert your next company type] and am excited about my new career path, even though I’ll miss working with you.
Thank you for your help and opportunities over the past [enter number of years worked at the company].
Please let me know if you need any support with this change and how I can assist you in the coming weeks.”
It’s worth noting that this example refers to an industry rather than an individual company. The name of your next job does not need to be included in your resignation letter.
More Example for the shift in career – https://www.indeed.com/career-advice/starting-new-job/resignation-letter-due-to-a-career-change
4. Resignation without serving notice period
Kindly accept this letter as a formal notice of my immediate resignation from [business name] as of [departure date]. I apologize for not being able to serve the notice period of 30 days as per company policy, but I am forced to resign immediately due to [reason for leaving].
Please advise on the best method for processing my last paycheck and the balance due.
Thank you for providing me with opportunities and support during my time here. I appreciate the advice you gave me as I progressed in my job.
More Example for resignation letter without notice period – https://www.indeed.com/career-advice/starting-new-job/resignation-letter-without-notice-period
5. Resignation due to retirement
I’m writing to let you know that as of (Insert the last date of work), I’ll be leaving (company name). This was a difficult decision for me to make, and I am grateful for the time I’ve spent here. Your advice has aided me in becoming a knowledgeable financial advisor and a more experienced member of this firm.
I’ve worked for (company name) for (number of years), starting as a (your first designation) and now as the (your present designation), and I’ve always been proud of the company’s honesty and success. My colleagues have always treated our client’s portfolios with the utmost care. (Company’s name) success can be attributed to the high quality of our employees and services.
Before I leave, I’d like to express my gratitude (to your recruiter, employer, or manager) for allowing me to work here. During my time here, I’ve met some wonderful people and will miss being a part of (Your Department or Team). A few of my co-workers have already retired, and the ones that are still working are full of vim and zeal. I’d like to express my gratitude to each of them for their unending love and support.
Many exciting activities are in the works for me shortly, including vacations with my wife and the transition of my granddaughter to college. Although I will miss the (company name) team, I am looking forward to spending more time with my family.
Please let me know if there are any prospects for me to work as a consultant for (company name). Thank you once again for your concern and attention over the past (number of years served).
More Example for retirement – https://www.indeed.com/career-advice/starting-new-job/resignation-letter-due-to-retirement