How to Write a Resignation Letter (Template + Examples!)
- Here is the list of template and examples for resignation letter that includes tips, how to write, Do’s & Don’ts, and more.
What is a Resignation Letter?
A resignation letter is an official notification sent by an employee stating that they wish to stop working for the employer/company. In other words, it is a formal way of telling your company that you are quitting your job.
Why is a resignation letter important?
A resignation letter is usually sent in advance and so it gives the human resource department of the company hire a new employee so that the position is not left vacant and the work is not affected. This professional behaviour helps you maintain a healthy relationship with the company which in turn helps you quit the company without any hurdles. A resignation letter is one of the most important parts in the process of quitting your job as it becomes an official record of the employee’s formal notice to the company. A resignation letter is actually the first step when an employee is quitting a job. All the other formalities follow only after the employee has sent the resignation letter to the company. However, a resignation letter is not just another official formality. You must have the skills to write an impactful resignation letter for it to get easily approved. Most of the time companies give counter-offers to resignation letters as they do not want to lose their employees. Hence, you must be confident and impactful in your resignation to avoid such offers if you have firmly decided to leave the job.
Tips for Writing a Resignation Letter
As you already know how important it is to write an impactful yet formal resignation letter, here are some important tips to help you with the same. Be to the point In the very first paragraph mention that you are quitting. Be very specific about it and about your reason for quitting the job. Maintain Professionalism You must be completely formal and professional while writing the resignation letter. You must avoid complaining or criticising the company or any employees. Something like this looks very unprofessional and might have a negative impact on your resignation. Never miss out on these important details Following are some of the important information that you must necessarily mention in your resignation letter- the specific date of your last day at the company and the reason for you quitting the job. If there is information regarding your transition like the report on your current projects, any project/s you have agreed to finish, or if you have offered to help the company find your last day. Carefully proofreading Proofreading your resignation letter is important to make sure that all the information provided by you is accurate and that there are no silly spelling or grammatical errors as it will not look good on an important official document like this. Seek legal advice (if needed) A resignation can be by an employee at any level of position. Depending upon this level, you might need to seek professional legal advice regarding the process of your resignation.
How To Write a Resignation Letter (Format)?
There are certain key elements that necessarily need to be mentioned in a resignation letter like your contact information, reasons for resignation, your last day at work, and more. Following is the format of a resignation letter which includes all these key elements and in which section of the letter to include them. Contact Information A resignation letter can be in the written form or in the form of an email. Written letter- In case of a written letter, the contact information of you as well as the employer should be written at the starting of the letter. This information includes name, title, name of the company, phone number, address, email. The contact information is followed by the date on which the letter is written. Email- In case of an email resignation letter, you need to include your contact information at the end of the letter following your signature. In case of email, you do not need to write the contact information of the company. Greetings You will have to start the resignation letter by addressing your manager (or any other person depending upon your company) using their formal title like “Dear Ms./Mr./Dr.”. 1st Paragraph In the very first paragraph, you have to mention that you will be resigning from your job and the specific date when your resignation will be effective. This is to give an official notice to the employer for your personal file. You must refrain from writing long paragraphs and unrelated information. 2nd Paragraph (optional) It is always advised to mention the reason for your resignation, however, it is not mandatory. In case you choose to mention the reason, then one thing you must keep in mind is that the reason must be a positive one like you are starting a new job, pursuing higher studies, leaving the city, etc. 3rd Paragraph (optional) You must mention your availability or reference in case you are able to help in the transition process. 4th Paragraph (optional) In this concluding paragraph, you can give a note of thanks and your appreciation for the opportunity you got by working for the company. You can also mention things that were especially rewarding during your tenure. Closing You have to conclude the letter with a formal sign-off like “Sincerely” or “Thanks & Regards”. Signature Including the signature goes differently for a handwritten letter and an email. Written Letter- You have to put down your handwritten signature followed by your full name. Email- In this case, you just have to type your full name followed by your contact information.
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