Resignation letters are an essential part of the professional world. They provide a formal record of your intent to leave your current job and. Help maintain a positive relationship with your employer and colleagues. Here are some reasons why resignation letters matter and how to write them effectively:
- Professionalism: A resignation letter demonstrates professionalism and helps you leave a positive impression with your current employer. It shows that you are respectful of their time and are willing to follow proper procedures.
- Documentation: A resignation letter provides documentation of your departure from the company. It serves as a formal record of your resignation and may be used in the future for reference or legal purposes.
- Communication: A resignation letter is a way to communicate your intent to leave the company with your employer and colleagues. It allows you to express your gratitude and appreciation for the opportunities you had while working there.
- Transition: A resignation letter helps to facilitate the transition process for both you and your employer. It provides ample notice to the employer so they can start planning for a replacement and transition your work responsibilities to other colleagues.
When it comes to writing an effective resignation letter, here are some tips to keep in mind:
- Keep it simple: Keep the tone of the letter professional and straightforward. Avoid unnecessary details or lengthy explanations.
- Be gracious: Express your gratitude for the opportunity to work at the company and highlight some of the positive experiences you had while working there.
- Give proper notice: Be sure to provide your employer with adequate notice of your resignation. This will help ensure a smooth transition for both parties.
- Offer to help: If possible, offer to help with the transition process. This could include training a replacement or documenting your work processes.
- Provide contact information: Make sure to include your contact information so your employer can reach out to you if needed.
Overall, a well-written resignation letter can help ensure a positive and professional departure from your current job.
- Creating and submitting a professional resignation letter can affect how past and future employers and colleagues view you.
- Your resignation letter should be concise. Include the date of your last working day, an offer to assist with the transition, and express gratitude to your soon-to-be former employer.
- Do not air your grievances or speak poorly about the Company or co-workers in your resignation letter.
- This article is for employees who need guidance on writing a proper resignation letter.
Regardless of the circumstances, resigning from a job is a significant life decision and should be taken seriously. Crafting and submitting a professional resignation letter is a crucial aspect of the resignation process and can leave a lasting impression on former and future employers. Knowing the impact this letter can have, it is essential to understand what should be included and how to write it.
What is a resignation letter?
Employees should give their employer a formal job resignation letter when they decide to quit a job. Pat Roque, career transformation coach at Rock on Success, described a job resignation letter as a formal notification of an employee’s exit strategy.
“It is a required document that becomes part of your employee records,” Roque told Business News Daily. “Think of it as your former company’s last chapter of your story.”
Your letter should have a neutral tone that informs your employer that you are leaving and on what date, plus it should offer to assist in the transition to someone new and thank them for the time you were part of the team. Despite your feelings about your job or your boss, being professional, courteous, and helpful provides closure and a positive path forward. [See related article: Quitting Your Day Job? The Basics of Benefits Coverage for Entrepreneurs]
“Always keep the door open because you never know when you may want to return or even work with other colleagues in a future role elsewhere,” said Roque.
James Rice, head of SEO at Picked, said that although you will likely be expected to hand in a standard resignation letter, it is usually best to schedule a meeting with your boss to give them the letter and discuss your resignation in person.
What your resignation letter should say
Although the specific contents of your job resignation letter can be tailored to your job and Company, a few essential elements should always be included.
Roque suggested including the following elements:
- Your end date. Provide your official end date, ideally at least two weeks in advance.
- Help with the transition. Express your commitment to ensuring a smooth and easy transition, including availability to discuss your workload and status updates with your manager or successor.
- Gratitude for the opportunity. Find something nice to say, regardless of your differences with a colleague or how toxic the job may have become.
- Request for instructions (optional). If you aren’t yet aware of the exit protocol at your Company, request specific instructions about final work commitments and such. Some companies may ask you to leave immediately, while others may have you very involved in a transition over the two weeks, or they may ask you to work from home and see HR to return your laptop on your last official day.
Alex Twersky, the co-founder of Resume Deli, added that offering to assist in training a replacement, preparing the team for your departure, and expressing gratitude are essential elements of a job resignation letter.
“Conjure up … the best time at your job and have that image top of mind when you write your resignation letter,” said Twersky. “Let your boss think they were great, even if they weren’t. [You might] get a good recommendation out of it.”
What your resignation letter shouldn’t say
Knowing what to say in a resignation letter is as important as knowing what not to say. Many employees need to include more personal details and emotional statements in their official letters.
When you are writing an official resignation letter, omit the following details:
- Why are you leaving? Although you may need to explain your reason for leaving, this is optional to include in your resignation letter. Rice said you might believe the new employer has a better product, service, working environment, salary, or benefits package. Still, these are not things to state in your resignation letter. Keep your language professional and upbeat.
- What you hated about the job? A resignation letter is not the place to air your grievances or speak poorly of your soon-to-be former Company or co-workers. Roque said to let go of anger before submitting the letter. She also suggested having someone else review your letter before submission to ensure it is polite and brief.
- Emotional statements. Twersky stressed the importance of using a calm, professional tone in your letter. An aggressive or otherwise emotional letter will only come back to hurt you. Twersky said that even if you are overworked and resentful, don’t quite angry. Avoid using phrases like “I feel” or “I think” unless positive statements follow them up.
When writing your letter
When writing your letter, try not to burn bridges, as you may need help from these individuals in the future.
“Your employers may be providing you with a reference, or if you are staying in the same field, you may still network in the same circles or want to return in the future,” said Rice. “It is always good to keep in touch with your old colleagues, and with social networks like LinkedIn, it may be hard to avoid them.”
These are also good tips to remember when you inform your Supervisor or manager that you are leaving. Short and simple is fine; you shouldn’t explain your reasons if you don’t want to. Just stay polite, respectful, and professional throughout the discussion.
Sample resignation letter
Here is a resignation letter template you can fill in with your details. Remember, you are not required to include your reason for resigning in your letter:
[Current date]
Dear [Supervisor’s name],
Please accept this letter as my formal resignation from my role as [Title]. My last day with [Company] will be [End date].
To ease the transition after my departure, I am happy to assist you with any training tasks during my final weeks on the job. I intend to leave thorough instructions and up-to-date records for my replacement.
I want to take this opportunity to thank you for the knowledge and experience I have gained by working here. I am very grateful for my time on our team and the professional relationships I’ve built. It’s been a pleasure working for you, and I hope our paths will cross again.
Sincerely,
[Your signature and printed name]
If you opt to provide a reason for leaving, either in your letter or during the conversation with your employer, be clear and positive, focusing on what you are gaining from the change and not the circumstances that caused it. Always be professional and formal.
“Remember that people leave their jobs every day, and your manager will be used to the process,” said Rice. “If you are courteous and thoughtful when resigning from your job, you will make the process easier for everyone and set yourself on the right path for future success.”
Benefits of providing a resignation letter
Since some companies require employees to turn in formal notice when they resign, checking your employee handbook before saying your goodbyes is essential. Although a company may have yet to have official requirements that obligate you to submit a formal resignation letter, it is always best practice to do so.
At the very least, handing in a formal and professional resignation letter makes you look good. It sets the tone for your departure as professional and courteous, reducing the possibility of hard feelings or uncertainty. It also allows you to officially thank your employer and offer assistance with the transition process if needed.
A formal resignation letter also serves as a paper trail. Some companies may require a specific amount of notice (two weeks is standard), and your resignation letter can serve as physical proof that you provided ample information. If there are legal problems, like the disbursement of your final paycheck or the last day of employee benefits, you can look to your resignation letter as support for your case.
