Writing a Professional Letter of Resignation (with Examples)

So, you have found this new job opportunity with better conditions and terms. Or, you’ve decided it’s a quit for your current job due to other reasons. Well, but the question is, are you ready to take on the challenge? The majority of employees do find it difficult to say bye to their bosses, especially if you’ve enjoyed a perfectly fine working relationship. However, if you are convinced of your next move, you need to come up with the best and professional exit strategy. Therefore, one tool you can consider using to break the news to your manager is a resignation letter.

What is a Resignation Letter?

A resignation letter refers to an official document written by an employee to notify the employer that they will be leaving. In other words, it’s a document that presents an official quit from the job. Usually, this letter is written to provide an official record of notice as well as the last report date for the employee. When properly written, a resignation letter can help leave a strong and positive impression between the employer and the employee. In this article, we will provide you with the basics of writing a professional letter of resignation. Also, we will provide you with a sample for reference. But first, let’s look at the significance of resignation letters.

Why Write a Letter of Resignation?

Writing a letter of resignation is one of the most overlooked yet very important letters. It helps keep your manager and colleagues informed of your departure. This way, it helps them make adequate preparation to take on your position.

Again, a resignation letter provides you with the opportunity to express your gratitude and thankfulness for the opportunity given at the company.

Last but not least, the letter is often associated with certain intangible benefits such as recommendations, positive appraisals, among others. Before quitting, always remember that life is full of turns and twists. And therefore, at some point, you may want to return to your old workplace; who knows? In that case, always ensure you leave the workplace on a positive note.

How to Write a Letter of Resignation

Are you nervous about how to notify your boss of your departure? Well, the following is a step by step guide that will help you write a succinct and civil resignation letter.

Start with the date

Typically, your letter of resignation should begin with the time and the date the letter is being written. This will help in keeping a solid record of time straps in typed letters. When writing an email letter, however, writing a date may not be necessary. This is because email letters do record date and time digitally.

Include an address line

Just below the date, you need to include an official address line. This can either be ‘Dear,’ or ‘Hello.’ Alternatively, you can simply write the word Mr. /Mrs. Followed by the recipient’s last name.

Mention your reasons for resignation

In the introductory paragraphs, you need to state clearly why you are writing the resignation letter. If you prefer, you can include your position or title.

State your last day at work

Ideally, it’s always recommended that you write a letter of resignation two weeks ahead. This provides enough notice period to your employer. Therefore, make sure you list the last day you will report to work.

Add a statement of gratitude

In order to make your exit more impressive, be sure to thank your boss as well as your workmates for the good time you’ve shared in the workplace. With this, the company can even facilitate your peaceful transition into the next career path.

Any other important information

If you feel that there is any other important information, your employer should be aware of, be sure to include it. Again, you can let your employer know how much you are willing to help in the smooth transition of duties and responsibilities.

Conclusion

This should be the last part of your letter. Here, add a closing statement such as ‘Sincerely’, ‘Best Regards’, or ‘Thank you’. This should be followed by your signature name and title.

Sample Letters & Examples

Sample Letter

Dear Mrs. [Managers last name],

I would like to inform you that I am resigning from my position as [state your position] for ABC Company, as of 30th September.

I am extremely grateful and thankful for the support you gave me while working as one of your employees. Also, being your employee presented me with the opportunity to learn new skills and experiences that have impacted positively in my career. This is something I will forever be grateful for. Also, my sincere gratitude goes to my colleagues for being supportive and caring.

In order to facilitate an easy transition after my departure, I am willing to assist in case you need me. Thank you very much for your time.

Kind regards

[Your signature]

[Name]

Your title.

Letter of Resignation Samples to Have a Helping Hand

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    Tips for Writing a Resignation Letter

    Be direct to the point

    When you’ve finally made the decision to quit your job, you need to be strong about it.  This decision should be preferably be reflected in the introductory paragraphs.

    Don’t be negative

    In your letter of resignation, you should refrain from airing your grievances or discomfort with the organization. Even if you have some disagreements with the employer, you need not show it when writing the letter as it may make you part ways in bad terms.

    Use polite and kind language

    One of the things to take note of is your language tone. In order to make it professional, make sure you use a polite and kind language.

    Express your gratitude

    As a golden rule, it’s always recommended that you thank the company for collaborating well with you.

    Proofread and spell check

    Once you are through with the writing, take some time, and proofread the work thoroughly to correct any mistakes.

    Seek legal advice

    In some situations, you may want to seek legal advice about your resignation. This, however, depends on the company policies and the nature of your position at the company.

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