No employer wants to let go of their most precious employees. After long struggles to make ends meet, employees form part and parcel of a company. However, when it’s time to say goodbye, writing a resignation letter is the best thing to do. However much it may sound cold to your employer and colleagues; it makes you quit in a professional way. Besides, it makes you have a strong and positive relationship with your former employer even as you progress to your next gig.
What is a Resignation Letter?
A Resignation Letter simply refers to a document that formalizes an employee’s intentions to leave the company. The main purpose of writing these letters is to create an official record of notice of your departure. Whether you are leaving on good or bad terms, it’s always a good practice for every employee to write this letter.
How to Write a Resignation Letter
Writing a resignation letter can be easier when you follow certain guidelines. But before you consider writing one, always consult with your human resource manager or any other expert for advice. This will help you understand the company’s policy and requirements for writing the letter. That being said, the following are some crucial information you need to have in your resignation letter.
Date of writing
At the top, you need to add the date on which you are writing the letter. If you intend to send the letter electronically through email, you don’t have to include this part, as it will be recorded digitally. The main purpose of adding data is to help in record keeping.
The recipient’s address
After the date, you can add the recipient’s official address. The recipient can either be the manager, human resource, or supervisor. The address line should then follow this. For example, you can use ‘Dear,’ ‘Hello,’ or ‘Mr./Mrs.’ Followed by the recipient’s name.
Usually, the first paragraph acts as the introductory part of your letter. Therefore, you need to introduce yourself in a brief and concise manner. Mention your name, title at the company, and your formal resignation request and the last day at work. More importantly, make sure you clearly articulate your resignation request professionally.
In this section, you need to express your gratitude and thankfulness to your employers and colleagues for being nice to you. It is always a good idea to keep your relationship positive despite your two parting ways. If you like, you can include where you are headed. As much as it’s not mandatory, letting your boss know your next workplace work works specifically to the employee’s advantage. Who knows, perhaps you may want them to write you a recommendation letter or proof of employment.
Additionally, you can let your employer know that you are willing to assist in making the transition. For instance, you can offer to train or work with a new employee for a while to make them familiar with the system. This will at least express your kindness and concern for the company and that you want nothing but the best for them.
Finally, it would be best if you had a professional finish to make your employer fully satisfied with your departure. Add your contacts so that the reader can reach you in case they want to get in touch. Also, make sure you use professional close such as kindly, respectfully, regards, among others. This should be followed by your signature, name, and title (only applicable for handwritten letters).
Sample of a Resignation Letter
Mrs. Sasha Malik
12 Twelfth Street,
Great Town, NY, 1234.
Dear Mrs. Sasha,
Kindly accept this letter as formal resignation from my position as a deputy headteacher with ABC Academy. Please note that I will be attending my last day at work on 12th October, two weeks from now.
I would like to sincerely express my gratitude for the opportunity you offered me at your institution. I have gained more than a lot for the past five years, especially in the managerial position. The managerial skills and experience gained while working with you have surely impacted my career path significantly.
Due to unforeseen circumstances, I will not be able to continue serving my position at your school. I do hope you will receive my letter with full understanding. Note that I am willing to do anything to assist in an easier transition of my roles and duties within the shortest time possible. Please let me know if you have any other questions or concerns about my departure. Feel free to reach me through [insert phone number or email address].
I wish that your institution continues to be a source of inspiration and academic excellence to the community and the world at large.
Free Templates & Examples
Tips for Writing Professional Resignation Letters
- Keep your letter concise and brief to the point
Unlike most official letters, a resignation letter shouldn’t contain too many explanations or details. Rather, you need to use direct and subjective words to keep the letter short and sweet.
- Remain Positive
The other thing you would want is to remain positive, regardless of the nature of your relationship with the manager. If you are disappointed or frustrated with the employer at one point, you can use the resignation letter to vent your disappointments. Therefore, you need to find a way to avoid focusing on the negatives at all costs.
- Express your gratitude
One of the best ways to remain positive in your letter is thanking the employer for giving you the opportunity to work with them. It’s true that through the interactions, you managed to acquire skills and experience that will help nature your career path. This is something to be worth grateful for.
- Keep it professional
Since the resignation letters are official letters, you need to adhere to writing one’s professional standards. This will include the tone of writing, the format, and the language. Also, you need to adhere to the company’s policy and regulations to avoid any inconveniences.