No matter the circumstances, quitting a job is a significant life decision that has to be carefully considered. A crucial step in the resignation process that can have a lasting impact on current and potential employers is writing and sending a professional resignation letter. Knowing the potential significance of this letter, it’s crucial to know what to include in it and precisely how to write it.
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What is a letter of resignation?
When an employee decides to leave a job, they should provide their employer with a proper letter of resignation.
A job resignation letter is a formal announcement of an employee’s leave strategy, as a career transformation counsellor at Rock on Success explains.
“Think of it as the closing chapter of your tale at your former firm,” and “It is a mandatory document that becomes part of your personnel records.”
Your letter of resignation should be in a professional tone, let your employer know when you’ll be departing, offer to help with the transition to a replacement, and express gratitude for the time you spent working with them. Being professional, polite, and helpful regardless of how you feel about your job or your boss offers closure and a way ahead.
Keep the door open at all times since you never know when you might wish to come back or even collaborate with former co-workers in a new position.
Although a conventional letter of resignation will probably be required, it is generally preferable to arrange a meeting with your manager so that you may hand them the letter in person and discuss your departure in person.
What to include in your letter of resignation?
A few fundamental components should always be included in your letter of resignation, even though the particular contents might be customised to your position and company.
The information listed below may be present:
- Last Working Days: Mention your last working day officially, ideally it is suggested to give them notice letter two weeks in advance.
- Help with the transition: Make clear your commitment to ensuring a simple and seamless move, and make sure your boss or replacement knows about your availability for a successful handover process.
- Thankfulness for the chance: No matter how you feel about a coworker or how toxic or favouritism at work place may have gotten, show your gratitude for the experience and whatever you have learned.
- Exit Process: Ask for detailed instructions concerning your last work responsibilities and other matters if you aren’t yet aware of the exit protocol at your organization. In some companies, you might be asked to go right away, while in others, you might be heavily involved in a transition during the two-week period or more, or you might be asked to stay.
- Co-founder of Resume Deli, Alex Twersky, stated that expressing thanks, alerting the company to your impending departure, and offering to help train a replacement are crucial components of a letter of resignation.
“Conjure up… the best moment at your job and keep that image in the forefront of your mind as you write your resignation letter,” Twersky advised. “Let your boss think they were fantastic, even if they weren’t.“It might result in a solid recommendation for you.
What not to say in your letter of resignation?
Knowing what to say in a resignation letter is just as crucial as knowing what not to say. Many employees make the error of providing too much personal information and sentimental comments in their official correspondence.
The following information should be left out of your formal letter of resignation:
Your reason for leaving:
Although you might feel the need to do so, your resignation letter does not necessarily need to offer an explanation of your decision to leave. It doesn’t make sense to include in your resignation letter that the new employer offers a superior product, service, working environment, compensation, or benefits package. Keep your tone upbeat and professional.
The aspects of your job that you disliked:
You shouldn’t vent your frustrations or disparage your soon-to-be former employer or coworkers in your resignation letter. Calm down before sending the letter. Sometime, it is also advised getting a second opinion on your letter before submitting it to make sure it was written properly.
Expressions of emotion:
It’s crucial to write your letter in a cool, businesslike tone. An emotional or confrontational letter will only make things worse for you. Do not give up being angry, even if you are exhausted and disgruntled. Avoid using “I feel” or “I think” comments unless they are followed by affirmative assertions.
Don’t try to cross anyone off your list when composing your letter because you might need their assistance in the future.
If you are continuing in the same field, you might still network in the same circles, have a desire to come back in the future, or your employers might give you a reference. Keep in touch with former coworkers whenever possible. Social media platforms like LinkedIn make this easier than ever.
These are also wise suggestions to keep in mind when notifying your manager or supervisor of your impending departure. You don’t have to explain your reasoning if you don’t want to; short and basic is acceptable. Simply maintain a professional demeanour during the exchange.
Sample Resignation Letter (Template)
Date
Dear [Manager/HR],
Accept this letter as formal notice of my resignation from the position of [Title]. I’ll be leaving [Company] on [End date].
I am happy to assist you with any training activities during my notice period on the job to make the transition after my departure easier. I’m going to make sure my replacement has clear instructions and current paperwork.
Please allow me to thank you for the guidance and experience I have received while working here. I am very appreciative of the time I have spent working with our team and the connections I have made in the business world. It’s been a pleasure working with you, and I hope to run into you again soon.
Sincerely,
[Your signature and printed name]
If you decide to give a reason for leaving, either in your letter or in your conversation with your employer, be specific and upbeat, concentrating on the benefits of the transition rather than the events that led to it. Be formal and professional at all times.
Keep in mind that individuals quit their jobs every day, and that your manager is probably accustomed to this.
“By being respectful and considerate when quitting your work, you’ll make everything go more smoothly and put yourself in a good position for success in the future.”
Advantages of submitting a letter of resignation:
Check your employee handbook before bidding your employer farewell, because some businesses demand that employees submit a formal resignation notice. Even though a corporation might not have any guidelines in place requiring you to send a formal resignation letter, doing so is usually recommended.
At the very least, submitting a formal, professional resignation letter improves your reputation. It lessens the likelihood of resentment or uncertainty by setting the tone for your departure as one of professionalism and courtesy. It also gives you the opportunity to express your gratitude to your employer and, if necessary, to offer your assistance with the transition process.
A formal resignation letter acts as a record of the resignation. Your resignation letter might serve as written documentation that you gave sufficient notice to your employer, which may need a specified amount of notice (two weeks is typical). You can use your resignation letter as evidence in court if there are issues with your final paycheck or the end of your employee benefits, for example.