How To Write A Resignation Letter?

Writing Resignation Letter

This is a detailed guide to help you write a resignation letter. Learn the different points about which you should write and it also includes some useful tips.

Willing to quit your current job? Discover how to compose a resignation letter that puts you in a good reputation with your boss.

With the appropriate resignation letter, it will be easier for you to leave the job on good terms with your prior employer. Though you may consider that it would be relaxing to get several things off your chest concerning that how much you have begun to dislike the company you operate for, it will be very beneficial for you to be courteous, respectful, and kind, so your professional prospect continues to be secure. If you need to know how to compose a resignation letter with full courtesy.

You might not be ending on good terms, it’s proper and conventional etiquette to submit a resignation letter. Maintain your cool. You might feel like to quickly pen down a simple letter of resignation and quit the job, but a formal good-bye is important and it’s always beneficial to be beneficial. While the sole aim of the resignation letter is to notify your boss that you’re resigning, you can utilize it as a chance to establish connections and leave on a good note.

What is a resignation?

A resignation is an act of leaving or quitting your work. A letter of resignation states your plan to leave the organization you are currently working for.

Is writing a resignation letter a compulsion?

You should surely write a resignation letter because it’s professionally the right thing to do, it doesn’t matter whether you work at a clinic or whether you are a barista in a coffee shop. A resigning letter formally gives an intimation to your employer that you’re quitting the job and someone else needs to be appointed to substitute you and carry on your duties.

Difference between a two-week notice and a resignation letter?

A two weeks’ notice letter is basically the equivalent thing as a letter of resignation. The letter states your intent to quit the organization and states that you will persist in your post for another 2 weeks before you leave the job. Two weeks are considered to be the standard measure of time from the time you declare that you’re going to leave for your end day at your work. I guess it’s just more professional-sounding than a “quit letter” and “work leaving letter,” don’t you feel the same?.

What should be written in a resignation letter?

A resignation letter should comprise the following:

  • an announcement of the plan that you will be quitting your job
  • the name of your department staff post
  • the exact date of your end day on duty
  • thanks to your boss for choosing you for the post
  • a highlight of your experience there (it’s optional)
  • a proposal to guide your replacement
  • well yearnings for the prospect of the organization
  • your contact information

1. Start with a warm but formal greeting.

  • This can be a difficult balance to manage, but your intention should be to keep everything friendly while keeping your professionalism. Except you honestly don’t possess a genuine or close relationship with your employer, you should open your letter by writing “Dear” accompanied by your boss’s first name. You can also write something like, “Dear Anna,” before you announce your decision of resigning.
  • If you start the letter by addressing your boss as “Dear Ms. XYZ” then your letter may end up looking very formal, and if you share a close or at least warm relation with your supervisor it might come off as arrogance.
  •  If things at your office are kept very professional and formal, then keep that in mind and address your boss in the usual way you used to in-office because now suddenly getting informal would look very unprofessional and casual (not in a good way)
  • If you are writing your letter on paper instead of an email, just sign the date at the topmost lefthand side, with the name of your boss and the address of your company written under it.

2. Explicitly affirm your plan to resign.

  • It’s necessary to say that you have planned to resign in precise terms so that your boss doesn’t end up thinking that you are still open to a proposal for a higher package or additional perks, or that you might be interested in a counteroffer though you’ve taken a new position. You need to be precise and straight forward about your intention of quitting the job so you appear firm in your decision because you wouldn’t want an awkward situation where your boss might think that there a slight chance you would like to stay. Make sure you sound polite but confident about your decision of leaving the job.

3. Give proper notice.

It is a simple formality to provide your employer with a fair amount of time to hire someone to replace you. If your work profile is a complex one, your organization may require a certain time for you to train your replacement. Provide your company with a notice of no shorter than two weeks. It might be simple courtesy to provide your company with notice if your job in the organization is more exalted. Many people advise utilizing your provided leave time as an exact measurement of that how many weeks’ intimation you should provide; if you are on three weeks leave, then you should provide a three weeks’ notice if you feel the need to be respectful. You should declare your end working day shortly after you’ve affirmed your plans to resign — both can be written in the same sentence. Here’s an example to get it right

“I thus present my resignation letter to resign from the post effective from March 16, 2020.”

4. Tell your reasons for leaving (voluntary).

This part is an optional one, it’s entirely up to you if you feel like sharing the reasons that made you quit the job, but it also counted as a gracious gesture to share your reasons for quitting. If you’re leaving because you’re just very troubled at the company, you don’t need to get into the particulars about this. However, if you’re leaving because of retirement, motherhood holiday, private reasons, or, most generally because you’ve taken an offer at another organization, then yourself can say this to provide your boss a more genuine understanding of the circumstance. For example, you can say something like “ I have decided to quit this job due to some personal issues”

5. Say that you’re ready to assist through the change.

If you’re working profile is the one that would be challenging to appoint a trainee for, also if you think you owe this to the organization, then make sure you mention this in your letter that you will be more than happy to help train the person replacing you and to easily pass on your responsibilities. If you were planning to resign, you might have been doing some of this already, little by little, but in any case, if you still have a little soft corner for your ex-organization and understand that you own big shoes to fill, you can suggest that you’re ready to assist through the interim. Here is an example to put it in the right way: “I would feel fortunate to assist with the passing on of my responsibilities so that the organization proceeds to run more smoothly following my resignation. I am open to helping hire as well as help my replacement with whatever needed.

6. Acknowledge your boss for the knowledge.

Withstand the attraction to leave a part of your brain but not if you desire to be identified as a selfish whiner. In case, do the contrary: document emphatic thoughts of your job. Specify how working in this organization has undeniably impacted your career and whence it has or will be helpful for you to achieve an even bigger position. This will make your boss feel like you’ve had an emphatic experience at the organization and it will reduce any possible enmity you may face. Maybe that devil of yours doesn’t really think that your boss deserves any sort of nice words, even then make sure you write some kind words for your boss as a common courtesy.

Try saying something like “Words can never be enough to thank you for all of the expertise and experience that I have learned while working with your company has given me.”

7. End your letter in a kind and friendly tone.

The tone in which you end your letter entirely depends on everything you said earlier in the letter. If you stated you’d be pleased to help hire and help train the new person for your work profile, you can write something similar to this that ‘You can contact me any time at ‘your contact number’ or ’email address.’ This will convey a message to your boss that you really are devoted to the progress of your organization. But also make sure that you don’t need to end on anything that gives a false hope that you might like to stay back but a confident tone that makes your boss feel warm, not infuriated at least.

If you really think that you do have a friendly relation with your employer, you can go ahead on taking the extra mile to make everything all the more clear by finishing the letter by writing something similar to, “That you will always be thankful for everything you learned from your boss and the organization and how without his guidance and support you might not have been able to get the new job”

8. Give your letter a happy ending.

Conclude your letter by using expressions like “Warmly,” “Kindest Regards,” “Wishing the best for you,” or something like just before you write sign your name.  To sound all the more formal use the word “Sincerely” but try using this chance of telling your boss how thankful you are that you got to work with this organization and how you learned so many things that will further help you in your growth.

9. Be strictly professional.

  • Be polite and gracious. Do not use emotional or questionable writing in your letter. Remember you are writing this letter as a professional person, so resign like a professional too. If you are quitting due to the working atmosphere at your organization, you can politely say so, but there’s certainly no need to go inside all of the circumstances that made you quit the job.
  • You can write the reasons for yourself on a different paper if it makes you feel strong. Remember the fact that this letter will be attached in your personnel record and will be open any time to a prospective employer calls the organization inquiring about you; you don’t desire negative feedback for yourself that might end up having an unfavorable effect on your future.

10. Even if you are writing an email instead of a resignation letter use related rules as mentioned above.

These conventions can be used whether you’re writing a regular resignation letter or even if you’re resigning writing an email. The main difference is that your email obviously doesn’t need you to mention the date or the address of your boss or company in the header on the lefthand side and that you can use the subject of the email “Resignation” onward with your name, to provide your boss a sense of what to presume.

  • Resignation through an email is now growing more general than ever in today’s tech-savvy community, though you should project your understanding of workplace protocol when you choose the most suitable path to opt for.
  • With the bulk transition to email over a traditional resignation letter for a lot of job communication, it’s become normal for the resignation letters to become a bit more precise and short than they were in the earlier days. Now, merely 5-6 sentences do the job rather than many detailed paragraphs.

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