How to Write a Job Resignation Letter

As much as we want to spend the rest of our lives doing one specific job, we have to move on to bigger and greener pastures. Moving on, as they say, is never easy, but as the Greek philosopher Heraclitus said, “Change is the only permanent thing in the world,” so we move forward. We might miss the environment we got used to, miss the people that we have worked with and miss the overall experience in the previous job but we’ll eventually feel better about the new location, love the new people we’ll work with and be thankful for the new experiences. You may also see resignation notices.

Writing the letter intended to end your ties with the company may be hard for us. Resignation letters are not that easy to write because we may want to write about everything – the good and the bad. If we jumble up all the things running through our mind as we head on to a new journey it can get a little too messy and we end up not making a clear point. You may also see email resignation notices.

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For example, instead of making it clear and direct as to why we want to resign, we keep on rambling on about the bad experiences and dissatisfaction we have had with company. Or we may go a little deep into our emotions and talk about how much we’ll miss the environment and in the end put a little than needed reason as why we’re leaving in the first place. Remember to keep the letter as professional as possible. You may also see formal letters.

Tips on How to Write An Effective Resignation Letter 

In your resignation letter, write a few sentences thanking the employer for the good opportunities and experiences you have gained while being an employee. You can also include in the letter the things you have learned through the company. Do not get carried away though, only mention significant learning and experiences. You may also see notice letters.

Be direct with your intent. Do not shy away from telling your employer that you are looking for a job to further improve your skills. Employers will understand that you may want to seek greener and more abundant opportunities. It will also be easier for your part to just state your honest and professional decision as to why you are resigning.

Specify the date you want to leave the company. It will be much easier for you and your employer to reach an agreement for your exit when you put the date you want your resignation to take effect. It will also help you and the company with the transition your resignation brings. You may also see complaint letters.

Follow a business letter format when writing your resignation letter. For a more professional look, do not treat this letter like it’s a love letter intended for your partner. You have to show respect and professionalism. Write your header with your employer’ name, business address, the date, your name and then your address.

Give your employer at least two weeks notice before you resign. If possible, write your resignation notice letter two weeks in advance before resigning. In a way, this will give you more time to critique your own work and proofread it thoroughly.

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How to Organize a Resignation Letter

Writing formal letters can sometimes become confusing. You don’t know where to put and organize specific thoughts to make your letter more coherent and direct. Here’s a short guide on how to efficiently organize your resignation letter:

Header

Any letter should begin with a header containing both you and your employer’s contact information. Start with your contact information (name, title, company, address, phone number and email) followed your employer’s information then the date. You may also see resignation checklists.

Salutation

Your resignation letter should be addressed to your manager. Always use his or her formal title (Dear Engr., Atty., Ms., Mrs., Mr., etc.)

Intent

In your first paragraph you must state your intent to resign from your post and this letter serves as your resignation letter. State the date you wish your resignation to take effect.

Example: “I am writing to let you know that I am resigning from my employment in your company. My last day would be on (two weeks after the date of your letter).”

Body

Briefly provide your employer with the reason as to why you are resigning. Positively enforce that this will help you with your career and do not write any negative remarks on your current employment. You may also see leaving notices.

Example: “I am resigning because I have been offered and accepted a new job that will give me the opportunity to become a regional supervisor. The new job will also give me chance to learn about working in a chain of big retail stores. If all goes well, I will be expected to manage and supervise several new sales locations. As you know, I have wanted to obtain managerial and supervising experience.”

In the next part of your body, include positive remarks and the things your current job has helped you with.

Example: “I will surely miss working with you. This company has helped me improve and develop my skills in the sales industry. The opportunities you have given me has helped me become aware and grow into a more professional and skilled worker. I will miss the camaraderie I have found with my coworkers and the support of the local patrons. The experiences and memories of this employment will always be of positive impact to me.” You may also see short notices.

Closing

In your final paragraph, offer your employer with positive wishes of success. And offer your help for a better transition of responsibilities to the new employee replacing your post.

Example: “I wish the company nothing but the best in its ongoing journey. Let me know if I can be of any help in transitioning my responsibilities to a co-worker or new employee. I do not intend to leave with a problem, but I know that two weeks from now I will be extremely busy training for my new job.” You may also see notice to quit.

You can choose to end your resignation letter with your favorite closing such as sincerely, warmly, best, or regards. Then, write and sign your name to the resignation letter.

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What to Avoid Writing in a Resignation Letter

As much as you want to vent out your frustrations in your resignation letter, you shouldn’t. Remember, you will need your employer as a reference for your next job. Maintain a professional pace when writing your resignation and avoid writing the following:

An indirect explanation for you resignation

Avoid writing lengthy but shallow explanations for your resignation, you have to be concise and direct to the point. Your frustrations and dissatisfaction with your co-workers should not be included in this letter. You may also see email cover letters.

Indecisiveness about the date of your resignation

Employers greatly appreciate it if the date when you want to resign is included in your letter. Before you submit your letter, you must have completely decided when you’re leaving to avoid hassling both you and the employer.You may also see work notices.

Negative criticism about your bosses and co-workers

Just to make it simple, this is not the time and place. You want to graciously leave the company, and including your criticism about your boss, supervisor, co-worker, etc. will only leave a negative remark in your name.You may also see complaint emails.

Using words indicating dissatisfaction with the company

Instead of writing that your new job will be an improvement, write about how this job helped you improve your skills instead. Leave with a positive remark instead of inserting unnecessary snarky comments. You may also see termination letter

Sharing irrelevant future plans

Your plans for your future does not concern your employer. It is unnecessary to share information about the new company you are applying for, what position and it is certainly irrelevant to share how much bigger the salary offer is. You may also see appointment letters.

Unnecessary emotional standpoint

Do not delve into your sentiments. Your resignation letter is not the place to be overly emotional. Your personal sentiments with your bosses and co-workers can be expressed in a face-to-face conversation. You may also see application letters.

Using overly positive remarks

It may come off as insincere and sarcastic. Maintain a normal and professional tone when writing your letter.

Grammatical and spelling errors 

As little as it may seem, it can be interpreted as having lack of interest and motivation with the company. Proofread your letter before finally submitting it to your employer.

Overall, providing a resignation letter before you move into a new job is proper protocol. It serves as an official announcement regarding your resignation. It is also a sign of courtesy and respect for the company that has helped you with your career. Even if you venture out unto a different career path, maintaining a positive relationship with your previous employer is a must. You may also see business reference letters.

An effectively written resignation letter will help you convey your reasons clearly and help you ease into your new job peacefully. Do not forget to always be concise and direct; a short letter doesn’t mean you haven’t thought about your resignation and a long one doesn’t necessarily mean it’s sincere.

Avoid unnecessary overly emotional and snarky remarks that can ruin your relationship with your previous employer. Comments and feedback are not necessary to be in the letter, those can be discussed during your exit interview. Remember to be respectful and professional to your former bosses, they are still of big help for your future endeavors. You may also see reminder notices.

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