Have you tried writing a resignation letter before? If you have, you would understand that there will come a time where we may think that where we are right now, we can find better or as they say greener pastures. We all have been there at some point and that’s okay. We are often told to work to strive to be better. Work and to gain enough knowledge and skills to achieve something in return. But there will come a time that we would find better opportunities. Better days as they often call it. Even though you have worked hard to apply for the job. In this case, you should leave the company on a positive note. You have to explain your reason behind resigning through a well-written resignation letter. The resignation letter you submit to your employer will help keep the professional relationship you have established.
Read on for more information about resignation letters.
What is a resignation letter? A resignation letter is a formal or professional letter that you address to your employer. The information stated in the letter would be the reason for you quitting your job, the date of effectivity, and some well wishes. Since a resignation letter is a formal or professional letter, it needs to be written and printed on the standard required paper size. In this case, the paper size should be 8.5” × 11”. There is no exception for the size of any formal letters. Your resignation letter will help you cordially communicate your wish to leave your post in the company. Therefore, it is very important to ensure that the letter has all the information needed before it is submitted.
It is standard to give a notice at least two weeks prior. The resignation letter will serve as a follow-up to the notice you have given beforehand, and the Immediate Resignation Letter. In certain circumstances, there might be no time left for a notice to be given weeks before your resignation. In this case, an immediate resignation letter takes immediate effectivity since the reason is valid, e.g. health reasons, sudden transferal, moving to another state, etc. Before you start drafting your resignation letter, here is a quick review of the essential elements a resignation letter should have the following:
Regardless of the reason why you decided to resign, it is important to maintain a cordial and professional tone in your letter. In the corporate world, connections are important and you don’t want to burn bridges you have already built because of a badly written resignation letter.
Your resignation letter will deliver your message to your employer and that message should include information about why you decided to resign, when you plan to leave, and so on. Although you have already discussed the subject with your employer, it is important to reiterate it in the letter for formality and for recording.
Although you have had quite a tough time in the company, it is only right to?say your thanks to your employer for the opportunities that have been afforded to you. You have to let your employer know you have appreciated what you learned and what you have experienced while being in the company.
In your resignation letter, it is important to include a specific date as your last day in the company. Including a specific date means the company can adjust some things that may become affected with your resignation. This will allow the company to prepare and plan out how to handle things or projects you will be leaving behind.
In case your resignation is immediate or sudden, it is important to offer a solution or a plan on how to easily and efficiently tend to your unfinished tasks. Offering a plan will greatly help your department or company with the transition of tasks and responsibilities since you best know what is needed to be done. There are also two types of resignation letter, and they are: Resignation letter with notice which means it is ideal to have some sort of a notice before you submit your resignation letter, either you submit a formal notice or have a one-on-one talk about your employer prior to your resignation.
As mentioned, your resignation letter holds a big responsibility in making sure you leave the company as cordial as when you entered. Thus, it is important that you know how to properly and effectively write it so that you can convey the necessary information clearly. To help you out, here is a short and easy guide on how you can write an effective resignation letter.
Since this is a formal letter, make sure you indicate the return address or your address and contact information, the inside address or the address and contact information of the receiver, and the date when the letter was written. This is justified to the left side of the paper.
The salutation of your letter serves as your first formal greeting. It is a sign of courtesy you extend to your reader especially since a resignation letter is formal and professional in nature. The salutation of your letter includes the word Dear + Sir/Madam + his/her last name; for example: Dear Sir Smith. Remember that in formal letters, a colon (:) is used after the last name instead of a comma (,).
In the first paragraph of your letter, immediately discuss why there was a need to write it. Explain the purpose of the letter briefly; in this case, discuss your resignation. In this paragraph you also need to mention the exact date when you wish your resignation to take effect, that way your employer can make adjustments.
In the second paragraph include supporting information about your decision to resign from your post. This is where you explain the reason behind your resignation. In addition to that, you can include a brief thank-you to your employer and/or apology for such a rush decision. The third paragraph of your letter should be where you extend a hand to help with the transition brought about by your resignation including necessary contact information; this will serve as your conclusion.
The complimentary close should be aligned to your salutation. It is important to use a formal complimentary close like Respectfully, Cordially, Sincerely, Truly Yours, etc. The signature line should be two spaces below the complimentary close and should include your full name and position in the company.
In any formal letter, it is important to include a return address; the same goes for a resignation letter. The return address will indicate who the letter is from before even the reader gets to the signature line part of the letter. In addition, it ensures that a name, address, and contact information is available should the company send a reply mail.
It is important that you talk and sort things out with your current employer beforehand; this will serve as your resignation notice. Then, write and submit your resignation letter indicating the effectiveness or when your last day in the office will be. Make sure that you instruct or train someone from your team to continue your ongoing tasks/projects. Remember to leave a positive remark; make sure you maintain a cordial attitude upon your exit.
Although it is ideal to resign in person and send a follow-up resignation letter, there will be circumstances when you can only send a formal email as your resignation letter, and that is acceptable. Just make sure that you comply with other resignation protocols your company has in place in order to avoid having additional problems.
Some companies would ask the employee to give a month before they can resign to find another person to replace them. Other companies would only ask for two weeks. Depending on the contract and the company.
The only time an employer may not accept your resignation letter is if the reason for resigning is not valid. But overall, there is no reason for an employer not to grant the option for an employee to resign.
There will always come a time when a person finds himself looking for better opportunities. That staying in one place for so long can get depressing at some point. So when that happens, looking for better opportunities to help you grow, you must at least thank the ones who gave you your start. Writing out a resignation letter to state your reasons, and thanking them is a good way to go.