Should the time come when you want to pursue greener pastures, find a more suitable job and a more productive environment, you have to depart from your previous company professionally and positively. Regardless of the reasons for your decision to separate from your employer, you must extend proper courtesy and notify the employer in advance and send in your well-written resignation letter.
Whatever job position it may be and in whatever industry it is a part of, submitting a resignation letter when you are about to leave your job is necessary. Not only is it the professional way to do when leaving a job, it is also the most respectful last gesture you can extend to your employer.
A resignation letter formally signifies your decision to depart from the company. It tells your employer the reason why you want to resign and it helps you extend your thanks and well wishes to the people in the company. You may also see how to write a job resignation letter.
A resignation notice notifies your employer about the fact that you are leaving your current job. It is usually given two weeks before the exact date of your resignation. Giving the notice in advance ensures that your employer can take the necessary actions before you actually leave your post, current tasks and other projects. This will also help them figure out a way to temporarily fill in your post should they need more time in looking for a permanent replacement.
The notice is usually given in person to the HR Manager, manager or supervisor. The notice should include the date you wish to leave and a brief explanation as to why you have decided to resign. However, it is important to note that a notice can also be given by the employer to the employee should the employer wish to end the employee’s tenure in the company. You may also see immediate resignation letter examples.
The notice basically gives the employee an option on how he/she can easily leave the company without any complications and hassle. Depending on what is stated in the contract, the notice can vary in length. This notice is important because it also serves as the final lay out of the communication between the company and the employee.
A resignation letter is a formal document therefore it follows a formal or professional letter format. Although writing the letter is not that hard to do, it is important that you know how what information should you include in a resignation letter. Listed below are the necessary information your should include in the resignation letter:
First off, you must follow a professional or formal letter format. This means that both the return and inside address should be included unlike in a personal letter wherein there is no need for both. The body of your letter must be justified and use a one inch margin for all sides.
When writing the content, the letter can follow a different format. It can be a full block style where all the contents of your letter are justified to the left, a semi block style wherein the return address and date are the only ones justified to the right and lastly, a modified block style wherein the return address, date, complimentary close and signature line are all justified to the right. All of these formats are acceptable to follow when writing the resignation letter. You may also see temporary job resignation letter examples.
You can then begin your letter with the return address. The return address consists of your name, address and contact information. Regardless of the format that you choose to follow, it should be indicated on the top most part of your letter. It should be the first thing that is seen and read on the resignation letter.
After adding a single space after the return address, you should write the date when the letter was written and not the date when the letter is given to the receiver. It is important to note that countries follow different date formats and you should use the one that applies to your country or state. The USA uses the month-day-year format (for example: May 5, 2018). On the other hand, the UK uses the day-month-year format (for example: 5 May 2018). You may also like short resignation letter examples in pdf.
After the date, you should skip a single line then add the inside address. The inside address consists of the name of the receiver, his/her designation or position on the company, and the company address.
Skip a single line after the inside address and then write your salutation. The salutation is the formal greeting of your letter. It usually starts with the greeting “Dear” followed by the name of the receiver. Regardless of familiarity, you should always include the tile of the receiver (for instance Ms., Mr., Mrs., etc.).
Since you already have knowledge as to whom you should write the letter, you can address the receiver on a first name basis. But it is more professional to address the receiver with their last name (for example, “Dear Mr. Potter”). And since this is a personal professional letter, it is recommended you use a comma instead of a colon after the receiver’s name in the salutation.
At this point, given that you have followed a full block format, the first parts of your letter should look like this:
123 Anywhere St., Somewhere City, CY 1234
May 8, 2018
Foreign Company Inc.
456 Here St., Somewhere City 1234
Dear Mr. Potter,”
After skipping single line after the salutation, you should immediately begin the body of your letter. In the introduction it is important that you directly state the purpose of the letter. As it is a official resignation letter, indicate that you wish to resign from your post along with the exact date when you wish to formally leave the company.
On the second paragraph of the body, explain why you have come to the decision. However, there is no need to babble on and on as it is not necessary to completely explain your reason. A brief explanation as to why would already suffice. After that, you can then extend a few words of thanks to the employer. Thank them for the opportunities and experiences you were able to partake while being part of the company. You may also check out writing a heartfelt resignation letters.
On the third paragraph of your letter, send them well wishes. Wish for the continuous success and improvement of the company without sounding insincere and sarcastic. In addition, you can also mention how you’re willing to help with the transfer of documents and information as well the whole transition process with your replacement. You might be interested in examples of writing a board resignation letters.
Lastly, wrap up the body of your letter restating your thankfulness and include your contact information in case further communication will be done in the future.
The last two parts of the whole letter are the complimentary close and signature line. The complimentary close is your final formal greeting in the letter. The most commonly used ones are “Sincerely”, “Sincerely yours”, “Respectfully yours”, “Faithfully”, etc. After the close, finish off your letter by affixing your signature with your full name printed below. You may also see examples of writing an acknowledgement of resignation letter.
Since you already know what to include in your resignation letter, here is a list of what you should refrain from writing in your resignation letter:
In conclusion, a resignation letter formally informs your employer your decision to resign from the company. It should not be taken for granted as it is a how you can professionally exit a company without breaking and burning the bridges you have struggled to maintain. Aside from that, it is just the most respectful thing to do. Resigning from your job without proper notice can surely damage your credibility as a professional. You may also see what is a resignation letter?
Although it might be hard to write since you are caught up in a whirlwind of emotions, make sure you provide a clear reason as to why you are resigning and when you wish to officially leave. No matter how much you’ll miss the familiarity, the routine and the people, maintain a professional tone in your letter. We hope this guide was able to help you with your resignation letter writing.