How to Write a Resignation Letter

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Resignation letter format

You’ve decided to leave your employment, and you want to do it successfully. Giving advance notice and informing people politely are the first steps in accomplishing this. Do you, therefore, need to submit a resignation letter? If so, to whom do you address it? What say you, then?

Do You Really Need to Write a Resignation Letter?

According to Clark, it’s ideal to give your employer at least two weeks’ notice before moving on to the next phase of your career “face-to-face or over video chat.” That indicates that a formal resignation letter is typically not necessary when leaving a job. However, there are some circumstances in which you should write one, particularly since, as Claman emphasises, doing so is usually simple and doesn’t have any negative consequences.

Why You Should Write a Resignation Letter

Reason #1: It creates a paper trail.

As a matter of record-keeping, certain supervisors or HR personnel may require you to send a letter. Even if no one asks for one, you can submit one so that there is proof of your notice period and your leave date. This could be useful for the paperwork pertaining to your last salary and the transfer of your responsibilities.

Reason #2: It’s customary in your industry or company.

Depending on your place of employment, you could be required to submit a resignation letter. You’ll need to inquire about it because this mostly depends on your region, industry, and even organization. You may check with a former employee to see if they submitted a letter, or you could subtly inquire with a trusted HR professional about how these things are normally handled.

Reason #3: You feel like it will help you manage the conversation.

According to Clark, telling your supervisor you’re leaving can be awkward, and it might be challenging to do so in person. Just before your meeting with them, email your resignation letter to assist start the dialogue. In this manner, they will be aware of what you plan to discuss and will have some time to take it all in before you start talking.

Reason #4: You want to control the message about your departure.

You can be specific about your date of departure and motivations by writing a letter. You can write the letter to them and copy HR or your boss’ boss if you’re concerned, for instance, that your boss will try to spin your departure in a way that suits them (but isn’t the real story). By doing this, you can influence “how people feel about you and if they write a future reference.

Recommended Read: Email Writing

How to Write a Resignation Letter

Things to say

The first rule is to keep it brief. This is primarily a transactional letter, so as Claman puts it, “you don’t want to ramble on and on.” Depending on who you feel strongly about informing, either your employer or HR should receive the letter.

When you leave and what you’ll be doing next should be stated succinctly and plainly. I’m leaving to explore the next stage of my career” or anything similar will do if you don’t already have a new position lined up.

Things To Avoid

Avoid going into a detailed analysis of the business’ flaws.
You don’t have to keep your criticisms to yourself; rather, reserve them for the exit interview, which is frequently a better venue for doing so. And “you’ll probably be filing a report or complaint to HR” if you’re quitting due to maltreatment or another serious issue. “That definitely needs to be addressed, but not in the resignation letter.” [For a rare exception to this rule, see below.]

Sample Resignation Letter

Dear [Name],

As we already discussed, I’m leaving my role as [title]. I’ll be leaving on [date], which is in [X] weeks.

It wasn’t an easy choice, but as you are aware, I have been wanting to transition into [new field/industry] for a while, therefore I’m moving on to a position that will enable me to further my career in that direction.

I have had a great time working for [business] and with this team. I’ve gained a lot of knowledge that I will apply to my next job. I appreciate your help and the chances you’ve given me over the past [X] years.

[You may add additional details here about tasks you were eager to complete or other successes you’re proud of. For instance, “I especially enjoyed working with the analytics team, sales, and marketing to launch the most recent version of our flagship product during my tenure here.” or “My experience over the past six years has been wonderful. Managing the most lucrative portfolio for the organization and always exceeding our goals has been a delight.]

As part of my commitment to ensuring a smooth transition, I’d like to meet with you to go over some preliminary ideas for how to transfer my tasks and responsibilities.

I want to stay in touch and wish you and your team continued success.

I appreciate everything.

[Your name]

Resignation Letter Template

[Your Full Name]
[Address]

[Phone Number]
[Email Address]

 

[Date of Writing]

[Supervisor’s Name]
[Supervisor’s Job Title]
[Company Name]

[Address]

Dear [Supervisor’s Name],

Accept this letter as formal notice that I’m leaving [Your Job Title] and [Your Company Name] on [Your Last Day At The Company], effective immediately.

I’m grateful for all the help and chances you’ve given me while I’ve worked at [Your Company Name]. Those [2-3 Highlights] were enjoyable. The team and I have truly enjoyed working with you.

I’ll make every effort to guarantee that my duties are successfully transferred over the course of the following two weeks. If there is anything further I can do to facilitate that transition, kindly let me know.

I wish the company continued success and hope to stay in touch.

Sincerely,
[Your Hand Signature]
[Your Full Name]

But What If I Want to Make a Point?

It can feel risky to leave your work, so we all want to make the process as easy as possible. After all, you want your employer to provide you with a good recommendation in the future. “The best and safest course of action is to simply leave your position and state, “I’m going on, thanks for the chance,

However, in some severe situations, you can use a resignation letter to make a point about why you’re leaving, whether you’re criticizing a poisonous workplace environment or drawing attention to how the company’s leadership has misled the company. But this is dangerous. Naturally, you have the right to do so but cautions that there will be repercussions and that you will be responsible for them. If word gets out in the industry that you departed in a ball of flames, that might cause reputational damage in addition to losing out on a reference from this company. Is this the hill I want to die on, advises, after carefully assessing the benefits and negatives?

Quitting your job and looking for your new one may be both thrilling and nerve-wracking. In general, you don’t want to cross any bridges in your resignation letter because it’s your chance to make a lasting impression. You never know if you’ll run into your employer or former coworkers again or if you’ll ever wish to work for the same organization again. A well-written resignation letter keeps your options open and allows you to exit with dignity.

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