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How to Write a Resignation Letter

by | Mar 1, 2021 | Career Advice | 0 comments

If you have recently decided to quit your current job, then you may be wondering what steps you need to take before you leave. Maybe an opportunity to climb the career ladder opened up elsewhere, or you’re just looking to make a career move with a new job. But regardless of your reasons for leaving a job, it is essential to write a resignation letter to formally declare your departure. This is a necessary part of leaving any job, so it’s important to understand what is required by the individual. Using the right words can help you to maintain a professional reputation and to leave your job on friendly terms. Staying in good standing with your employer is recommended even after resigning in case you need to ask them for a reference later on.

Here we will discuss how to write a resignation letter, what you should include, and — most importantly — what you shouldn’t. These tips will be helpful for anyone who may need to write a resignation letter but are unsure of how to go about it. It’s something nearly every person will have to tackle at some point in their career as a company team member, so keep reading to learn the best practices to write a great resignation letter.

What Makes a Good Resignation Letter?

An effective resignation letter will be both informative and professional. It should start by the worker stating their intention to leave their current position while communicating gratitude to the employer. Resignation letter templates can be useful, but a resignation letter template is not really necessary. Resignation letters are easy to make on your own. 

You can start out by saying something like please accept this letter of resignation and why, and then mentioning the opportunities and skills you gained from your job will show respect to your employer. It is also courteous to offer assistance to the company in planning for your departure. These are the essential elements of a letter of resignation, but there are some key details that you should also include; the date, your name, address and job title, your manager’s name, and the company name and address. The following tips will help you bring everything together to write a professional resignation letter or notice.

Give Details of your Departure

The primary reason for writing a resignation letter is to inform your employer of your intention to leave, so it’s crucial to include the date of your last day of work. For example, some contracts require you to give two weeks’ notice, so you need to give a date at least two weeks away from the day you submit your letter of resignation. This information is necessary for the employer so they can start to plan for your replacement as soon as possible. You can say something like, I am planning resignation from my position in two weeks for an opportunity to work with another company. Again, it’s important not to wait until the last day to give notice. Two weeks’ notice should be the minimum for any position, regardless of the amount of time you were at the company. 

Offer to Help with the Transition

While it’s necessary to inform your boss about when you’re actually leaving, it is gracious to offer them assistance to ensure a smooth transition. They may conduct an exit interview, which would be the best chance to let them know that you would like to offer help to the manager. 

The form of assistance you offer can depend on your specific job, but it could involve helping to recruit and train your replacement so they can practice doing your work with you. You will know what is most appropriate for your job, but make sure to state briefly that you’re willing to help in the run up to your departure. This will keep you in good standing with your employer and hopefully make those last few days less awkward than they need to be while you have your mind set on your career goals and career growth, your job search if you don’t already have a job offer elsewhere, or other opportunities whatever they may be.

Express Your Best Wishes

This is another important element of a good resignation letter because it ensures that you leave on good terms with your boss, which could secure you a reference if you need it for future employers. All you need to do is include your contact information, followed by some well wishes for the future of the company. You might also want to offer your availability to help out in the future as a way to close the letter. Also, a hard copy letter is recommended as well as a digital version that you can send from your email address. 

What Not to Include

Now that we’ve looked at what you need to have in your letter of resignation, we should also mention what you should leave out. A resignation letter doesn’t need to be too lengthy or detailed, and the best ones will be succinct yet professional. So what should you avoid when writing your resignation letter?

Giving your Reasons for Leaving

Whatever your reasons for leaving a job, it is generally recommended that you leave them out of your resignation letter. If you are on friendly terms with your boss and team, then you could mention this in conversation before handing in your notice letter. But the tone of the letter should always be positive, focusing on your experience at the company and what you have gained from your role. So avoid going into detail about your decision to leave, even if your reasons have little to do with the company or manager.

Sounding Negative

If your reasons for moving on are negative, this shouldn’t come across in your letter. Remember, your resignation letter is simply a notice of your departure, not a place to air grievances. As tempting as it can be to point out problems with the company on your way out, appearing disgruntled upon resignation could catch up with you and even hinder your future employment. Also avoid any criticism of a fellow employee or your superiors, even if you have had disagreements in the past. You are not invincible just because you’re leaving, so for the sake of your professional reputation, resist coming across as negative in your resignation letter and do not provide the name of anyone from your team in a negative light, not even the manager.

In Summary…

Keep your resignation letter relatively short and to the point. The main idea is to give your employer formal notice of your resignation so they can prepare for your departure. You should also offer to assist in recruiting and training your replacement, while expressing your willingness to help out in the future. Avoid going into detail about your reasons for leaving and make sure to keep your resignation letter positive and professional.

If you want to start your new career move on the right foot, follow this advice to write a great resignation letter.

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