Introduction
Are you willing to leave your job? If so, you should formally exit the company by submitting a resignation letter. But what is a resignation letter, and why would you need one? When and what information should you give your soon-to-be ex-employer in your notice?
You can write your resignation letter or email using the examples and templates in this post.
Key Takeaways
A formal resignation letter is a document that informs an employer of your resignation.
Your contact information, your resignation notice, and your employment end date are all included in a resignation letter. You are welcome to include additional information, but it is not required.
Letters of resignation can be sent electronically or in print. You can personally deliver a printed letter to a manager in some cases.
What Is a Letter of Resignation?
A resignation letter is a document that informs your employer that you are quitting your position. It can be sent via email or a printed letter to confirm your resignation from your current position.
The letter serves as written notice of your resignation and outlines your departure from employment, including your termination date.
When Should You Send Your Resignation Letter to Your Employer?
It is polite to send your resignation letter to your employer before your departure. Two weeks is generally considered the minimum unless certain circumstances necessitate you to resign with no notice or short notice.
You might not be able to give notice in some cases. Give your employer as much notice as possible if you need to leave your job immediately due to a family emergency, challenging work environment, or other circumstances. You are not required by law to give notice if you are regarded as an at-will employee.
When you quit your job, it’s critical to follow the terms of your employment contract. Find out how much notice you need to give your employer by looking at your contract.
Have a printed copy of your resignation letter ready to share if you tell your boss in person. However, you can send your resignation via email if you work remotely or leave with short notice.
What Should Be in a Resignation Letter
When you quit your job, you must do so professionally and gracefully. However, a lengthy explanation is optional. Keep your email or letter brief and to the point.
An overview of the contents of your letter is as follows:
Your Resignation Proposal:
The resignation should be stated at the beginning of your letter.
When was your last day at work?
You should tell the company when you intend to finish working there.
An Offer to Help with the Change:
Employees frequently offer to assist with the transition, possibly by recruiting or training a replacement. The employee and the employer can thus move on from the situation with closure, respect, and amicability.
Questions to Consider:
You can inquire about your final pay or benefits in your letter or email.
Contact Information for You:
Make it simple for the business to get in touch with you by including your personal contact information.
Your Initials:
Your written signature should be placed above your typed name on a hard copy letter. Type your name if you are sending an email.
A letter of resignation frequently mentions the employee’s experiences gained at the company and how much they enjoyed their time there to ensure a buoyant and graceful departure.
What to Leave Out of Your Resignation Letter
There are a few things you should leave out of your resignation letter:
Even if the reason you’re moving on is negative, you don’t have to mention it.
Complaints or criticisms of the employer, manager, or coworkers should not be contained in resignation letters.
If you will receive a higher salary at your new job, it is unnecessary to mention this in your letter. It’s best to have that conversation in person if you want to find a counteroffer to keep you there.
Don’t talk in your letter about how happy you are to leave or how great your new job is.
Note:
Stay calm in details, stick to the facts, and don’t whine. You might need a reference from the employer, so it’s essential to leave a positive impression. When you’ve already decided to move on, it’s pointless severing ties.
How to Write a Resignation Letter
A resignation letter must include your contact information, official notice, and the date and time of your last day at work. You can include additional details if you want to, but they are not required.
The following is an outline of what should be included in each section of a resignation letter:
Information for Contact (in Writing):
The contact information should follow the date for you and the employer (name, title, company name, address, phone number, or email address).
Email contact information:
Include your contact information after your signature at the end of an email resignation letter. The contact information for the business needs to be excluded.
Greeting:
Use your manager’s formal title in the resignation letter (“Dear Mr./Ms./Dr.”)
1st Paragraph:
Please indicate that you are resigning and the date on which your resignation will take effect. The employer will receive official notification of this for your personnel file.
Second Paragraph:
You are welcome to provide a reason for your departure, but it is not required. If you decide to justify, make sure it is something positive, like starting a new job, leaving the workplace, or returning to school.
Third Paragraph:
Optional: In your letter, indicate your availability to assist with the transition.
Fourth Paragraph:
Optional: Express your gratitude for the chance to work for the company. Share the specifics of anything that was particularly satisfying.
Closing:
Put a formal spin on your greeting, like “Yours truly” or “Sincerely.”
The letter’s signature:
Follow your typed name with your handwritten signature at the end.
Email signature:
Include your contact information, followed by your typed name.
The format of a resignation letter
should be straightforward, concise, and written in a business font.
The Letter’s Length:
The majority of resignation letters only have one typed page.
Size and Font:
Use a conventional font like Calibri, Times New Roman, or Arial. The size of your font ought to be between 10 and 12 points.
Format:
A space should separate each Paragraph in a resignation letter. Your text should be aligned to the left and have margins of one inch, which is the standard for most business documents.
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