If you want to know how to write a resignation letter or resignation email, there are a few best practices to keep in mind. Firstly, it’s important to have a discussion with your manager before you submit your professional letter of resignation. That’s the courteous and professional way to approach your resignation from any company or stage of your career.
This post covers how to write a letter of resignation with a clever resignation letter format, resignation letter template, and resignation letter examples to follow.
Basics of Drafting a Resignation Letter
Once you have an official conversation with your supervisor, HR will be notified of your intent to resign. Then it’s all about drafting a professional letter of resignation in a few simple steps.
A Resignation Letter usually contains the following information:
- Resignation statement from your office
- Date of last working day
- A gratitude statement
- Context & further procedures
- Signature
What to Exclude from your Letter of Resignation:
Whatever the reason for you bidding goodbye may be, ensure that you convey these decisions effectively to your employer. Your letter of resignation should not contain complaints about your coworkers, company, or superiors. Instead, be respectful and positive in doing so. The resignation letter of resignation email is a professional document that goes on record and should be treated as such. Keep it to the point and express a positive tone in your letter.
How to Write a Resignation Letter - Step By Step Guide
The process of writing a professional letter of resignation can be simple and straightforward if you follow these steps.
- Before writing your resignation letter, ensure that you follow up with supervisors and HR to complete all resignation formalities, which varies from company to company
- Give a clear reason as to why you’re saying goodbye to the company
- Thank your company and coworkers for the time you spent together
- Express your path forward and stick to a positive attitude
To begin writing here’s a professional resignation letter template.
1. Begin your Letter with a Notice of Resignation
In your introduction, be sure to express the intent of your letter clearly with a resignation notice. In case you are submitting a hard copy letter of resignation, use a business letter format with your contact info and the data atop the page. If you’re submitting a resignation email, you can skip this information and introduce your letter with a greeting by addressing the recipient by their name. You can always open with “Hello (Name)” or “Dear (Name).”
Then clearly state your intent to resign by telling the company that this is your formal resignation notice from the duties of your designation, and be sure to include a tentative last date of working. Usually, a weeks’ notice is enough, but in many companies, they may have their own set of instructions like a 30-day notice or 15-day notice period. Once you have this information, include the last date of working accordingly in your resignation letter.
Here’s a resignation letter example for the introductory notice:
Dear Rahul,
Please accept this letter as my formal resignation from the duties of marketing officer with X organization. My last date of work will be on Wednesday, June 19th, three weeks from this day.
2. Express your Gratitude
Always keep your professional relationships on a positive note. When writing a letter of resignation, include one or more sentences about your gratitude for the time spent working with the organization. This practice enables a smooth transition.
Here’s a letter of resignation sample for the gratitude statement:
I express my gratitude for having gained knowledge and exposure during my time at company X. Thank you for the opportunity and wonderful memories with the team.
3. Conclude with a Note of your Further Steps
State any vital information the company should know regarding your decision in the resignation letter. You can plan this statement ahead of time by having a conversation with your manager. If you aren’t sure of the formalities for the transition, simply state that you are ready to follow up on any responsibilities to enable a peaceful transition.
Conclude your professional letter of resignation with a line like “Thank you” or “Sincerely Yours” followed by your name.
Here’s a resignation letter example for the concluding statement:
The responsibilities of my current project will be completed by the 1st of June, and any tasks for the coming month will be delegated amongst my team members with your approval. To ensure that the transition formalities are complete, I would like to know if there are any actions pending from my end. I wish you and the company all the best.
Thanking you,
Kumar
Resignation Letter Template
To ensure that you get all the answers about how to write a letter of resignation, here’s a resignation letter template you can follow.
Note: Customize the template according to the information you have, based on your situation.
(First name of supervisor/HR)
Kindly note that this is my notice of resignation from the (JOB TITLE) with (COMPANY NAME). My last date of working will be on (TENTATIVE DATE), two weeks from now. I express my gratitude for all your guidance and support in making my tenure at this place memorable. It has been a pleasure to work with a great team and supportive management.
Kindly let me know how to ensure all formalities are complete regarding my resignation to ensure a smooth transition.
Wishing you all the best, and thanking you,
(Your name)
Tips on How to Write a Resignation Letter
Often, how to write a resignation letter, the resignation letter format, and what details to include depend on your unique circumstances. But the general rules apply to everybody.
In some cases, you may be very emotional, but don’t let your feelings get the best of you and take away from your professional letter of resignation or resignation email. Be polite, be thankful and be professional. Always end things on a positive note.
Here are some resignation letter tips you can take advantage of to make it more effective.
- Maintain a positive attitude and tone irrespective of the reasons why you’re leaving. That’s how you maintain your professional network and image.
- Don’t vent and use the letter of resignation to show your frustration.
- Deliver the letter in person, or have a meeting with your manager before you send in your letter of resignation.
- Use a clear subject line in case of a resignation email.
- Include words that encourage your HR or Supervisors to keep in touch, like “I appreciate your support and expect to be in touch as we go separate ways.”
- Keep it brief and not too lengthy.
- If your reasons for resigning are complicated or due to sensitive reasons, you may not prefer to include all the details. In this case, just provide your resignation statement, last date of work, and a well-wishing statement of gratitude.
- Be ready to leave any moment after your resignation letter. The company may ask you to leave the same day.
- Plan your resignation to ensure a smooth transition and that you give the company and your team enough time to fill the gap.
- Follow your HR’s or supervisors’ instructions to complete all resignation formalities after your formal submission of the resignation letter.
- Ensure that you don’t leave any of your pending duties behind to keep the faith of the company in your services.
For better results and guidance, don’t hesitate to seek helpful resources. You can always check out our blog about formal communication to hone your skills to help you draft compelling letters in the future.
And if you’re looking to level up your professional game, it always helps to rethink workplace etiquettes as you enter a new company. You can take advantage of the FREE Grooming and Etiquette training course by visiting this link.