I hope you have been working for a company and now you make a decision to quit or leave the job. One needs to follow a procedure at the time resigning and it involves resigning in person and then follows up with a formal resignation letter or mail. A resignation letter is something an official document that will be saved in your employment profile and it emphasizes a professional exit from the company. Here I will share with you what are the important things to be considered while writing a resignation letter and tips to format the resignation letter along with samples.
What is a Resignation Letter or E-Mail?
Resignation is the formal act of stating that they will be quitting the role assigned and no longer be working with the company. And the resignation letter is an official document given by an employee to the Hr or Recruiter. Letter of resignation will create an official record of resignation details such as notice, employee last day, etc… Writing a resignation letter or sending a resignation email ensures a professional and positive relationship with the company on exit.
Why Should You Write a Resignation Letter?
A resignation letter or resignation mail is a professional and diplomatic way to inform the employer and to the various departments of the company. It ensures a prior intimation to all the relevant parties about your exit.
When Should You Write a Resignation Letter?
It depends on the company policies, Some companies ask you to inform you about the exit or resignation one month in advance and some companies ask you to serve two months of notice period prior to exit.
Tips for Writing an E-Mail of Resignation or Letter
Irrespective of what the reason for resignation may be positive or negative. One needs to leave or quit the company in good terms and keep up your professionalism.
- Tone of the letter: While writing a Job Acceptance Letter or Job Resignation Letter the most important thing is the tone of the letter or email. The tone must be professionally and formally. Do not use the opportunity to complain, insult, or criticize the company.
- Keep your reasons brief: It is suggested to keep your resignation reasons brief and short. Outline the important and major reason shortly.
- Avoid Basic Errors: Format your resignation letter properly without grammatical mistakes, punctuation, and spelling errors.
- Proofread and Format: It is suggested to thoroughly proofread and format the letter or Email with any mistakes and typos before sending it.
Should I need to mention the reason for leaving a job?
In most cases, it is not needed to mention the reason in the resignation letter. But If you’d like to state the reason make sure it is not negative.
How to Write A Resignation Letter or Send Resignation Email?
A resignation letter is a formal way of sharing your intention of resignation. A resignation letter with a layout and format will be much clear and readable. You should know exactly what you need to mention in a resignation letter. Here in this article find out how to write and format your resignation letter professionally and positively.
The Structure of a Resignation Letter
- Contact Information: You must include first name, last name, home address, phone number, and email address if you are writing in letter format.
- Date: Include the date of the letter if you are writing in a letter format.
- Company Name and Address: Include the company name and address in the letter format
Note: If you are writing an email you can ignore all the above three fields in the email.
- Greetings and Addressing: Addressing the employer by salutation is a formal and professional way. It is highly recommended to use “Dear Sir” and start the letter or Email.
- Body: Start the body first paragraph by mentioning your position and then the reason for resignation and the notice period effective date.
Then in the second paragraph, it is suggested to include thank note to the company for providing opportunity and then conclude your resignation letter by offering your help in training the new trainee and help in the transition.
- Closing: Close the resignation letter in a professional way such as using words “Kind Regards”, “Yours Sincerely”, “Sincerely”.
- Your name and signature: If you are writing a letter or sending an email include your signature and contact information in the end.
Resignation Letter and E-Mail Template
You can use the below resignation letter and email template.
Your Street Address
Your City, State/Province, Country
Your Phone Number
Your Email Address
Employer Contact Name
Employer Company Name
Dear Employer Contact Name,
I am writing to provide you with my formal notice of resignation from The Company. My last day will be _______.
This was not an easy decision to make, and I appreciate your support over the course of my employment at The Company. I truly value the experience, training, and knowledge I gained over the past ____ years. It has been a pleasure working with you and the team.
Please let me know how I can help during this transition. I wish you all the best as the company continues to grow.
Some Examples of Resignation Letter and Email Samples
Dear Mr/Ms___________, (Employer Name)
Please accept this letter as formal notification that I am resigning from my position ___________ with ______________. My last day will be ___________.
Thank you so much for the opportunity to work in this position for the past ______. I’ve greatly enjoyed and appreciated the opportunities. I’ve learned so many things ___________, which will certainly take with me throughout my career.
I’ll do everything possible to wrap up my duties and train other team members over the next two weeks and help in the transition. Please let me know if there’s anything else I can do to help during this transition.
I wish the company continued success, and I hope to stay in touch in the future.
A letter of resignation is an official document and professional way to exit from the company. It is highly recommended to leave the company with proper resignation that adds a positive and appropriate remark in your employment profile.