Suppose you want to switch the office but don’t know about the resignation and how to write it. This article will provide complete information about resignation letters. Follow this article on “how to write a letter of resignation.”
Additionally, writing a letter of resignation may be one more barrier to your career advancement. But just like with every part of resignation, it’s crucial to keep a professional demeanor. Even if your employer doesn’t request it directly, submitting a resignation letter might help you leave your career on a good note. Furthermore, the key is to maintain your composure. Don’t state your complaints in your resignation letter.
You could want to return to the company at some point, or you might work with your current boss again. You may require a reference from your workplace. As a result, be polite and cheery in your letter. Therefore, another best practice is to write the letter’s core themes in preparation, then fine-tune the phrasing after speaking with your manager to reflect the key points of your interaction. So, you’ve decided to submit your resignation and quit your position after giving it some serious thought.
Additionally, you’ve accepted a job offer with a higher salary and benefits, you’re moving to a new state, or you’re just no longer satisfied with your profession. You’re prepared to move on to new chances for any reason. However, the first step, telling your employers that you’re quitting, is always a little stressful. While it would be convenient to simply text your manager your resignation, It must take additional actions to end a working relationship.
This article covers what is a letter, what is a resignation letter, how to write a letter of resignation, why you should send a letter of resignation, examples of resignation letters giving a cause, tips for resignation letters, and easy resignation letter suggestions.
What is a letter?
Furthermore, a written communication from one person to another is known as a letter. In other words, a letter is a message sent through the mail. Therefore, any written communication sent via mail can be considered a letter. A letter is a communication composed or printed on paper, placed in an envelope, and delivered to a recipient. From the explanation above, It may conclude that a letter is a written communication, printed or handwritten, sent to someone by another person via post, mail, or another method.
Types of letter
The letter is a significant human civilisational emblem. Since prehistoric times, it has been utilized as a medium for knowledge exchange. Notes can be divided according to the formalities upheld, the information conveyed, the intended use, etc. The list below provides a detailed classification of letters. Below, in order, are extensive descriptions of the notes described above:
- Formal letter
- Informal or personal letter
- Business letter
- Official letter
- Social letter
- Report letter
- Notice letter
- Circular letter
- Order letter
- Complaint letter
- Employment letter
Formal letter
Formal letters are written following an organization’s legal rules and standards. This kind of letter adheres carefully to workplace protocol at all times. Therefore, this group includes institutional and business letters.
Informal or personal letter
A personal or informal letter contains personal information but does not adhere to formal rules. This letter is sent to family members and friends to exchange news, express emotion, or ask for favors. Personal relationships serve as the foundation for personal letter writing.
Business letter
Business letters or commercial letters are written among businesspeople and contain commercial information. Business letters are impersonal, official, and well-structured. Information on trade inquiries, circular orders, complaints, claims, adjustments, and collections is contained in commercial letters, among other things.
Official letter
An official letter contains information considered to be official, such as laws, rules, statistics, activities, systems, and procedures. In other words, a letter is regarded as official when written by formal protocol. Officials use this letter format to communicate official messages to other divisions and offices. Official correspondence adheres precisely to the established design, organization, and style guidelines.
Social letter
Social letters are letters that are written for any social occasion or reason. Social letters include thank-you letters, condolence letters, congratulations, and invitation letters for various events. It is a specific form of a personal letter.
Report letter
Report letters are written in the style of a report or investigation and mailed to the recipient. In actuality, it is a brief report presented as a letter. An example of a report letter is the salesman’s letter detailing daily sales volume to the sales manager.
Notice letter
A letter addressed to a person to inform or notify him of a specific topic is known as a notice letter.
Circular letter
A circular letter or announcement is a letter that distributes or broadcasts the same information or message to numerous recipients at once. A statement must be spread when a new product, business address, retirement, or partner admission is announced, among other things. A circular letter is written for this reason.
Order letter
When the seller’s quotation answers the potential buyer’s questions, he submits an order letter. An order letter is what the buyer writes to the supplier or seller after accepting the quotation to ask them to deliver the specified items.
Complaint letter
No matter how effective a company is at running a business, things sometimes go differently than expected. There will be some errors and mishaps. Claim or complaint letters are written to inform people who must bear accountability for these errors.
Employment letter
Work letters are letters that are written in connection with employment. Examples of employment letters include cover letters for joining a company, promotions, and appointment letters.
Other letter types besides those indicated above include bank, public, level, increment, authorisation, and other letters.
What is a resignation letter?
No matter the circumstances, quitting a job is a significant life decision that has to be carefully considered. A crucial step in the resignation process that can have a lasting impact on current and potential employers is writing and sending a professional resignation letter. Knowing the potential significance of this letter, it’s crucial to know what to include in it and precisely how to write it.
A letter of resignation is a communication from an employee to their employer informing them of their intention to leave their position. There are several reasons why someone can go to work, including relocating, prioritizing family time, finding new employment, etc. Whatever the cause, it is best to step down in person before sending a formal resignation letter. We have included examples of how to write a proper resignation letter below.
When an employee decides to leave a job, they should provide their employer with a proper letter of resignation. According to Pat Roque, a career transformation counselor at Rock on Success, a job resignation letter formally announces an employee’s leave strategy. Roque says, “It is a necessary document that becomes a part of your employee records.” “Consider it the final chapter of your tale with your former employer.”
What to include in your resignation letter?
A few fundamental components should always be included in your job resignation letter, even though It might customize the contents to your position and company. Roque recommended adding the following features:
- Your end date
- Help with the transition
- Gratitude for the opportunity
- Request for instructions
Your end date
Indicate your termination date in writing, ideally two weeks beforehand.
Help with the transition.
Make clear that you are committed to ensuring a simple and seamless transfer and that you are available to talk to your boss or replacement about your workload and status updates.
Gratitude for the opportunity
Find something kind to say regardless of your differences with a coworker or how toxic the workplace may have become.
Request for instructions
Ask for detailed instructions regarding your previous job commitments and other matters if you still need to be aware of your company’s leave protocol. Some employers might want you to go right away, while others would like you to help with a transition over two weeks, or they might ask you to work from home and return your laptop to HR on your last day.
How to write a letter of resignation?
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 letter of resignation? If so, to whom do you address it? What do you say, then?
I sought the opinions of two professionals who specialize in career transitions to address these inquiries: Priscilla Claman, a career coach and contributor to the HBR Guide to Getting the Right Job, and Dorie Clark, authors of The Long Game: How to Be a Long-Term Thinker in a Short-Term World.
- What to say
- What to avoid
What to say?
Additionally, the first rule is to keep it brief. It is primarily a transactional letter, so as Claman puts it, “you don’t want to ramble on and on.” Your employer or HR should receive the letter depending on who you feel strongly about informing. Therefore, what you’ll be doing next should be stated briefly and plainly when you leave. I’m going to explore the next stage of my career,” or anything similar will do if you don’t already have a new position lined up.
Additionally, Expressing thankfulness is a good idea as long as you have something for which you are sincerely grateful. Claman counsels, “It has to be nice and true.” Think about providing details regarding tasks you were eager to complete or other achievements you’re proud of. Finish by discussing the following steps: when you will go and your resolve to efficiently transfer your assignments and duties. Claman explains, “This is an offer for what you can do to assist with the transition.”
What to avoid?
Claman and Clark concur that you shouldn’t offer advice or criticism in your letter. Advises Clark to refrain from engaging in a detailed analysis of the company’s flaws. You don’t have to keep your complaints to yourself; instead, reserve them for the exit interview, which is frequently a better venue for doing so. Additionally, according to Clark, “you’ll probably be making a report or complaint to HR” if you quit due to maltreatment or another significant issue. “That needs to be addressed, but not in the resignation letter.”
What if I want to make a point, though?
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. According to Clark, the best and safest course of action is to leave your position and say, “I’m going on; thanks for the chance.”
In some difficult situations, you can use a resignation letter to point out why you’re leaving, whether you’re criticizing a toxic 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 Clark 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 Clark, after carefully assessing the benefits and negatives.
Quitting your job and looking for your new one may be 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.
Why should you send a letter of resignation?
- It creates a paper trail
- It’s customary in your industry or company
- You feel like it will help you manage the conversation
- You want to control the message about your departure
It creates a paper trail
Regarding record-keeping, particular supervisors or HR personnel may require you to send a letter. Even if no one asks, you can submit one to prove your notice period and leave date. It could be helpful in the paperwork about your last salary and the transfer of your responsibilities.
It’s customary in your industry or company
You could be required to submit a resignation letter depending on your place of employment. You’ll need to inquire because this mainly depends on your region, industry, and organization. You may check with a former employee to see if they submitted a letter, or you could inquire with a trusted HR professional about how these things are typically handled.
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. Before you meet with them, email your resignation letter to start the dialogue. In this manner, they will know what you plan to discuss and have some time to take it all in before you start talking.
You want to control the message about your departure
By writing a letter, you can specify your departure date and motivations. You can write a 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,” according to Claman.
Examples of resignation letters giving a cause
Although it’s unnecessary, you could want to go into greater depth about your reason for leaving the company even though it’s not required. Here are a few sample sentences that explain typical resignation reasons:
- Resignation due to a better opportunity
- Resignation due to relocation
- Resignation due to family reasons
- Resignation due to a change in career
- Resignation due to returning to school
Resignation due to a better opportunity
I’ve accepted a job offer from a business that will be a better fit for my future career. Accept this letter as formal notice of my resignation from ABC Company. Two weeks from today, on [insert last day of employment], will be my last day. Even though I am changing jobs, I am grateful for my chance to develop professionally while working here.
Resignation due to relocation
It is my official resignation from XYZ Company, therefore please accept it. Two weeks from today, on [enter your last day of employment], will be my last day. I will be moving to Chicago shortly to be nearer to my family. Thank you for allowing me to learn and develop in the accounting department. I hope to find a new job with coworkers that are just as motivating, helpful, and considerate. Future corporate success is what I wish for. Please let me know if I can make a move as please let me know.
Resignation due to family reasons
Additionally, “Kindly accept my resignation, effective [enter the date of your last day of employment].” As you are aware, my family just had our second kid. I would prefer to stay home with my kids and prioritize my family’s needs after my parental leave expires. I appreciate your understanding, and if there’s anything I can do to help during this time, just let me know.
Try this variation if you want to be as unclear as possible:
“I am writing to let you know that I will leave Company XYZ at the end of the month. I need to give my family my whole focus, so I cannot continue in this capacity. I’ll be ready to help with the transition for the following month.
Resignation due to a change in career
Additionally, accept my resignation, effective [your last day of employment. Even though I will miss working with you, I have taken a position at a [insert your next company type and am excited about the new path it will take in my career. However, I appreciate your help and the chances you gave me over the past [enter period you worked for the organization.
Furthermore, please let me know what aid you require during this transition and how I might be of service during the coming weeks. Note that this example refers to an industry rather than an individual business. The name of your prospective employer does not need to be mentioned in your resignation letter.
Resignation due to returning to school
Accept my resignation, effective [enter the date of your last day of employment]. I’ll be starting graduate school in a month, so I’ll have to leave my position at Company XYZ. I am grateful for all my beautiful experiences working with this team. I have the perfect foundation for this new chapter of my life in graduate school because of the learning opportunities and skills I acquired while working at Company XYZ.
Please let me know if you require any help during this two-week changeover. Once again, thank you for the beautiful experiences you had during your [insert period of employment with the organization], and I look forward to keeping in touch.
Tips for resignation letters
The following advice will help your resignation letter be as successful as possible:
- Keep it positive
- Deliver your letter in person
- Consider networking opportunities
- If necessary, keep it brief
- Plan for an immediate departureFollow your manager’s instructions for the next steps
Keep it positive
Regardless of the circumstances surrounding your resignation, your letter should be positive in attitude. Aim to part ways amicably and preserve your professional network. Above all, avoid venting your unhappiness in your resignation letter.
Deliver your letter in person
You should deliver your resignation letter to your manager in person. Make sure to put the date at the top of the letter if you’re giving a hard copy of your resignation. You can also send an email right away following your manager meeting. Consider using a subject line like Resignation—[Your Name] if you want to be precise and concise.
Consider networking opportunities
Include words urging your management to keep in touch with you professionally when you leave the organization. As an illustration, you can write, “I’d highly welcome the chance to stay in touch so that I may continue learning from you and sharing any business thoughts I’ve picked up that you find valuable. Please contact me at [your private email address] in the future.
If necessary, keep it brief
Include words urging your management to keep in touch with you professionally when you leave the organization. As an illustration, you can write, “I’d highly welcome the chance to stay in touch so that I may continue learning from you and sharing any business thoughts I’ve picked up that you find valuable. Please contact me at [your private email address] in the future.
Plan for an immediate departure
In some circumstances, your employer could request that you leave on the day you quit. You might not be paid during that time if you go for a new job that doesn’t start for a few weeks. If this situation applies to you, keep an eye on what occurs when people resign and schedule your start date for a new job accordingly.
Follow your manager’s instructions for the next steps
Your manager can ask you to create a transition plan, complete specific tasks, or write a farewell statement to your coworkers after you submit a formal resignation.
Easy resignation letter suggestions
It can be stressful to resign, even in favorable circumstances. Following this advice will make you feel more prepared and confident about your decision.
- Utilize a model or example
- Think about talking to your management
- Keep your audience in mind
- Be stern
- Get ready to go right away
Utilize a model or example
A template or sample letter is one of the finest ways to write a resignation letter. Templates typically feature pre-written straightforward, business-like verbiage and unfilled fields that you can quickly fill in. An illustration can serve as inspiration for writing your letters.
Think about talking to your management
Simple letters of resignation are formal records. In less formal settings, you can still share your reasons for leaving and express gratitude to your manager and team members if you get along well with them. As a courtesy to them, try to inform your boss in person before sending your letter.
Keep your audience in mind
You might need to distribute your resignation letter to many coworkers. You could be required to send your letter to your manager and a human resources representative, for instance. To ensure that all of the specialists in your organization can grasp your material, keep it as plain and understandable as possible.
Be stern
Be ready for any discussions, counteroffers, or inquiries into your reasons for leaving. Additionally, your boss can ask you to prolong your notice time. While it may be necessary to support your old club, you also need to think about your future. A brief resignation letter might help you leave your job politely but firmly.
Get ready to go right away
Even though it is customary to offer at least two weeks’ notice, some employers may have security regulations that call for your immediate resignation. So that you can depart without being noticed, make sure your workspace and computer are tidy. You can select the appropriate structure for your letter and leave your work on a professional note by keeping in mind these suggestions.
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Conclusion
You should offer to assist with any transition as long as you’re polite and professional. Typically, this entails teaching the person who will take over for you when your position becomes empty. Don’t make promises that you can’t keep. Depending on how much information you provided above, properly wrap things up. If you have a close relationship with your boss, please provide more information regarding your leave. Leave a message by using “warmly,” “king regards,” or even “sincerely.”
Reiterate after your letter your willingness to assist with a transition and your wish to uphold a positive working relationship. Include your personal information, including your contact details, so that they may contact you. If you haven’t already, offer to continue in person and conclude with a salutation like “warm regards” or “sincerely.”
