What is a resignation letter? A resignation letter is a form of announcement about an individual’s intention to leave their position in a company. When an individual leaves their current employment for good, handing a resignation letter is the best way to do so. It formally informs the authorities within the company about one’s plan. A resignation letter serves as a notice, that is why it is just right and proper that the individual provides a two weeks to one month notice before the effective date of their resignation. It will allow one’s employer or company enough time to look for a qualified replacement. This is especially crucial in high-ranking positions, like managers and executive officers to name a few.
There are a lot of reasons why people tend to resign and hand in their resignation letter. It could be due to career growth, moving to a different location, pursue one’s studies, or even getting ready for building one’s own family. Sometimes, the reason for resigning could be because of conflict between one’s manager or with one’s coworker. In this case, the work environment will no longer be healthy and productive, so some employees choose to leave.
No matter what your reason is for resigning or leaving your company, it should always be done in a formal and proper way. This is because you were hired by the company properly, thus you should also leave the company properly. The best way to be able to do so is by learning how to write a resignation letter. Use the sample resignation letters in this article to help you and guide you on writing effective resignation letters. The samples are available both in PDF and word so that it will be easy and convenient for you to view and download them. You can also use these samples as your own. Check them out below.
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The Common Reasons Why People Resign
Resignation letters are mainly used to provide a two weeks notice or a one month notice that they are leaving their position in the company for good. Although this is true for all resignation letters, each employee’s reason for resigning varies. There are a lot of reasons why employees resign or leave their posts and they are enumerated and discussed below.
- Career Growth – Being able to land a job is a wonderful thing, but there are times when employees tend to look for something even better. There are people who prefer to stay in the same company the way they are, and there are also other employees who want to challenge themselves to grow and become somebody of value. This is the reason why employees decide to leave their positions to pursue something better than what they currently have.
- Pursue Desired Career Path – Not all employees who land a job get the job that they want. Some of them are just in need of a job and others are just after experience. So when the time comes they will have to decide to leave to be able to pursue the career path that they really want to follow. This is not something new as people would really grab every opportunity that they can get their hands on to make their lives better.
- Pursue One’s Studies – Sometimes getting a college degree is not enough, so a lot of employees go for graduate school. There are employees who worked to save for their college education and then leave their jobs to finish their studies.
- Going Abroad – For some, working abroad is so much better than staying in the same company and the same position. They often refer to working abroad as looking for greener pastures as the salary and life conditions are better when you’re in another country. It is no wonder why a lot of people decide to resign and work abroad.
- Health Reasons – When employees suddenly get very sick because of work or because of some other reasons, they are normally advised by their physicians to stop working for good or for a specific length of time. This only happens if the sickness can cause harm to both employee and other employees. The employee may also be forced to resign.
- Family Reasons or Family Emergencies – Family comes first, so when problems related to one’s family arises, one just has to make a difficult decision. These family reasons or emergencies could be because an employee’s parents are sick and nobody can take care of them. It could also be because of an unresolved family conflict that is getting worse and is getting problematic.
- Moving to Another Location – Other employees just find it convenient to work in place that is near their residence. Who wouldn’t? Traveling to work takes a lot of time and it might even cause one to get tired before they start working. Some employees also prefer to resign from their jobs to transfer to another company in another location where they can live with their families.
- Starting One’s Own Business – There are employees who want to be the boss of their own businesses and so they carefully plan on how they would leave their position in a certain company. A lot of employees want to become their own boss, so a lot of employees resign because of this reason.
- Preparing for Pregnancy or Motherhood – It has always been the ladies who have to leave their jobs when it comes to starting a new family or when preparing for a baby. After giving birth, mothers need time to recuperate and take care of their newborn. Some of them would already have anticipated the difficulty of going back to work and taking care of the baby at the same time, so they decide to give up their jobs instead. Nowadays, it’s not always the wives who have to quit their jobs, but it could be their husbands. This is being decided on who earns more within the family. This is a more practical and ideal setup.
The above reasons can be used in writing employee resignation letters. There are still other reasons why employees resign from their job. It may be one of the common reasons or it may be something else. No matter what the reason for resigning may be, it is important that it is explained formally in writing.
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Useful Tips on Writing Effective Resignation Letters
Resigning is not always easy for some employees, especially if they have come to love their jobs. But no matter how difficult it is, they have already weighed the circumstances and have enough reasons to leave. The best way to properly cut your ties with the company is through a resignation letter. Not only does it serve as your notice for leaving the company, but it also helps you maintain a good relationship and a good record with your previous employer. Who knows, you might need their help in the future. Below are some of the tips that you can take advantage of to make sure that you are writing an effective resignation letter.
- Be polite. Sometimes the reason why an employee leaves their position in a company is because of bad management or a conflict with their manager or boss. Even if this is how you feel, you should always be polite when it comes to writing your resignation letter. It is always best to be polite and professional even if you feel bad about your manager or the company.
- Write formally. It is a must to write a formal resignation letter. Managers, other high-ranking officials, and the human resources manager will be reading it, thus you must write it as formally as you can. Know the person or persons to whom you should address the letter to and make different copies for each person. If not, follow your company’s resignation process to make sure that you are doing the right thing.
- Write clearly. This will be your goodbye letter, so make it as clear and concise as possible. You don’t want to cause confusion and misunderstanding, definitely not when you’re about to leave the company. You don’t want to leave a bad impression or a bad reputation, do you?
- Always provide at least two weeks notice. It is highly appreciated and also a must that employees who resign should provide enough time for their employers or companies to find their replacement, so that they can prepare the needed documents and necessities for the employee’s last day of work. Two weeks’ worth of notice should be enough for employers to squeeze in everything that they need to do.
- Do not say anything rude and sarcastic. Being hotheaded and rude will not get you anywhere. Although you don’t feel like it, you should not write anything rude or demeaning when composing your resignation letter. You should also not be sarcastic in your letter. Maintain a good impression even when you are leaving the company regardless of how you feel about them.
- State your reason for leaving. Providing the reason why your are resigning from your position in the company is a form of being polite. How so? It is because there will always be a reason why you are leaving, and telling your employer about it will help them understand why. It is better than having them think that you are just not serious about the job, that is why you have not provided any reason.
- Provide your contact details and offer help during the transition. There are still a lot of things that needs to be done even if you are about to leave a company. They might need you regarding some things about your employment, so offering help and providing them details on how to be able to contact you is a nice thing to do.
- Maintain professional relations. You might need your employer’s recommendation at some point, so maintaining a healthy and professional relationship with your employer after you resign is good for you. You can use this relationship to your advantage when the need arises.
- Proofread and spell-check. Even if it’s already goodbye, think of the people who will be reading it. Don’t let yourself be embarrassed by something that can be avoided and fixed. It is good practice to always make sure that you proofread and spell-check your work regardless if it is for a formal letter or other stuff.
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