Leaving one’s job takes a lot of courage. It is not every day that you are able to willfully drive yourself out from your comfort zone in order to hurdle new challenges in a different workplace. That is why, it is understandable that between the thought of starting another job at another company and resigning from your present one, there is little room for you to carefully plan how you must construct your resignation letter. This is quite understandable as resignation is never an easy thing. If you are in the process of writing a resignation letter, then you came to the right place! In this article, we would guide you how to construct a resignation letter and we also provide you with some tips on how to go about your resignation. For more reference on writing resignation letters, download our resignation letter templates on this page.
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How to Format a Resignation Letter
When it comes to writing a resignation letter, it is quite tempting to simply write one in business letter format with a content that has a line or two about your intention to resign. Indeed, that would be an easy way to resign from your job. Easy, yes, you heard it right; but is a short and hastily made resignation letter professional? The answer is no. Submitting a hastily constructed resignation letter is akin to signing a death warrant to your long-term reputation as a worker. Even if you are already leaving your old workplace, you still need to remain polite and professional. That is why, the content and layout of your resignation letter matters a lot.
Do you need any help in formatting your resignation letter? Here are some guidelines you can follow when writing a resignation letter:
Know the proper spacing and margin.
This is perhaps the first step you need to take when writing a resignation letter or any formal letter for that matter. A resignation letter must have a 1-inch margin on the left, right, and bottom sides while at the top there must be a 1.5–2 inches margin. As for the spacing in between each component of your resignation letter, you must follow the spacing rules that you can witness from the multitude of resignation letter samples that we have on this page. Simply download our resignation letter templates. Speaking of proper formatting, make sure that you are using a letter-sized bond paper, which is basically 8.5 × 11 inches. Print it using a black ink. Lastly, set the font size to 12 and use a font type that is clearly legible. The most commonly used font type for resignation letters is Arial or Times New Roman.
Align your letter properly.
After you have attended to the abovementioned formatting rules, you can then proceed on setting the alignment of your letter. Left align is the most appropriate alignment for most resignation letters, and if you want to err on the safe side, then it is best that you align your letter this way.
Always start with the heading.
The heading of your letter is basically where you place the basic information of your recipient as well as yours. Since you are writing a resignation letter, then your recipient must either be your immediate head, manager, the human resource manager of your company, or your employer. The heading of a letter is composed of two blocks—one for the return address (your basic information) and the other for the inside address (the information of your recipient). On the first block of the heading, write 2–3 lines that must consist of the following information:
- your complete name
- your position title in your company
- the department in your company that you belong in
- your complete residential address
On the second block, write another 2–3 lines that contain the following information:
- the name of your recipient
- his/her position title in your company
- the name of your company
- the company address
Don’t forget to write the date. After you have written the heading, leave a single space, then write the date of your letter. The date that you must write in your letter should be the date when you are planning to send your letter. Don’t write the date when you are writing it. It is crucial that the date should be the same as the date when the letter has been sent to your recipient. This is essential for documentation purposes and for future reference.
Write an appropriate salutation.
When writing the salutation, you must address your recipient using their surname or even better, you may write their complete name. You have to know the complete name of your recipient. Your recipient would take your attention to detail as a sign of your politeness and the amount of seriousness and attention that you are giving to the process of resignation.
Arrange the content of your letter’s body in a cohesive manner.
The body of your letter is the most important aspect of your letter. You must be careful that you are able to incorporate all the information that your recipient must know regarding your resignation. To give you a brief overview of what to write in your resignation letter’s body, below is a list of all the components of a resignation letter’s body:
- A warm and short greeting
- The statement of your intention to resign at a specific date
- The specifics of the notice period being observed (if applicable)
- The details about the transition period.
Conclude your letter on a positive note.
Above all else, don’t write a mechanical-sounding letter. Even if your letter is limited within the bounds of formality, you must still express your thankfulness toward your employer or manager when it is due. For instance, you can thank them for the opportunity that has been given for you to grow and learn certain skills and good work ethics. While it is not considered as essential, it would definitely benefit you further down the road if you are able to depart from your company in such a positive note. You will never know, someday, you may have to call upon your manager or employer to give you a recommendation letter. That is why you have to thank your company for everything that you have learned while working there. Be careful, though, that you do not overdo it. Remain genuine in your thankfulness.
Politely close your letter.
Close your letter using appropriate closing remarks. You may use any of the following:
- “Yours truly”
- “Warm regards”
- “Best regards”
- “Thankfully yours”
- “Sincerely yours’’
Affix your name and signature.
Below the closing remark, leave four spaces for your signature then write your complete name. Below your complete name, you may indicate your position title in your company. This would help your recipient locate your records in the company in order to check whether or not the gravity of your job functions would require you to stay in the company for a certain duration of time to finish it or to train your replacement properly.
Resignation Letter with a Notice Period
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Resignation Letter Due to Pregnancy
Different Types of Resignation Letters
Now that you have a fair grasp of the things you need to remember when writing a resignation letter, it would also be of immense help to you if you are aware of the different types of resignation letters.
Below is a discussion of the different kinds of resignation letters:
- Resignation letter with a notice period – This type of resignation letter states how long the employee intends to stay in the company before his/her resignation letter would take effect. It is crucial that in this type of resignation letter, the resigning employee would discuss the specific actions that he/she would do in his/her remaining days in the company. For instance, you can volunteer to spend that time looking for a replacement, or even better, you may offer your services as a mentor to the replacement.
- Resignation letter without a notice period – This is otherwise known as an immediate resignation letter. This type of resignation letter is frowned upon in most circumstances. It is highly unprofessional for you to simply leave your job at the drop of the hat without prior notice. That is why you must avoid writing this type of letter at all costs. However, since there may be situations that would unavoidably lead you to tender an immediate resignation, you must be careful that you would still include in your letter your willingness to help out the company in training a replacement as much as you possibly can.
Are you now satisfied with the wealth of information we have outlined for you? Perhaps you are now ready to write a resignation letter of your own. Should you want to know more about the steps you need to take before sending a resignation letter, feel free to browse our website’s articles that are dedicated to your concern. For instance, we have articles that can illuminate your thoughts on how to resign the right way. What are you waiting for? Go ahead and find out more about proper resignation.
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