Deciding to leave your job may prove to be difficult. You have to weigh the pros and cons before you make your final decision. You have to thoroughly think about your reasons for leaving and see if it is enough for you to say goodbye to your current position. Once you have made your decision, you can now start drafting your resignation letter in order to let your employer know about your reasons for leaving. When it comes to writing a resignation letter, you have to make sure that you choose the right words to avoid any misunderstandings and wrong impressions. With this, it is vital that you write a solid resignation letter to ensure that your employer understands the reason not wanting to be associated with the company anymore.
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What Is a Resignation Letter?
A letter of resignation is a method of formally telling your employer your plans of leaving your job. It is a means of helping you to maintain a positive relationship with your soon-to-be former employer. You can use these letters to ensure that you leave a good impression and this also paves the way in terms of moving on.
Why Use Resignation Letters?
Using a resignation letter is the best means of letting your employers know that you are planning to leave the company soon. It is a polite manner of letting them know your proposed end date and other information that might be necessary for the resignation process.
How to Write Your Resignation Letter
Before you start writing your resignation letters, there are few things that you need to consider in order to make your resignation process a smooth one. Remember, you still want to keep a positive relationship with your employer. You never know, time might come where you might need a recommendation letter from them and they might not oblige because you said something considered to be wrong in your resignation letter. A few handy tips to remember are the following:
- The very first thing you should do before writing your resignation letter is to give notice to your employer about your intentions of quitting your job. You may do so by personally talking to them or by sending them an e-mail.
- Once you start writing your resignation letter, you need to be direct and straight to the point. This is not the place for you to sugarcoat. Your first few words should already mention that you are leaving your job.
- Express your sincerest gratitude. Despite your excitement for leaving, still mention some of your learnings during your stay with the company.
- Offer your willingness to give a helping hand during the transition process of the company. Give your employers an assurance that you will do everything that needs to be done before your exit date. Remember to not make any promise that you cannot deliver.
- Keep your letter brief. If you have already talked to your supervisor or boss, there is no need for you to make your letters lengthy.
- Make sure you review your contract to see that you are not violating any terms and conditions laid down in the agreement.
- Keep the tone of your letter formal and professional. Use simple language and avoid the usage of slang.
- Do not write anything negative about your boss, your colleagues, the nature of your job, and most importantly, about the company. Sure, it is never wrong to feel hatred toward things that are related to your job, but these are things that are considered as not etiquette and this is not the best avenue for you to vent.
As we have said earlier, keeping a positive relationship with your employer is the end goal here. You also have to put in mind that this will be kept in your employee file and you certainly do not want these things to haunt you in the future just because you said the wrong things in your letter.
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Types of Resignation Letters
Some people think that resigning from a job is as easy as walking out the doors of the company and never looking back. The thing with resignations is it is not as easy as it seems because there is a need for an employee to go through the proper resignation process of the company. Whatever your reason for departing may be, always remember that a proper exit from the company will help you in the long run when it comes to applying for new jobs. You should ensure that you make use of one in order to properly get the message across that you want to quit your job. It is also polite and courteous to let your employers know of your intentions and this helps to eliminate any bad impression that might arise.
A resignation letter can be used for a variety of circumstances. There are various reasons why people leave their jobs. This is the reason why there are multiple samples available that come in unique outlines, designs, and layouts. Here we list down the types of resignation letters that are commonly used when an employee decides to quit his/her job. These are all dedicated to various circumstances where an employee may need to leave his/her job.
- Two Weeks Notice Resignation Letter. This type of resignation letter is the most common resignation letter used as it is proper etiquette to give your employers at least two weeks to come up with an action plan during your absence such as hiring someone new to fill in the position or temporarily reassign your tasks while they are in the process of hiring someone new to replace you.
- Formal Resignation Letter. A formal resignation is usually used in a workplace that is also considered as formal such as big corporations and established companies. This is a means of formally informing your employers that you no longer want to be associated with the company.
- Immediate Resignation Letter. An immediate resignation letter is used when an employee needs to quit his/her job without giving the employer any prior notice. This may be due to personal reasons.
- Short-Notice Resignation Letter. These are resignation letters used when an employee opts to render only a few more days before his/her departure from the company.
- Retirement Resignation Letter. A resignation due to retirement is utilized when an employee has been with the company for a very long time already and wants to stop serving the workforce for good.
- Tender/New Job Resignation Letter. This letter is used when an employee needs to leave his/her job because he/she was offered a better opportunity by another company.
- Maternity/Pregnancy Resignation Letter. These letters are utilized by employees who are soon-to-be moms who opt to become a stay-at-home mom for their baby.
- Relocation Resignation Letter. Whenever you are about to live somewhere else far from your current work making it the reason why you have to quit, these letters are used for that purpose.
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What Is the Format of a Resignation Letter?
A resignation letter serves as a formal document that a company keeps as a record for future reference. A formal document, a resignation letter should follow the following format.
- In the upper left section of your letter, indicate the date when you are writing your letter.
- Below the date, leave two spaces and write their personal details such as your name, address, phone number, and e-mail address.
- Leave two more spaces and properly address the employer. Ensure that you spell their name correctly.
- Your first paragraph informs your employer of the reasons why you are resigning from your job followed by your proposed end date.
- The second paragraph may include an explanation for the reason why you are leaving. This is optional.
- The next should be your thank-you paragraph to your employer.
- Close your letter with “Truly yours,” “Sincerely,” or “Respectfully” followed by your name and signature in the next lines.
A resignation letter is part of proper resignation etiquette. Other resignation etiquette that you must follow when quitting your job are the following:
- Ensure that you remove all of your belongings from the office desk and remove all personal files from the office computer.
- Do give your employer a notice of your resignation. Do not leave your resignation letter on the desk of your supervisor. Resignation e-mails should also serve as a backup after you had a conversation with your supervisor or manager.
- Stay as a productive member of the workforce during your last few weeks. Do all your tasks properly even if your end date in the company is already approaching. Wrap up all the important assignments you have and give a progress report to your supervisor or manager.
- Do keep in touch with your colleagues, friends, and team leaders. This makes your network solid and strong.
- Do not brag about a new job as this is considered to be a rude gesture.
- Ensure that you get all the necessary details about the benefits and salary you are entitled to when you leave.
There are a ton of resignation samples in this article that you can browse through. These will serve as your guide for when you are writing your own resignation letter. All of the samples we have can be downloaded for free and you can modify or edit them according to your specifications before you decide to print them or send them as an e-mail to your employer.
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