Resigning a job you started with many hopes and aspirations is not an easy decision to make. However, when you’re presented with a more exciting position, a better salary, and more growth opportunities, quitting your job and pursuing new ventures is what makes the most sense. On the other hand, you may find yourself feeling unfulfilled or unappreciated at your place of work and have decided to leave and find greener pastures. Either way, it means that you’re in a situation where you need to submit a letter of resignation!
While a resignation letter is not a requirement per se, it’s a crucial step in the process. It is ideal to end things cordially because you may require a letter of reference or even wish to return to the same company sometime in the future. Handling your resignation and departure most professionally can help you in the transition process while also leaving behind a positive impression!
If you are preparing to leave your current job, the first thing you need to do is have an in-person conversation with your manager. There are some etiquettes involved in this process, too. This includes providing a two-week notice, preferably on a Monday or Tuesday. This way, you’re giving the HR department time to work on your exit paperwork, and it’s also a good gesture to make to avoid ruining your manager’s weekend. Another good idea would be to schedule the meeting announcing your resignation at the end of the day so you can leave work right after and avoid any potential awkwardness. However, your employment contract may include a clause that requires you to provide a certain number of days as the notice period, possibly lasting up to three months, so be mindful of that as well.
Now, let’s get into the more technical aspects of writing a resignation letter.
Firstly, remember a resignation letter should be concise and to the point. Secondly, the letter must be clear about when and why you have planned on resigning, so it’s a good idea to dedicate some time and research to creating the perfect resignation letter. You should also ensure it is addressed to the manager or HR, as per your preference. Additionally, here are some key components you should include:
Your Designation & Last Working Day
There is no need for you to get into too much detail. People often find themselves compelled to sugarcoat the situation, or others tend to start their letters by getting creative. None of this is required; you only need to state the position you are resigning from and the effective date. The reasons for your resignation would most likely have already been discussed with your boss, so you do not need to describe them in the letter.
Here’s an example:
I am writing to formally inform you that I wish to resign from my role as [current position title]. My last working day will be effective two weeks from today [current date].
Thank Your Employer
Its common courtesy to thank your boss for the job opportunity as it’s a gesture that displays professionalism and class. In your resignation letter, you can mention the positive things you have learned while working and the relationships you have formed through your position. Remember, you might need your manager as a reference somewhere along the road, so staying on good terms is very important. Since most companies check references with former managers, having a good recommendation from a previous boss can make a world of difference.
Example:
Thank you so much for giving me the opportunity to work here for the past two years. I have learned so much in my role, and I’m excited to take these skills with me as I step into the next chapter of my career.
Offer Help with the Transition Period
The last thing you want to do is make the final two weeks on your job awkward. Therefore, keep the lines of communication open by offering to help in the transition period. Of course, there is no need to go into detail about this or even promise anything you cannot deliver, but a few lines expressing that you are willing to wrap up your duties smoothly for the hand-off will show that you’re in the game until the end.
Example:
I’ll do everything in my ability to wrap up my duties during the next two weeks. I will also be happy to train other team members as needed. Please let me know if there’s anything else I can do to aid in the transition.
Conclusion
A professional letter requires a professional conclusion. At the end of the letter, conclude with utmost professionalism – because you certainly don’t want to burn any bridges! At the close of the letter, make sure to express your sincere wishes for success to your manager and the company. You can also show your willingness to keep in touch and add your personal contact information if you wish.
Example:
I wish you and the company all the success going forward, and I hope to stay in touch.
What Not To Include
We get it; if you’ve had a bad experience at the company you’re resigning from, you will be tempted to express your complaints in the letter. However, a resignation letter is not the right place to do so! If you did have any negative experiences, you can discuss them with the manager or HR during your exit interview but don’t include them in your letter.
Here are some other things you need to avoid in your letter:
- Details about why you’re resigning
- Negative comments about managers or co-workers
- Complaints about the company and its practices
- Inappropriate language or overly emotional expressions
- Grammatical or spelling errors
- Too many details about your future plans
- Step-by-step instructions about how your job duties can be covered in your absence
We hope this article has been helpful to you in crafting the perfect resignation letter. The ideal way to resign would be to type out the letter, print it, sign it, and then hand it over in person to the manager. Remember, if your company’s HR department has specific guidelines regarding resignations, be sure to follow those as well.
