Whether or not to move on from your current job is not an easy decision to make.
But one thing that doesn’t have to be as difficult as making that decision is writing a resignation letter.
What is a Resignation Letter?
The resignation letter is a notice sent by the employee to their employer informing them that they are leaving the company. In other words, it is an official way of saying that the employee no longer wishes to continue in the job. The purpose of this letter is to create a formal document of notice and record the details about the employee's last day at work, explain the employee's next steps, and maintain a positive relationship with the employer.
What to include in a resignation letter?
Tip: If you are planning to resign, it is best to speak directly with your manager so they have the time to prepare for it. Request a video chat or phone call if you work remotely. Follow your manager's instructions for the next step. In certain situations, your employer may ask you to leave on the day you resign so plan accordingly.
- Statement of resignation from the company
State clearly that you are writing to submit your formal resignation from the company. You may include your title as well in your letter.
Every company has specific instructions around what your last date of work is required to be, depending on the notice period to be served. Once you have obtained the information, state the date and day of your last day at the company.
Maintaining positive relationships is always advisable. Writing a few sentences explaining what you appreciate about your time at the company and with your co-workers can help facilitate a peaceful transition.
- Next steps or important information
Include any important information the recipient should know about your transition. It is best to discuss these details in advance with your manager.
Lastly, sign your name after concluding the letter with a closing statement such as "Thank you."
What not to include in a resignation letter?
Regardless of how much you want to say, it is better to keep the conversation limited to your resignation. Here are some considerations on what you should keep off the letter.
- Don’t Complain about the inconvenience
It’s generally not recommended to end things on a negative note. Try not to include any bad remarks or harsh words for your superior. Life doesn't always match your expectations, but that doesn't stop anyone from searching for what they want. It is advisable that you not hold grudges against your workplace if you want to move on to a new beginning.
Besides, ending things on a good note might ensure a good reference if needed by your next organisation. You may also want to rejoin your current organisation at a later point.
- A short/no explanation is better
It is not necessary for anyone to know why you are leaving. You are not required to tell anyone unless and until you wish to. When you are asked to write the precise reason, you can simply write something very common if the real reason is too complicated or personal.
- Keep your personal feelings out
Do not show any dissatisfaction based on anything that might have happened. Remember that if you have had a bad experience at the company, it will soon end. So farewell in peace.
- Don’t include any other job details
You need not reveal what you will be doing next or describe your new position at another organisation if you are joining any.
Sample 1
Dear WXYZ,
I am writing this letter to notify you formally that I am resigning from my position as assistant sales manager of (Company name), effective December 31.
I appreciate the opportunity for professional growth you provided during my time at (Company name). Thank you for your support and encouragement.
Please let me know how I can help during the transition period. I wish you and the company the best.
Sincerely,
Your Name
Sample 2
Dear Ms GHIJ,
Please accept this letter as formal notification of my resignation from the position of Marketing Manager of (Company Name). My last day will be Friday, March 15.
I must thank you for the opportunity to work in this role for the past five years. During my tenure, I had the chance to work with the heads of research, procurement, human resources, sales, and marketing. I appreciate the many training sessions and growth and development initiatives that have made me a thorough professional in the heavy manufacturing industry.
In the next few weeks, I will complete all pending tasks, and I am willing to assist in the hiring and training of new employees during that period. Please let me know how to assist with the transition process.
I wish you and the company success and hope to keep in touch.
Sincerely,
Your Name
Sample 3
Dear XYZ,
Please accept this letter as formal notification that I am resigning from my position as Account Executive of (Company Name). My last day will be Thursday, August 2.
Thank you so much for the opportunity to work in this position for the past three years. I have greatly enjoyed and appreciated the opportunities I’ve had to grow our team and pipeline, be a part of creating a great product, and work with my colleagues, and I’ve learned so much, which I will certainly take with me throughout my career.
I will do everything possible to wrap up my duties and train other team members over the next two weeks. Please let me know if there is anything else I can do to help during this transition.
I wish the company continued success, and I hope to stay in touch in the future.
Sincerely,
Your Name