Writing a resignation letter is one of the most important business documents you may ever have to write. Although you are leaving a job or employer, it’s still essential to conduct yourself with professionalism and write a resignation letter when you decide to quit. A resignation letter is given to your employer or manager when you decide to resign from a position. This type of letter serves three main purposes.
The first purpose is to give your boss a written notice of when you will be leaving your position. This way, your boss is able to find a replacement and has a hard copy of exactly when you are leaving. Writing a resignation letter can avoid any miscommunications or misunderstandings about your notice. Be sure to give your employer a letter of resignation at least two weeks before you plan to vacate your position.
The second purpose is to outline your reasons for leaving your job. Your employer will likely want to know why you are leaving, and a resignation letter is a perfect place to give this information. This way, your employer knows whether you are quitting due to a problem that they may want to address, simply moving on to a new job, or moving somewhere different.
The third purpose of a resignation letter is to keep your connections intact with your employer. Although you may be leaving, every job is valuable because it contributes to your resume and offers you a great potential reference for the future.
10Don’t Waste Your Time
While writing a resignation letter is important for many reasons, it certainly isn’t a document that you need to pour your heart and soul into. Resignation letters are a professional document, indication your notice of quitting a position and offering some explanation behind your choice to leave the position. It isn’t the place to include a drawn-out message to any superiors or to ramble on for many pages.
Keeping your resignation letter short and to the point will save you and your employer a lot of time. Keep in mind that the resignation letter will be appreciated and remembered, but it will also be stored away in a filing cabinet and probably never looked at again. Don’t waste your time writing a massive essay. Stick to the following steps and don’t stress out about elaboration too much.
A resignation letter is more about offering your employer a concrete notice of quitting and giving them the exact dates that you are leaving. A resignation should not be any longer than one page. Keep it brief and focused on the topic of your quitting. If you have anything else to discuss with your employer, manager, or coworkers, do so in person or in another email or letter. Not to mention, spending too much time on a resignation letter is simply a waste of your time! There’s no need for it, and you will be leaving your job soon anyways, so don’t try to get caught up in the details of it.
9Clearly State Your Intention
If you’re not a fan of confrontation or you’re having a hard time deciding to quit your job, it may be difficult for you to come right out and say that you’re leaving. It can seem a bit blunt and out there to start a letter off with such a statement. However, it is essential that your resignation letter does not have any ambiguous language or leave employers wondering what exactly you are trying to say.
Keep your statement courteous and kind, but ensure that your intention to leave the position is clearly stated. Without a clear and initial statement, it will be difficult for employers to understand the purpose of your resignation letter. Not to mention, the letter may not be a very useful piece of evidence if you are ever in a legal dispute with your employer. Starting off your letter of resignation with a clear statement of when you will be leaving your position will save everyone a lot of time and effort trying to decipher a cryptic message.
Quitting isn’t easy, so it’s important to finish strong no matter how you are feeling about your job. Offer to train your replacement and avoid discussing your plans with coworkers before you have officially submitted your letter of resignation. Doing all of this will ensure that both you and your employer feel as though you are parting on a good note. It may be difficult, as with any transition, but being clear and kind will make everyone feel better.
8Timing Is Everything
One of the key aspects of leaving a job or quitting a position is doing so at the right time. Giving the right amount of notice can make or break an employer’s willingness to give you a reference in the future. No matter what comes up or what new job you get, be sure to give your old job at least two weeks of advance notice. Giving this notice is a common courtesy to your employer which allows them the time to hire and train someone to replace you.
Without giving this notice, your employer may be stuck in a difficult position. It’s simply unprofessional to quit with no notice or with just a couple of days’ notice. Employers are usually quite understanding about extreme situations like health problems or emergencies, on the other hand. But, if you have to reason to need immediate leave, be sure to give the right amount of notice.
It’s also essential to have your resignation letter prepared when you want to quit your job. Do so in person with your manager, but have the resignation letter prepared and dated to ensure that everything is well-documented. Many employers have policies about when you need to give notice before leaving. It’s a good idea to check this out in your employee handbook or maybe even inquire with human resources to avoid running into any issues. A dated resignation letter is an important piece of evidence if you ever run into legal problems regarding your notice or employer.
One of the main purposes of a resignation letter is to offer you a chance to explain your reasons for leaving a job or position. Keep in mind that this section does not have to be very long. It suffices to give a brief and professional statement about why you have chosen to quit. This statement does not have to belong or personal in any way. The reason for this statement in the first place? Employers may be confused or upset about losing an employee, so it’s nice for them to know the reasoning behind your choice.
Explaining your reasons for leaving a position should be done with professionalism in mind. This is simply a place to outline the gist of your decision- not a place to air your grievances or talk about your five-year plan for the future. Take a look at some of these example sentences for resignation purposes:
- I have chosen to focus on my personal development and studies, which is why I will be leaving my position.
- I will be pursuing my studies and cutting down on my work hours, which is why I will be switching to a part-time job.
- I have been given a great opportunity elsewhere, so I will be submitting my notice here.
Each sentence offers some vague information about the reason for quitting, but it does not need to outline the exact reasons or direction of the person’s future. Outlining these reasons are a courtesy to the employer, and what most of the resignation letter’s body should consist of.
Whether you are friends with your coworkers, managers, or employers or not, the fact remains that a resignation letter is a business document. It should be treated as such and professional language should be maintained throughout your whole resignation letter. If you have something to speak about with your manager, consider whether it should be included in the resignation letter or simply spoken about in person. Try to keep the resignation letter strictly professional and full of only the needed information.
A resignation letter is not the place to speak to your friends or leave a long note about your future- it’s a business document. There’s no reason why you can’t still speak to your friends or discuss your future in person or in a different form of correspondence- just not in a resignation letter. Keep in mind that actions speak louder than words. If you really want to keep in touch with people you work with, it’s not necessary to talk about this in your resignation letter.
Rather, make an effort to contact them outside of the workplace, make plans, and find ways to connect. After all, you will be leaving the workplace soon so there’s no reason to keep all your correspondence there! When completing your resignation letter, it’s a good idea to run it through a grammar checker and spell checker. Be sure to proofread and maybe have someone else read it, as well. This way, you can be sure that the resignation letter is concise and properly written.
5Leave a Kind Conclusion
The whole goal of a resignation letter is to leave a workplace on a good note. It’s vital to have connections and healthy relationships to past employers- you never know when you might want a reference, a favor, or even to join the team again. Even if you can’t imagine needing the connection now, it’s best to err on the side of caution and try your best to leave a good impression.
Conclude your resignation letter with a kind remark about your time working there or your thanks for the opportunities. Even if you are leaving on bad terms or you feel that you didn’t excel in the position you are leaving, try to find something positive to conclude your letter on a better note. There’s no need to go into extreme detail or lie on your resignation letter, but one positive remark can go a long way. Whether you really are grateful for your time in the position or you’re just feeling excited to move on- throw in a small note of your appreciation.
This is something that will set your letter of resignation apart and likely be very well received by your superiors. If you ever need help from one of your former employers, they will likely be willing to do so if you have left on good terms and made your appreciation clear. Signing off with a small note of positivity is a great method for any letter, so why not include it in a resignation letter as well?
4Don’t Include Criticisms
Almost everybody has something they would like to change about their workplace. It’s inevitable to leave a job unhappy at one point in your life- not everything is the right fit, and sometimes there are legitimate issues at play in a workplace. However, a resignation letter is not at all the right place to bring up your criticisms or problems with the workplace, no matter how professionally you do so.
If you have genuine criticisms about a workplace or you are leaving with a sense of unhappiness, speak to your manager in person or write a separate letter addressing your concerns. It’s best to keep your resignation letter dedicated to its own task instead of getting into any criticism. The resignation letter should be short, simple, and straightforward. There is no need to include anything unnecessary like criticisms.
Leaving a job may feel like the perfect time to complain about everything you ever wanted to complain about while you were working there. In some ways, this is true- you can let your boss know about constructive ways you believe things could be changed. However, it’s not a good idea to get too committed to the idea of criticizing your workplace, even if you are on your way out. It’s best to bite your tongue and maintain your professional relationships for the future when you may need them. Try to consider the positives of your work experience in that position. If nothing else, at least you had a learning experience that led to something different.
3Don’t Try to Get a Raise
If you’re writing a resignation letter in the hopes that you will be offered a raise or a better position for staying- don’t do it! A resignation letter is final, and it is not something to write and submit if you don’t fully plan on leaving your job. It is not a negotiation tactic, and using it as such may even backfire and leave you without a job. Any mention of money or dissatisfaction with your position should be left out of your resignation letter. If you are writing a resignation letter, make sure that you are totally sure of your decision to leave the job and that you have another job lined up.
If you want a raise or a promotion at your job, there are many other ways to go about this. The first step is simply discussing it with your boss. There may be negotiation involved down the line, but you need to ask your boss or at least mention your goals in order to get the conversation started. Don’t start off with games or try to get an offer from quitting or submitting a resignation letter.
Keep in mind that getting the raise or the promotion that you want may be as simple as asking for it. If your boss isn’t aware of your goals, they have no way of knowing that you are a contender and likely won’t just randomly give you a raise. Let them know and prove yourself rather than trying to get a raise by submitting a resignation letter.
2Give It to The Right Person
It’s essential to address your letter of resignation to the right person and deliver it to the right person as well. If you have a clear manager, this part may be simple. However, many jobs include hiring managers, upper management, or human resources. If your company has a human resources division, it’s a good idea to at least send a copy of your resignation to them. If not, ensure that anyone who may need to know about your notice gets a copy as well. This may include supervisors, managers, or anyone who is above you. Keep in mind that you may need to make more than one copy of the letter of resignation.
A good way to make all of this easier is by simply addressing the letter to the name of the company or ‘to whom it may concern,’ if you feel you may have to give it to several people. This ensures that you don’t have to write everyone’s name but that you are still being professional and designating a recipient.
You may want to let other people know that you are leaving the position, even if they don’t really need to receive a letter of resignation. This usually includes co-workers or people who may be affected by your resignation. It’s courteous to let people know rather than simply disappearing without a trace! Take a few moments to give your co-workers a heads-up about your change in employment and even make an effort to help the transition go more smoothly for everyone.
1Use a Business Letter Format
Using a business letter format is the ideal choice when writing a resignation letter. Business letters are designed to contain the maximum amount of information, all the while remaining short, concise, and professional. Using a business letter format whether you are sending an email or writing a paper copy ensures that you are not too informal. Formatting a business letter is simple, and there are often premade templates found online and available on your word processing application. However, if you choose to use a template, be sure to fill in all the right information and personalize the letter accordingly.
A business letter includes a handful of particularities. First of all, they are divided into different sections. Because they are often used in business correspondence, diving them into sections makes them easy to read and organize in a fast-paced business environment. The sections include contact information, salutation, body, a closing remark, and your signature. Plus, the most important thing to include in any letter- the date.
Your contact information and the date should be found at the very top of the letter, including your name, job title, company, address, phone number, and email address. You should also include the contact information of the recipient below your own. Start your letter off with a formal salutation, addressing the recipient of the letter, and then dive into the body. This is where your actual resignation information is found. Afterward, close your letter with a short and concise conclusion and your signature right at the bottom.
By mastering the art of writing a resignation letter, you ensure that all of your previous employers have a professional and courteous image of you. No matter why you are leaving a job or position, it’s essential to write a resignation letter. It’s also important to ensure that you are writing a resignation letter in the proper way, in order for it to have the same kind of effect.
Keeping in mind all of the steps above will ensure that you are left with a resignation letter that is fit for any employer or job. If you ever need to ask for a reference from a previous employer, it’s likely that your resignation letter will be something they take a look at. Writing a resignation letter in the first place, and ensuring that it is well-written, proves that you are a professional person who is striving to do their best in the workplace.
Whether you choose to go with a very formal resignation letter or a more informal version, taking the time to do so is important and impressive to any employer. Not only that, but it also ensures that everything is written and recorded on paper. In any matter of employment, it’s a good idea to have a record and a paper trail of your activities- leaving a job is no different. A resignation letter is a business document, but it’s also a great way to show your thanks for a position, an employer, or a job- even when you are leaving it.