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How to Write a Letter of Resignation | Interview Preparation Tips by Leverage Edu

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How to Write a Letter of Resignation?

Leaving a job and seeking new opportunities is an important aspect of professional growth. However, it is important to maintain positive professional relationships when departing from a company. One of the key aspects of a graceful exit is writing a well-crafted letter of resignation. In this blog post, we provide you with an in-depth guide on how to write a letter of resignation that is brief yet makes a good impression.

Must Read: How to Answer, ‘Why Are You Leaving Your Current Job?

What is a Letter of Resignation?

A letter of resignation is a formal document that an employee presents to their employer informing them of their decision to leave their current position or job. It is an official announcement of the employee’s decision to resign with the effective date of resignation.

A letter of resignation usually comprises a brief expression of gratitude, a clear statement of resignation, and may optionally mention the reason for resignation. It is a professional courtesy that allows both the employee and the employer to plan and manage the transition process smoothly.

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Points to Include in Your Letter of Resignation

When writing a letter of resignation, the following points should be included:

  1. Date: Begin the letter by mentioning the current date.
  2. Recipient’s Information: Address the letter to the appropriate person, such as your immediate supervisor or the human resources department.
  3. Statement of Resignation: Clearly state that you are resigning from your position and specify the date of your departure.
  4. Express Gratitude: Express gratitude for the opportunities and experiences you gained while working for the organisation. Thank your employer, coworkers, and mentors for their guidance and support.
  5. Reason (Optional): You may include a brief explanation for your resignation. However, it is important to maintain diplomacy and focus on the positive aspects of your decision.
  6. Offer Assistance in Transition: Express your willingness to help with the transition process by training a replacement or providing support during the handover period. This shows professionalism and respect for your colleagues.
  7. Tie-Up Loose Ends: Express your commitment to completing any pending tasks or projects and ensuring a smooth transition of responsibilities.
  8. Maintain a Professional Tone: Use a professional and respectful tone throughout your letter. Avoid making negative or demeaning statements about the company, employees, or management.
  9. Closing and Signature: End the letter with a professional closing, such as “Sincerely” or “Best Regards.” Sign the letter by hand if it is a printed copy, or include your name if it is an email.

Before submitting the letter, make sure there are no errors or typos in it. Deliver the letter in person whenever possible, or send it via email if an in-person meeting is not possible.

Must Read: Resignation Letter for Higher Studies

Mistakes to Avoid in Your Letter of Resignation

When writing a letter of resignation, avoid the following mistakes:

  1. Being Negative: Avoid expressing negative opinions about the company, your coworkers, or management in your resignation letter. Keep a professional and positive tone throughout the letter.
  2. Burning Bridges: Resigning from a job should be done professionally and respectfully. Avoid making any negative statements that may damage your professional relationships or reputation.
  3. Failing to Express Gratitude: It is important to express gratitude and appreciation for the opportunities and experiences gained while working here.
  4. Not Offering Assistance: Leaving a position requires effective handover and transition. It is critical to provide support in ensuring a smooth handover of your responsibilities. Failure to mention your willingness to assist with the handover process may be seen as unprofessional.
  5. Resigning Abruptly: Unless there is an emergency, give your employer sufficient notice. Abruptly resigning without sufficient notice could negatively impact the work environment and harm your professional reputation.

By avoiding these mistakes, you can ensure that your resignation letter maintains professionalism and respect, and leaves a great impression as you move on to new opportunities.

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Tips and Tricks

Some tips and tricks that an individual should keep in mind while drafting an effective letter of resignation are listed below.

  • Keep it Professional: Maintain a professional tone throughout the letter. Avoid using strong emotions or making harsh statements about the company or your coworkers.
  • Be Clear and Concise: Clearly state your decision to resign and specify the date of your resignation. Keep the letter brief and to the point, avoiding unnecessary details and explanations.
  • Express Gratitude: Take this chance to convey your gratitude for the opportunities and experiences you’ve had while working. Thank your boss, coworkers, and mentors for their help and guidance.
  • Offer Assistance: Showcase your professionalism by offering support with the transition process. Express your willingness to train your replacement, or offer assistance during the transfer.
  • Keep it Positive: Instead of focusing on the bad aspects of your current situation, highlight the personal growth or new opportunities that drove your decision.

Must Read: How to Answer Common Interview Questions?

Sample Template for Resignation Letter 

[Your Name]

[Your Address]

[City, State, ZIP]

[Email Address]

[Phone Number]

[Date]

[Recipient’s Name]

[Recipient’s Designation]

[Company Name]

[Company Address]

[City, State, ZIP]

Dear [Recipient’s Name],

I am writing this letter to formally resign from my position at [Company Name], effective [Last Working Day]. I’d like to express gratitude while submitting my resignation, as my experience at [Company Name] has been both professionally rewarding and personally fulfilling.

I have made the difficult decision to resign in order to pursue a new opportunity that aligns more closely with my long-term career goals. It has been a privilege to have such wonderful experiences, growth, and friendships during my tenure at [Company Name]. I have had the honour of working with exceptional colleagues and mentors who have provided invaluable guidance and support throughout my time here, and I am grateful for [Company Name]’s trust and confidence in me.

Please accept my resignation and convey my gratitude to the entire team at [Company Name]. I wish everyone continued success and hope that our paths may cross again in the future.

Thank you once again for everything.

Yours sincerely,

[Your Name]

A simple resignation letter is a formal way of expressing your decision to leave your current position within an organisation. Certain employers require you to provide a resignation letter based on your agreement, but others consider it a professional courtesy. By submitting a resignation letter, you give your company enough time to find a suitable replacement, while you may be required to assist in training the new employee.

Source: Professor Heather Austin

FAQs

Q.1. How do I begin a resignation letter?

Ans: When starting a resignation letter, it is important to address it to your immediate supervisor or the appropriate person within your organization. Begin with a formal salutation such as “Dear [Recipient’s Name],” or “To Whom It May Concern.” You can then proceed to state your intention to resign and the effective date of your departure.

Q.2. What information should be included in a resignation letter?

Ans: A resignation letter should include the following key elements such as your intention to resign, date, assistance with the transition, and closing remarks.

Q.3. Is it necessary to provide a reason for resigning in a resignation letter?

Ans: While it is not mandatory to provide a detailed reason for resigning in your letter, it is generally considered courteous to offer a brief explanation. You can mention that you have accepted a new job opportunity, or pursuing further education, or seeking a career change. However, it is important to keep the explanation concise and positive.

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