Do you think your current job position is not providing you with an opportunity to grow professionally? Or the enthusiasm you have for your company the day you joined is slowing down? If thoughts like these seem to cross your mind number of times in a day, it is time to look for another opportunity out there. because after all, you are supposed to enjoy your work not curse it.
When you get the desired opportunity outside of your work, it is a responsibility of an employee to inform his/her manager or the concerned person about his or her decision. This is when the need for a resignation letter arises to formally announce about your decision of leaving your job to the company and the reason behind it.
Whenever possible, you should always resign in person and after that, follow it up with a resignation letter. However, if circumstances don’t allow you to talk to your manager like immediately you have to go back to your hometown or got an amazing opportunity, instead send Resignation Letter through mail.
The Resignation letter will outline the important aspects of your resignation and at the same time will maintain a positive relationship with your employer. Whatever the reason behind your leaving, make sure you sound professional and courteous all through the letter. And a well-crafted resignation letter will further help you to strengthen your relationship with your Boss and may also help you to build a network.
Why Is It Needed?
Resignation letter, a written letter, is important for so many reasons. It acts as an official notice that you need to hand over to your HR Manager or to the authorized person to inform them about your decision of leaving along with your last working day in the company. If you like, you can include the reason behind it.
Resignation letter also helps to serve as an evidence in your Human Resources file that you have complied with your employer’s notice requirement. Some companies require that an employee gives minimum two weeks formal notice at least before leaving the company. It is a duty of an employee to be as courteous and humble S/he can be while handing over the resignation letter regardless of the reasons why you are leaving the job.
For Whom It is For?
It is the employee who needs to draft the resignation letter explaining his or her reasons for leaving including when it is going to be effective. Resignation letter acts as an official document that will demonstrate the employee reasons for leaving, what responsibilities S/he is passing on to his or her replacement and a lot more.
The employee needs to make sure S/he is leaving the current job position for the right reasons rather than quitting because you were having a bad week and quitting will solve everything. If the reason behind your resignation is due to the bad management, then do make sure you take it with the management with a crafted letter.
Do’s and Don’t Of Resignation Letter
There are many certain things you need to keep in your mind when resigning from your Job position. So, it becomes important to think through before you contact your manager regarding that. Below are the few points you can keep in your mind.
- You Need To Keep It Positive
You should know that your resignation letter is your closing impression and for the obvious reasons, you don’t want it to go wrong. Even if you have some issues towards your current company, don’t bring it up in the conversation with your manager.
- Offer To Help With The Transition
If you are resigning, naturally there will be someone who will take over your job position. While talking about the resignation letter with your manager, you can offer your assistance in terms of training your replacement or documenting your project and anything related to what your Job profile.
- Do Give Notice Period If/When Possible
It is a basic etiquette to give a minimum of two weeks notice period at least before leaving your job.
- Don’t Brag About Your New Job
Even if you have got the best job in the world, you don’t need to rub it off in front of your manager. What if the new job you have got won’t work out? Leaving in positive terms will assure you can come back and even ask for a reference from your ex-colleagues.
- Quitting Without Notice
If you think about quitting your current position, it is a basic etiquette to inform your current employer and if you don’t do it, you will be leaving on bad terms. Doing this kind of thing likely to come back and bite you in the long run.
- Talking about Everything in your Exit Interview
The reason behind your resignation letter could be anything- you hate your boss, or you want a hike but the management is not giving you, or you don’t feel any connection to the company’s larger goals what you thought on the first day, however, there is something you need to keep in your mind. Talking about these facts at the time of resigning would definitely leave a bad taste in the mind of your manager about you. Take the opportunity of exit interview to build your relationship with them, not a chance to vent out.
Structure of A Resignation Letter
General perception around Resignation letter is “the shorter it is, better it would explain the main details”. You don’t need to provide a detailed explanation of why you are quitting your current job but it should sound professional and outline an important information from the perspective of any employer. Below are the tips from you can take ideas about how to write and build a resignation letter.
Mention the date when you are going to submit the letter in the top left line
Use the company name on the first line, followed by the city and zip code.
The addressee is usually going to be your manager
In the first paragraph, mention that you are resigning from your current job position
Date of Departure or leaving
You need to mention the departure date clearly as it is necessary to let your manager strategize the path forward.
Reasons For leaving (Option)
Become diplomatic and provide a reason behind your departure. Acceptable reasons for leaving a job can range from spending more time with the family, relocation, career change. You need to make sure that you don’t express dissatisfaction in your resignation letter
- Be direct that you are leaving and mention it in the first paragraph. In the first paragraph, refrain from saying anything negative about the company.
- Inform them about your last working date to assure your HR Manager that you are willing to give proper notice period.
Thank You Section
End your resignation letter by thanking your manager for all the opportunities they have provided you during your tenure.
If you are submitting the hard copy of your resignation letter, sign above your typed name.
What Should Be Included In The Resignation Letter?
There are certain parameters which should be included in your resignation letter.
- Mentioning that you are resigning and why you are resigning
- When your resignation is going to be effective
- A thank you note to your current employer for giving you the ample opportunities
Your resignation letter will be shared with the future employers. So, make sure you write your resignation letter in a professional manner before sending to your HR Manager.
Guidelines For Writing Your Resignation Letter
Keep It Short – You may not be happy with the management but writing long pages to justify the same is of no use. So, make sure you keep the length of a Resignation letter short. Mostly, it is no more than one typed page.
Layout Of A Page:- More then what you are writing on a resignation letter, how you are presenting also matters. Use a traditional font such as Times New Roman, Calibri, make the font size between 12 Points, make the letter single-spaced and use about one margin.
Edit:- Never send your resignation letter before Proofreading it thoroughly. If you are not good at it, there are so many free software which can do it for you quickly.
Now you know why resignation letter is needed to what should be included in it. If you don’t have much to say in your resignation letter or looking for little help, take a look at these Resignation Letter Samples Link below. These samples will explain you what should be included in the letter and its layout. Our team of experts has tried to cover up every possible scenario when it comes to resignation- from formal, relocation, and other personal resignation situations.
#You can rewrite these resignation letters as per your own condition to fit your particular employment situation.
Resignation Letter Samples
Sample Resignation Letter For the Job You Have Just Started
Resigning Letter Due To The Bad Behavior Of boss And Conflicts In the Management
Format Of Resignation Letter Due To Personal Reasons
Resignation Letter Format For Not Happy With Management
Resignation Letter For A New Job Opportunity
Format Of A Resignation Letter Due To Health Issues