Knowing how to write a resignation letter is important as it will help you to announce to your superiors and co-workers your intention of leaving the position you are currently holding in the company you are working at. Sending this letter out in advance is polite as it will also give the Human Resource Manager an ample time to start looking for a replacement.
Being professional is necessary, as you will never know when you might need this previous employer to give you a reference, hence it is sensible to write a professional and polished resignation letter. Here are some tips on writing a good resignation letter.
Features for a resignation letter
One of the greatest secrets that successful people have employed throughout the years is to know when it is time to move on. When leaving a job, communicating in the most professional way will go a long way. At times, you may feel like getting some things off your chest, including how you endured working for the institution, be as kind as possible so that your career remains secure for future purposes. Below are tips on how to write a resignation letter
1. Start with a friendly but formal opening
Although maintaining this balance could be tricky, ensure you remain professional while keeping things amicable. Unless your relationship with your boss is unfamiliar, then start your letter with “Dear” followed by the first name of your boss. You can begin with something like “Dear Catherine” before announcing your intent to resign. If the letter is being typed on paper instead of an email, then write the name of your boss and address at the top, with the date below it.
2. Give a proper notice
Giving your employer enough time to be able to fill your position is a simple courtesy. There are some instances where your position could be complicated and the employer may need you to train the person filling the position. Give a notice of resignation that is not less than two weeks, and if you have a more elevated position in the company, a month is reasonable.
A better way would be to give the notice during your leave days, for instance, if you are going on a vacation away from work, and you can let your employer know a day before you begin your leave. Below is how you can write:
Kindly accept this letter as a notice of my resignation from the position I am currently holding. My last date of employment will be (write the date)
I hereby submit my letter resignation for (write position) effective (write date)
3. State your intention to resign clearly
When you write a formal resignation letter, always be clear, not leaving it open for your boss to think you will be open to getting a higher salary or another position at the company. Stand firm in your position to avoid any uncomfortable situations where your boss will think you can stay at the company if offered a better opportunity.
4. Explain the reasons why you are leaving (optional)
Although you do not need to be thorough about this specific part, politely stating your reasons for resigning. In case your reason for resigning is not because you are unhappy, then you do not have to put it down. If the reason is you have gotten a position at another company, personal reasons, maternity leave, or retirement, you can always explain.
Here are some tips on how you can state the aforementioned reasons:
I have decided to resign for personal reasons
Recently, I was offered a new position at company X, and I have decided to accept the new job
After much thought and consideration, I have decided that I will not be returning after I complete my maternity leave.
5. Put down that you will be of great assistance during the transition
If the position you held in the company would be hard to fill, then training the new person is a good gesture.
6. Thank your boss for the experience you got at the company
Do not make the mistake of giving your employer some piece because you will be remembered as an ungrateful whiner. What about documenting down all good memories and skills you got from the workplace. This will minimize the possibility of ever encountering an animosity because your boss will be left knowing the company had a positive impact on your career. Your resignation from work must always make your superiors feel they have been a great sense of inspiration.
Here is what you can say:
I will forever be grateful to you for pursuing all avenues to ensure massive success at my position.
I am so thankful for all the experience I gained while working under you at the company, and the opportunities I got over the years.
7. Finish the letter with a kind note
Depending on what you stated earlier is what determines how you end your letter. If you gave your resignation with a reason, you may go ahead to say you may be happy to help whenever called upon. This makes your boss know that you want to leave the company better than you found it. Remember you want to leave your boss in high spirit.
If your relationship with your boss is a friendly one, you may go ahead and say
I will never forget how much you have helped me sharpen my skills and grow in my career.
8.Have a nice closing
End the letter with statements such as Wishing you the best. Kind regards or you can just use sincerely. This is the chance to show how grateful you are.
If you've been asking yourself how to write a resignation letter, here is a sample. Read through it and you can use this to write yours. Before handing in the letter, read through and make the corrections where necessary. All the best!