Methods to Write the Resignation Notice (with Examples)
Individuals have diverse motives for resigning from their positions. Whether due to an immediate relocation, a perceived lack of growth opportunities within the current company, or a desire to transition to a different career field, there are several considerations to ponder before submitting a resignation.
What is a Resignation Letter?
A resignation letter is a formal written notice that outlines the details surrounding the termination of employment. It is typically not meant to catch your employer off guard; rather, it is sent after discussing your decision to resign with your supervisor or manager in advance, both as a matter of courtesy and for documentation purposes.
Why Is Writing a Resignation Letter Important?
Writing a resignation letter is crucial to ensure that both you and your employer have a documented record of your resignation details, including your final working day, any pending tasks, and outstanding obligations. While it might not seem pivotal, it provides protection. With written evidence of your intended resignation date, your employer cannot argue that your resignation date differs from what you communicated.
A resignation letter also serves as a final act of goodwill towards your soon-to-be former employer, allowing for an amicable parting of ways. This gesture can prove beneficial should you require their assistance (such as for future employment or a reference) down the line.
How to Compose a Resignation Letter
If you’re considering resigning but lack experience in writing a resignation letter, this guide has you covered. We’ll outline the essential components and provide illustrative examples. Additionally, we’ll offer some valuable tips to follow as you craft your letter.
General Guidelines
It’s important to note that the structure we discussed for the letter isn’t set in stone. Depending on your approach, you can rearrange sections as needed.
Informing Your Employer of Your Intention to Resign
Announcing your resignation can be a significant development for your employer. Hence, it’s a good practice to let your manager know of your plan before submitting the official resignation letter. However, there might be situations where this isn’t feasible. If you have a valid reason for abrupt submission, such as an emergency or personal threat, it’s more understandable. Still, it’s advisable to provide a heads-up to your supervisor prior to sending the resignation letter.
Considering Hand-Delivery
Handing in a physical copy of your resignation letter is a more professional choice, though not mandatory. If you’re printing it out, adhere to business letter norms, including including your contact details and the date of submission. For email submissions, omit these details, but ensure your subject line is concise and clearly indicates the topic of your email.
Maintaining a Positive or Neutral Tone
As this will be your final communication with the company, strive to leave a positive impression. Keep your tone as upbeat as possible to uphold a cordial relationship. If you can’t manage positivity, then maintain a neutral tone. Remember that the resignation letter is not the platform to vent your grievances. Aside from being unprofessional, it can damage your future connections.
Maintaining Formality
Your resignation letter is a formal piece of business correspondence. Despite any close relationships you may have, avoid discussing them here. Reserve such discussions for personal notes or messages you can send before resigning.
Keeping It Concise
Ultimately, your resignation letter is an official work document. Writing a succinct letter minimizes the risk of revealing information that you may regret later. Additionally, both your manager and HR professionals have busy schedules; they’ll appreciate a brief and straightforward resignation letter.
The Introduction
Addressing Your Recipient
Begin with a salutation and use the recipient’s name. The conventional approach is a formal greeting like “Good day [Recipient’s Name],” but if you prefer a more casual tone, “Dear” is acceptable.
Stating Your Resignation
After addressing your recipient, promptly indicate the purpose of your letter: your resignation. Ideally, you’ve already discussed your intention to resign with your employer, so there’s no need to soften the news. If that’s not the case, you might consider starting with a positive remark before revealing your decision.
Keep it straightforward: Clearly state that you are formally resigning from your position within the company. Include only essential details, such as the position you’re resigning from and your last working day (ideally two weeks from the date of the letter).
Example:
Good day Thomas,
I am writing to inform you of my formal resignation as a Senior Writer with Klein ABC Inc., effective two weeks from today on Thursday, April 18th, 2023.
The Body
Expressing Your Gratitude
To maintain goodwill, convey your appreciation in the resignation letter. Mention how the company has allowed you to acquire skills or grow professionally. If you’re unable to muster a positive sentiment, a simple “thank you” for your time at the company suffices.
Optionally, Explaining Your Decision
If you choose to explain your reason for resigning, place it before expressing your gratitude. It can be as concise or as vague as you prefer; there’s no obligation to disclose more than you’re comfortable with in your resignation letter.
Example:
Unfortunately, I am resigning from my position due to unexpected personal circumstances that conflict with my job. I am grateful for the opportunity to work with industry leaders during my time here.
The Conclusion
Offering Assistance
This is another show of goodwill towards your soon-to-be former employer. If you’re able to assist during the transition, mention it in your letter, specifying the duration of your availability. Remember, you want to depart on good terms to maintain a positive connection with the company.
This section is also where you can list any ongoing projects and describe your planned actions to facilitate a smooth transition for the company.
Posing Questions
You can ask questions regarding outstanding matters or tasks. You might also inquire about any steps you need to take before your departure.
Optionally, Express a Desire to Stay in Touch
You might have reasons to maintain a connection with your soon-to-be former supervisor. If you wish to keep them in your network, offer the incentive of sharing insights from your new position.
Concluding with a Graceful Closing Statement
Wrap up your letter with a courteous closing statement and sign your name. A simple “thank you” is sufficient.
Example:
I aim to complete the final set of articles you assigned to me by April 15th. If there are any tasks I need to finalize before my resignation date, please notify me so I can address them before departing. I am also available to ensure a seamless transition throughout April.
If you’d like to keep in touch and share insights in the future, please feel free to contact me at [personal email address].
Wishing your company the best in its future endeavors.
Thank you,
Yvette
Examples of Resignation Letters
Below, you’ll find sample resignation letters for various reasons. Remember, you’re not obliged to share more information than necessary.
Family Concerns
Dear Yvette,
Please consider this as my formal resignation from the position of Senior Writer at Klein ABC Inc., effective Thursday, April 18, 2023, two weeks from today. I’ve recently welcomed a new child into the world and have decided to step down from my role to focus on raising her.
I’m grateful for my time with the company. Please let me know how I can make this transition smoother for everyone involved.
Best wishes to Klein ABC Inc.
Thank you for everything,
Thomas
Health Reasons
Dear Yvette,
It’s with regret that I’m announcing my resignation from my role as Senior Writer at Klein ABC Inc. due to declining health. My last day of work will be Thursday, April 18, 2023.
With that said, I’m committed to completing the tasks assigned to me by the 12th. I’d like to coordinate with you regarding any pending projects to ensure a smooth handover to my team members. Additionally, I’m available to facilitate the transition until the end of April.
I want to express my gratitude to you and the company for providing me with the opportunity to nurture my passion. Working with Klein ABC Inc. has been invaluable, and I’ve learned a great deal from our collaboration.
Thank you for everything,
Thomas
Personal Concerns
Good day, Thomas,
I am writing to formally announce my resignation as a Senior Writer with Klein ABC Inc., effective two weeks from today, Thursday, April 18th, 2023.
Due to unforeseen personal circumstances that conflict with my work, it is with regret that I am resigning from my position. I’m grateful for the opportunity to work with industry leaders during my tenure.
However, I intend to complete the final set of articles you assigned to me by April 15th. If there are any tasks that require my attention before my resignation date, please inform me so I can address them promptly. I am also available to ensure a smooth transition throughout April.
I would appreciate the opportunity to stay in touch and share insights in the future. You can reach me at my personal email address:
I wish your company success in its upcoming endeavors.
Thank you,
Yvette
Relocation
If you’re resigning due to relocation, inquire with your supervisor about the handling of your final payment. If needed, provide relevant details for payment processing.
Dear Yvette,
Please accept this as my two weeks’ notice for my resignation from Klein ABC Inc. as a Senior Writer. I am relocating to Wyoming due to personal reasons, and my last day will be Thursday, April 18, 2023.
While I won’t be available for an in-person transition after the 20th, I commit to completing all projects assigned to me ahead of time. If remote transition assistance is needed, please inform me. Regarding my final payment, kindly forward it to:
Thank you for the time I’ve spent with the company. It has been a pleasure working at Klein ABC Inc. I hope our paths cross again. You can reach me at my email if Wyoming leads to new opportunities:
Best regards,
Thomas
Mismatched Work Environment (Duties, etc.)
If you’re resigning due to work-related reasons, remain positive in your tone to leave on good terms.
Good day, Yvette,
Klein ABC Inc. has been instrumental in honing my writing skills, and I’m appreciative of the opportunities provided by the company. However, I find myself dissatisfied with my current role. With a heavy heart, I am resigning from my position as a writer, effective two weeks from now on April 18, 2023.
My time here has been one of my best career decisions. I’ve gained valuable experience during my two years at the company. Thank you for affording me this chance. I will complete my ongoing tasks prior to my departure and am open to aiding in the transition through April’s end. Please inform me of any assistance I can provide.
I wish the company all the best,
Sincerely,
Gina
Involuntary Resignation
Occasionally, a company may suggest or require you to resign instead of terminating your employment. In such cases, you can use your resignation letter to express your perspective. Regardless of your feelings about the situation, maintain an objective tone. If you believe the forced resignation was unfair, explain your reasoning; alternatively, if you find it justified, use your letter to acknowledge and apologize.
Typically, employees forced to resign are expected to leave their positions immediately. Consult with your supervisor to clarify their expectations regarding your resignation.
Good day, Yvette,
I am submitting my resignation from my role as a writer at Klein ABC Inc., effective as of tomorrow, April 4. The company has suggested that I resign due to perceived inadequacy in my work. While I am disappointed by this outcome, I understand that Klein ABC Inc. upholds high standards for its employees. I apologize for not meeting those standards.
Despite the challenges during my tenure, I appreciate the opportunity to work with Klein ABC Inc. I will continue to develop my skills in light of the experiences gained here.
The writing team will take over the projects I leave behind, and they will establish a plan to move forward post my resignation.
Wishing the company success,
John
Pursuing Further Education
Dear Yvette,
Please accept this letter as my formal resignation from the position of Senior Writer at Klein ABC Inc., effective on April 18, Thursday. I have been accepted into graduate school and will be pursuing my master’s degree.
During my time at the company, I’ve gained substantial knowledge and experience that I intend to carry forward into my studies, allowing me to further refine my skills.
I assure you that I will complete all assigned tasks by the 17th. If you require my assistance to facilitate the transition, I’d be more than willing to help. I’ll also be available to support the transition until mid-May.
Wishing the company all the best,
Thomas
Transitioning Careers
Dear Yvette,
I am writing to inform you of my resignation as a writer at Klein ABC Inc., effective two weeks from now. My final day of work will be on April 18, Thursday.
I have recently accepted a position at a company in the [industry] field. While I’m excited about this new career path, I will undoubtedly miss the experience of working at Klein ABC Inc.
Working alongside industry leaders at Klein ABC Inc. has provided me with invaluable experience, for which I am truly grateful. I wish the company all the best in its endeavors.
If there’s any way I can assist in facilitating the transition, please let me know. I’m more than willing to help.
Thank you for everything,
Thomas
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