How To Write a Formal Resignation Letter
Published March 18, 2021
The decision to quit a job may come randomly or from weeks of careful consideration. Nevertheless, an employee who has decided to quit their job must know the proper procedure on how to write a resignation letter. While people may discuss the matter with their employer or boss as a heads up, the resignation letter makes the process of leaving your job much smoother. This article will cover what a resignation letter is and how to make a good letter.
What is a Resignation Letter?
A resignation letter is considered an official document stating the reasons and details needed for a person you could not discuss with your boss beforehand about your decision to quit your job may be present in the letter. It can also avoid further misunderstandings. A resignation letter will become an official part of an employee’s portfolio/file, so it is essential to leave your job on a good note.
Letter of Resignation
Writing a letter of resignation is not as simple as it seems. Resigning from a job will require numerous steps to follow that will make the process of leaving free from complications as much as possible. To better understand how to do the process the right way, let’s discuss the ways of writing and submitting a resignation letter.
1. Writing a Resignation Letter
Most documents need to follow a specific template or format to make them official. Resignation letters consist of a letterhead, a body with 3 to 4 paragraphs that states the reasons for your resignation, and job details such as your position or job title and personal information and signature. To formally begin a letter of resignation, the employee’s name must be stated, along with the address, the date of submission, the name of the company they work for, and their email address. This information is relevant as it will become a part of the employee’s file.
Begin the letter’s body or content by reflecting on the work you’ve done and how you have contributed to the company’s success. You may also mention the skills you’ve gained from the position you are leaving to keep the letter as light as possible. You may put an offer in your resignation letter to help look for a replacement for your position to help your employer’s workload and keep the tone of the letter positive. Offering help will also give your employer a reason to put in a good word to your next possible employer about you as you retain excellent character. Listing down the tasks and projects you have yet to accomplish to ensure you won’t leave any work unattended can also help make the transition more efficient. You may also mention where you intend to continue your career if it is appropriate. If you plan to transfer to your current company’s competitor, including where you will transfer may not be the best thing to do.
To formally end the letter, include your contact number and email address so your soon-to-be former employer can contact you quickly if ever problems arise. Adding personal information is your call to make, so be sure to assess the situation before making any judgment.
2. Submitting a Resignation Letter
Before submitting a resignation letter, or before completely withdrawing from your position, it is best to notice your boss or the head of the company you work for weeks before you leave. Giving them prior notice will help in getting a replacement for you sooner than later. Otherwise, the company will struggle to look for another employee to replace you at short notice. Hiring new employees takes time and careful assessment, so make sure to give your employer enough time to look for suitable applicants. A person can submit a resignation letter in two ways. One is through a physical letter, printed or written on paper, and the other is through a soft copy sent to an email. The type of letter you submit will depend on various factors, including yours and the company’s preferences. As much as possible, you should help your boss/employer to look for a replacement to make the transition easier for both parties.
Quitting your job is never an easy decision to make. Before you go off writing resignation letters, finalize your choices and discuss your concerns and intention to leave with your boss to avoid making sudden choices that can negatively affect your career. Once you are final with your decisions and have cleared everything with the company you work for, you may then create a letter. Just make sure that you know how to write a resignation letter to make the process go smoothly and hassle-free.