How to Write a Resignation Letter

how to write resignation letter
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Are you ready to resign from your job? You have probably thought about it for a while. And you are ready to take the next step. Do you want to start your own business? Do you want to take some time off to relax and think about your life? If the answer to these questions is a strong yes, then this article is for you. As you resign, you want to maintain a good relationship with your employer.

You also want to leave behind a strong and positive impression. A resignation letter will help you accomplish this easily. But what is a resignation letter? It is a short letter which formally tells your employer that you are leaving your job.

Reasons to Write a Resignation Letter

You write a resignation letter to inform the human resource manager, management and colleagues of your intent to leave your position. Most organizations advice their workforce to send this letter in advance (usually two weeks prior to the resignation date).

As you know, situations in life change on a daily basis. And you never know when you will need your previous employer to help you by for example, giving you a reference or any form of investment. Therefore, it is important for you to take your time to write a professional and polished letter of resignation. When you write a resignation letter, you are also officially notifying your employer that you are leaving the organization.

What you Should Include in a Resignation Letter

Although a resignation letter aims to communicate your intent to leave the organization, other aspects need to be included for it to complete. For you to have an easy and positive exit, you need to thank your employer for giving you the opportunity to be part of the organization and helping you gain the experience you currently have an enjoy.

Keep it brief and simple. Your letter should be as simple and brief as possible. The two most important things to include in your resignation letter are:

  1. The fact that you are resigning and the date of resignation
  2. Thanking your employer for giving you the opportunity to work for the organization

A resignation letter will prepare your employer to start the transition process, be it training your colleague or recruiting a potential candidate. This helps you in leaving the organization in a sense of respect and peace.

Do NOT Include in a Resignation Letter

When writing a resignation letter, you may be tempted to tell your employer how you feel about leaving the organization. Your motivation could be providing a genuine feedback to your employer or payback. Either way, do not do it! You might end up saying the wrong things which could potentially damage your relationship with your employer.

  • Do not be vague about your reasons to resign. Do not send your letter until you have concrete reasons why you are leaving your job. Have specific date for your resignation in the letter. Be as clear and direct as possible to avoid any misinterpretation and confusion.
  • Do not leave immediately. It is polite to give a notice instead of leaving. You want to look professional by giving your employer enough time to train or recruit an employee. If you do not have important personal issues that could prevent you from staying for some time, you should not leave immediately.
  • Do not give a negative feedback. You should maintain a healthy and positive relationship with your boss or supervisor as you leave. Even if your boss was very incompetent and negative, do not include that in the letter. Remember, your resignation letter is not confidential. It can be shared with the management team.
  • Do not show that you are unsatisfied with the organization. Your resignation letter is your last impression. Therefore, if your letter a gives a negative tone, your boss might see you as a person with attitude problems. Let your letter communicate that your aim is to advance your career instead of showing your dissatisfaction.
  • Do not use an overly positive tone. Do you remember the day you met with a person who was just praising you all the time? How did it sound? You might have been happy with first few positive comments but after a while you felt like he/she was lying to you. An overly positive tone might come across as offensive and sarcastic to your employer. Everything has its own limits in life.

Example of a Resignation Letter

Brad Holmes
125 Main Street, XYZ town, 271-989-908, [email protected]

November 1, 2018
James Hunter,
Human Resource Manager,
Flames Company,
345 Business Street,
Business City Center, 3536

Dear Mr. Hunter,

I would like to notify you of my resignation from my position as Supervisor for Flames Company effective November 1st.

Thank you for the opportunity you have given me to learn all about supervision and teamwork. I have genuinely enjoyed being part of the company and I believe my experience has taught a lot about supervising employees effectively.

Next month, I will be taking a position as a manager of a wholesale store, but in the meantime, I would be glad to assist in the transition of the new supervisor.

Yours sincerely,
(Remember to sign if it is hardcopy)
Brad Holmes.

Proofread Your Letter

After writing your resignation letter, it is important to proofread it to avoid spelling and grammatical errors. Remember, you want to be perceived as a professional. Ask a friend or a relative to read it for you and help you correct it where necessary.

To conclude,

Once you have decided to quit your job, it is important to write a resignation letter to communicate your intent in a formal manner. Communicate your intent in advance (two weeks before the resignation date) instead of leaving immediately. You should give your employer an easy time to ensure a smooth transition takes place. Finally, do not write negative things about the organization, your boss, your supervisor or colleagues.

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