Are you prepared to leave your position? If so, it would be a good idea to formalize the details of your leaving by writing a Resignation letter format. However, what exactly is a resignation letter and why would you want to write one? When should you provide notice to a soon-to-be ex-employer, what information should it contain?
Here are guidelines for composing resignation letters and emails, as well as models and templates you can adapt for your own usage.
Key Takeaways
- A formal letter of resignation informs an employer that you are quitting your position.
- An official resignation letter will include your intention to leave, the date your job will finish, and your contact details. Additional information is optional but can be included.
- Resignation letters may be delivered in person or electronically. In some circumstances, you might want to present a printed letter to a manager face-to-face.
What Is a Resignation Letter?
A resignation letter informs your employer that you are quitting your position. It can be delivered through email or as a printed letter and formally announces your resignation from your current position.
The letter serves as formal notice of your resignation and outlines the specifics of your exit from the company, including the date on which your employment will cease.
When To Give the Letter to Your Employer
Unless there are extenuating circumstances that necessitate your resignation without prior notice or with little notice, it is courteous to submit your resignation letter well in advance of your departure, with two weeks being considered the least.
You could occasionally be unable to give notice. Give your employer as much notice as is practical under the circumstances if you are working in a challenging environment, have a family emergency, or other situations necessitate your immediate departure. You are not compelled to give notice if you are regarded as an at-will worker.
When you’re quitting your job, it’s crucial to abide by the conditions of your employment contract, if you have one. To find out how much notice you must provide to your employer, check your contract.
Have a printed copy of your resignation letter on hand to provide to your manager if you decide to inform them in person that you are quitting. However, you can send your resignation through email if you work remotely or are quitting on short notice.
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What To Include in a Resignation Letter
It’s critical to step down from your position with class and professionalism. You don’t have to give a detailed explanation, though. Keep your email or letter straightforward and fact-focused.
Here is a list of what should be in your letter:
- Your Intent to Resign: Your letter should begin by stating your intention to resign.
- Your Last Day of Employment: You should mention the specifics of the day you intend to end your employment with the organisation.
- Employees frequently make the offer to assist with the transition, possibly by finding or training a replacement. Both the employee and the employer can walk away from the scenario feeling satisfied, respected, and amicable if done this way.
- You can ask any queries you may have regarding your final salary or perks in your letter or email.
- Your Contact Information: Make sure the business can reach you by including your direct line of contact.
- You’ve Signed: Your written signature should appear above your typed name on a hard copy letter. Type your name in the subject line of an email.
A letter of resignation will frequently praise the employer for the chances provided and describe experiences obtained at the company or how the employee loved their time there in order to ensure a positive and graceful leave.
What Not to Include in Your Letter
When composing a resignation letter, the following items are off-limits:
- The reason you’re moving on doesn’t need to be mentioned, especially if it’s a regrettable one.
- Letters of resignation are not the place to voice grievances or criticisms of the employer, boss, or coworkers.
- You don’t need to state in your letter that your new position will pay more money (if you are). It would be best to have that chat face-to-face if you’re hoping for a new offer to encourage you to stay.
- Never mention how wonderful your new work is or how happy you are that you are leaving in your letter.
How To Write a Resignation Letter
Your contact details, a formal statement that you are quitting, and the date of your last day at work must all be included in a resignation letter. Although they are not necessary, you are welcome to provide further information if you prefer.
Here is a sample resignation letter that includes information on what to put in each area.
- Contact Information (Written Letter): Contact information for both you and the employer (name, title, business name, address, phone number, email) should be included in a written letter.
- Contact Information (Email): After signing the email resignation letter, put your contact information at the bottom of the document. The company’s contact information is not required.
- Please use the formal salutation “Dear Mr./Ms./Dr.” when addressing the resignation letter to your management.
- In paragraph 1, you should mention that you are quitting your work and the day on which it will take effect. This will serve as formal notice to the employer for your personnel file.
- Section 2: (Optional) The reason you’re leaving can be mentioned, but it’s not necessary. If you decide to provide a reason, make sure it’s a good one, like beginning a new job, quitting your employment, or returning to school.
- Paragraph 3: (Optional) In your letter, indicate your availability if you’re able to assist with the changeover.
- 4th paragraph: (Optional) Express your gratitude for the chance you were given to work for the organization. Tell us about anything that was particularly satisfying if you can.
- Use a formal closing, such as “Sincerely” or “Yours sincerely,” to conclude your letter.
- Signature (Written Letter): Sign off the letter with your handwriting, then type your name after it.
- Include your typed name and contact details in your email signature.
How To Format a Resignation Letter
Resignation letters must be straightforward, succinct, and written in formal business format with a conventional typeface.
Letter Length: The majority of resignation letters are only one typed page long.
Use a conventional font like Times New Roman, Arial, or Calibri, and set it to a standard size. You should use a font size of 10 to 12 points.
Format: A resignation letter should be written with one space between each paragraph and be single-spaced. Left-justify your text and set your margins to one inch (the alignment for most business documents).
Resignation Letter Samples
Printed Resignation Letter Sample
Joseph Q. Hunter
123 Main Street
Anytown, CA 12345
555-212-1234
josephq@email.comAugust 8, 2022
Jane Smith
Senior Manager
Johnson’s Furniture Store
123 Business Rd.
Business City, NY 54321Dear Ms. Smith,
I’d want to let you know that as of August 19, 2022, I’ll be leaving my employment as assistant manager at Johnson’s Furniture Store.
I appreciate the chance you’ve given me to learn everything there is to know about managing a business and providing excellent customer service. I’ve had a great time working for the company, and I think the experience has taught me a lot about the furniture business and how to lead people well.
I’ll be starting a new job as a manager of a retail store the following month. I’ll be pleased to help you transfer to a new assistant manager in the interim.
Sincerely,
Signature (hard copy letter)
Joseph Hunter
