There will come a point where one will eventually want to quit his or her job. While there are multiple reasons why someone would want to do so, it’s important to know that a person cannot just quit his or her job without notifying the boss.
This is the reason why there are simple resignation letters that will notify an employer that an employee is leaving the company. This type of letter is very useful as it will give the employer information on when the employee is leaving and possibly why the employee is leaving. This article will focus on the different kinds of formats that one can use to write a proper resignation letter in Doc.
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Why Write a Resignation Letter?
Most companies don’t necessarily require to you write a resignation letter so that you can officially end your employment with them. Even if you’re given a certain amount of time to give employment notice before you leave, it doesn’t necessarily mean that you have to write a formal resignation letter. So why do we still do it? The reason for this is because, for one, it’ll make you look more professional when you’re exiting the company. The other more important reason is that the letter will basically create a paper trail that documents that you’ve given your employer notice on a certain date of when you intend to leave. This can also help prevent any legal issues regarding your final paycheck or other company benefits that you’re entitled to when you leave.
How to Write a Resignation Letter
When you’ve found a better job opportunity that can further your career, or if you think it’s time to move from your old job to a new one, then you’ll have to learn how to make a proper and formal letter of resignation. With the right kind of resignation letter, you can guarantee yourself that you and your previous employer will end your professional association on good terms. So here are the steps that should help make sure that you resign professionally:
- Make sure that your opening is friendly and formal. This is very tricky to balance as you’ll want to appear friendly while still retaining an air of professionalism within your letter. If you don’t exactly have a great relationship with your boss, then you can start the opening with the words “Dear” followed by your boss’ first name. If you and your boss have a good enough relationship, then you should refrain from openings that contain “Mr.” or “Mrs.” as your letter of resignation can come off as too formal. However, if your company happens to follow a more formal tone, then it’s best that you stick with writing the opening with the words “Dear Mr.” followed by your boss’ first name.
- Be sure that you’re clear about your intention to resign. If you want to make sure that your boss knows that you won’t be persuaded by being offered higher salaries or even a job promotion, or even a counteroffer after you’ve already accepted a new job, then you’ll have to be really clear on your terms. Make sure that you write it in a way that will make you sound confident in your decision to leave, and to make sure that you do not have to deal with the awkward situation of having your boss come up to you constantly and thinking that there’s still a chance that you’ll stay.
- It’s only courteous to give your employer a reasonable amount of time to find your replacement right before you leave the company. If your position in the company is really high, then that will mean your employer will take a while to train your replacement so that he or she can take over all of your responsibilities. The standard amount of time to give your employer notice would be around two weeks. However, if your position is that elevated within the company, then it’s best that you give your employer even more time, such as an extra week. You should state the date of the last day you will be working for the company immediately once you’ve stated your intention to resign.
- While this is optional, you can state your reason as to why you’re leaving the company. You don’t have to be thorough during your explanation, but your boss will appreciate the additional information. If you have any workplace complaints that caused the reason for your resignation, then it’s best that you don’t detail it in your letter. However, if you’re resigning because you’re retiring, on maternity leave, personal reasons, or because you’ve been given a much better offer at a different company, then you can explain this in your letter. Although you must remember, keep it as brief as possible. With this information, your boss will get a better sense for the situation.
- State in your letter that you’re willing to help your employer out with the transition process. If your position in the company is difficult to fill, and if you feel as if you owe it to the company after what it has done for you, then you can state in your letter that you’re more than willing to help your employer. You can say something along the lines of wanting to help with your replacement’s employee training so that you can smoothly pass on all of your responsibilities as well as making sure that this person is competent enough to take over your role. You can also state that you’re willing to help out the company in any way before you leave, just make sure that you’re able to do so before you eventually leave.
- Thank your employer for everything that you’ve gained while working for the company. Think of this as a thank you letter that has been compressed into a short and sweet sentence. If there are things that you want to tell your boss that involves you whining and complaining, then it’s best that you resist the temptation to do so. This will only end with you looking bad. It’s better than you do the opposite and look at all the positive experiences that you’ve had with the company and express how happy you’ve felt about the opportunity to work for the company. If you really think that your boss doesn’t deserve any of your kind words, then it’s still preferable that you say thanks. This will prevent any kind of problems between you and your boss from happening.
- If your opening is positive, then you should also send your letter on a positive note. You can do that by saying something like “warm regards” or “best wishes” or anything that’s similar right before you write your name. It’s best that you use the closing statement as a way that will let you show just how grateful you are for the experience you’ve had with the company.
- Make sure that the tone of your letter remains respectful and courteous at all times. Make sure not to use any sort of foul or controversial language. If you want to look like a professional then you’re going to have to act like a professional, and that means quitting like one as well. If you’re leaving due to business issues, then you can kindly say so, but you have to remember that you don’t have to go into too much detail. It’s best that you write something like this on a separate sheet so that you can make the necessary changes to make it sound kind and inoffensive.
- The steps above can be followed tips to make a resignation letter that’s submitted via the traditional way or by email. The only difference between the two is that with an email, you won’t be required to write the date of submission, your boss’s address and that you can place the subject line as “resignation” so that your boss will know what to expect before even opening it. Resignation by email is really common nowadays since modern technology is continuously updating, but it’s all up to you to know what path to take when submitting your resignation letter template.
- It is very important that you go through your letter before you submit it to your employer. You’re going to have to check for any typos or grammatical errors, but the most important thing that you’ll want to look out for is the overall impression you get after you’ve read your own letter. You don’t want to come off as hostile or disrespectful in any way. Instead, you’d want to come out as positive and someone that your boss would be happy to deal with again in the future. Even if there’s a lot of things that you’d want to get out of your chest, keep calm and go over your letter and see how you can rephrase things to make it even kinder. Because remember, once you submit your letter, there’s no way for you to get it back. So make sure that it’s something that you’re happy that you submitted, rather than something that you’re going to regret for a long time.
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Writing a Letter of Resignation for Personal Reasons
If you have a couple of personal reasons that require you to leave your current job, then it’s going to be tough to explain it to your boss. But no matter how hard it is, you’ll have to write a formal resignation letter to your employer. So here are some tips that should help you write a letter for when you have to resign due to personal reasons:
- Make sure that you speak with your boss about this first. Before you submit your letter to your boss, you’ll want to have a private discussion with him. Try to find a time when it’s convenient for the two of you to discuss your intention to resign. Once it’s done, you must follow it up by handing over a simple business letter. If you would like, then you can send the letter over to human resources to make the resignation process a whole lot faster and smoother.
- Within your letter, make sure that you place the specific date that you plan on leaving the company. You don’t want to just shock your boss by quitting out of nowhere, so try to give your boss at least a two-week notice before you leave. Your boss will greatly appreciate this as it gives him or her more time to take in the news and find someone who can take over your position before you leave.
- When talking about your experiences in the company, it’s always best that you remain positive all throughout the letter. The reason for this is because you might just need to ask your employer for a letter of recommendation in the future. This letter can decide the fate of your future job hunting opportunities if you haven’t already been accepted by a different company already. And also, making sure that you keep good relations with your employer is important because you’ll never know if you might want to come back and work for the same company someday. So make it clear that you’re resigning due to personal reasons, and not because you’re unsatisfied working for your boss and the company.
- Offer your help so that your employer knows that even though you’re leaving, you still care about the success of the company. This is important as offering your help during the transition period will put you in your boss’ good graces. So try to state in your letter that you’re willing to help in any way that you can and that you’re willing to tie up any loose ends before you leave the company.
- Ask any questions regarding how you’re going to gain all of the benefits, such as your final paycheck, once you resign. This is important as you’re going to want to acquire everything that you’re owed once you leave, and you can’t-do that unless you know the proper procedures that will allow you to do so. So make sure that you ask all the questions that you need to know the answers to regarding your resignation.
- Be sure that you follow the business letter format to keep things professional. Also make certain that you include the header with your employer’s name and address, your own name and address, and the date of when you made the letter.
- Make sure to go through the letter to find any omissions. Edit anything you feel that should be changed. Remember that your employer has the ability to decide as to whether or not he or she should give you a letter of recommendation, so you’ll want to make sure that your letter is presentable and one that won’t anger your employer.
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How to Write a Last Minute or Immediate Resignation Letter
If you’re going to resign, the normal time you would give your employer notice is around two to three weeks before you leave, depending on your position. This gives your boss enough time to prepare for your departure and enough time for the two of you to settle things. However, there might be certain circumstances that might require you to leave as soon as possible. So you’re going to have to find the best way to resign wherein you don’t have to give your employer any advance notice. If you’ve made the decision not to give your employer any sort of notice, then here are a few steps that will help you write last-minute resignation letters.
- Similar to the process of submitting a resignation letter for personal reasons, you’ll need to have a meeting with your employer regarding your decision to leave the company. Once you’ve discussed things with your employer, then you’re going to have to follow up with an official business letter. You must then submit the letter to your manager as well as the human resources department so that your resignation can take place as soon as possible.
- Within the letter, you’ll have to state the date as to when you’re going to leave. This is especially important considering that you have to leave as soon as possible. If you think you can postpone your resignation and stay for at least another week, then be sure that you state that within the letter. However, if you cannot do that and you have to leave immediately, then it’s best that you make this clear in the letter.
- With an immediate resignation letter, you’ll want to keep it as brief as possible. So there’s no reason for you to reveal all the details why you have to leave or say what you’re going to be doing once you have left the company.
- Express gratitude for the opportunity to work for the company. This would be a good time for you to express your gratitude for the time that you’ve worked for your employer. If you were unhappy in any way, then refrain from saying anything negative. This cannot be stressed enough, but your employer is the person that’s going to be the person who’s going to give you a letter of recommendation. So it’s really important that you keep good relations with your employer.
- Much like the process of submitting a letter of resignation in PDF due to personal reasons, you’re going to have to ask questions that will help clarify how you’re going to obtain your final paycheck, company equipment, company benefits, or any other thing regarding your resignation that should be handled before you leave. Your letter is a good opportunity for you to ask all of these questions.
- Make sure that you provide your contact information so that your employer can get a hold of you in the event that there are a few things that still need to be taken care of. So you’ll want to include information such as any non-company email addresses, phone numbers, or any other form of contact details that you’d want to place in the letter. You’ll want to do this especially if you’re planning on leaving right away.
- Even if you’re quitting immediately, you’ll want to offer any kind of support while you’re still able to do so. While you’re still in the company, try to say that you’ll do everything you can to make the transition process easier or that you’ll complete all of your pending tasks before you leave. Your boss will greatly appreciate this as he or she can at least know that you’re still willing to do something for the company despite leaving without any advance notice.
Expect that you’re going to cause quite a stir the moment people get wind of the fact that you’re leaving immediately. There might even be some that are going to be frustrated or angry that you have to leave the company so suddenly. There could be a couple of coworkers who will resent you for moving on while you’ve left them with your workload. Your company might even want you to leave as soon as possible so you would no longer have access to important company files and information.
Sometimes it just can’t be helped that one has to resign. Most companies don’t even require you to submit a letter format of resignation, but you’ll want to do it as it’s going to leave a paper trail that you have at least given your boss notice that you’re leaving, helping prevent any sort of legal issues regarding your resignation from happening. So if you would like to know more about this kind of letter, then you may go through any of our available resignation letter examples to give you all the information that you need.