When an employee intends to leave his/her position in the company, he/she needs to send a formal resignation letter to his/her employer or manager. Writing a resignation letter is not easy, but here at Template.net, we have templates to guide you. If you are looking for samples of resignation letters which manifest the proper format, content, and layout, then you have come to the right place.
Here, we are offering you downloadable Resignation Letter Examples which are flexible and easy to edit. Scroll down below and select the templates which you deem helpful.
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What is a Resignation Letter?
An employee resignation letter template is sent by the worker to the employer when he/she plans to quit the job in the company. The purpose of this letter is to duly inform the manager or employer regarding an employee’s intent to resign. It is essential that you properly tender your resignation letter. The following are the reasons why a standard resignation letter template is not just essential but crucial to every job:
- It upholds the level of trust and transparency which are inherently required in an employer-employee relationship.
- It displays the employee’s level of professionalism in dealing with someone whom he/she intends to no longer be professionally affiliated with. Oftentimes, employees tend to overlook the importance of maintaining a professional approach toward his/her employers when he/she is about to leave the company. This is clearly erroneous conduct since the manner with which one leaves his/her company may affect his/her qualification for the next job which he/she would be applying for in another company. The reason for this is the fact that most hiring managers usually take the initiative of doing a background check of job applicants by interviewing their previous employers and managers.
- It strengthens the bond between the employer and employee even after the employee has resigned from his/her position.
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What Are the Valid Reasons for Resignation?
This resignation letter contains the reasons for quitting the job in hand. There are several reasons for which an employee may have the legal right to leave his job and some of those are the following:
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What Are the Things to Remember When Tendering a Resignation Letter?
The following are some helpful tips to remember when tendering your resignation letter example:
- Be clear and concise.
- Observe the proper rules and regulations regarding the proper procedure for resignation which are mandated by your company’s superiors/administrators.
- Make sure that your manner of tendering your resignation is aligned with state laws regarding resignation.
- Always address your manager or employer personally and formally. Mention their specific names and position title since this is a clear sign of your respect for them.
- Don’t forget to edit and proofread your resignation letter before sending it.
If you are planning to send your resignation letter via email, then these email resignation letter templates would be perfect for your needs.
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How to Write a Resignation Letter?
Writing a resignation letter requires careful thought and outlining. A formal resignation letter is an indication of an employee’s level of professionality and politeness in dealing with his/her employer/manager despite the awareness that he/she may no longer work for them in the future. To help guide you in your letter-writing, here are some tips for your resignation.
Start with a friendly yet formal opening.
Address your manager or employer respectfully. For example, you could write “Dear Mr. Jones” or “Dear Mrs. Brown.” Make sure that the titles you use are accurate.
State in clear terms that you intend to resign.
The initial statements that you will place in your resignation letter should include a specific phrase or sentence where your intention to resign can be seen. It is important for the letter to be informative which is why you first need to state the purpose of the letter before further going into the details of your resignation. Here are some ways on how you can state your decision to resign in a formal manner:
- “I am writing this letter in order to inform you of my resignation.”
- “It is with regret that I am submitting my letter of resignation as [insert job position)] of [insert name of company].”
- “Kindly accept my letter of resignation from my positions as [insert job position].”
Observe contractual provisions on proper notice.
After you state your intention to resign, you must state the specific date in which you intend to stop working. During the signing of your employment contract, it usually contains the specific amount of time which you should notify the company before you actually stop working. Normally, the notice period letter is two to three weeks before the actual resignation. It is during this period that your company will have the chance to look for other candidates who can fill in your job position once you’ve vacated it. These basic resignation letter templates will help you draft a sharp and brief resignation letter.
State your reasons for leaving the job.
This part is necessary for this is where you explain the reason for leaving your new job. As mentioned, there are numerous valid reasons for leaving one’s job. In this part, make sure that you state in clear terms the reason for quitting your job.
Expressly state your willingness to help your company during the transition period.
Ensure your manager that you will make things easier for them by making sure that you will mentor or train the person who is supposed to fill in your position after you leave.
Express your gratitude toward your company.
At this point, you can narrate how much you have grown and what you have learned from the company. If you don’t know how to go about in expressing your gratitude, you might want to learn from our best resignation letter samples. Simply download the ones you deem are helpful to your cause.
Respectfully close your letter.
Write any of the following formal closings:
- Best regards,
- Best wishes,
To know more about the layout and format of a resignation letter, refer to our collection of Corporate Resignation Letter Templates.
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The Various Types of Resignation Letters
A resignation letter can have various content depending on the reason for writing it. The following are the most commonly used types of resignation letters.
Resignation Letter for Family Reasons
This last minute resignation letter is sent when an employee intends to leave his/her job due to family reasons or emergencies.
There are several circumstances which can serve as the valid reason for the tendering of a resignation letter for personal reasons. The following are examples of such circumstances:
- When a family member is terminally ill and is in need of someone who will take care of him/her 24/7.
- When a child is in need of special parental attention due to some mental or physical disability thus making it necessary for at least one parent to quit his/her job in order to take care of the special child and his/her daily needs.
- When the family members decide to relocate to a different place due to employment, health, or other reasons and it has proven more convenient if every family member will relocate as well.
- When the educational opportunities of the employee’s children necessitate them to leave the place which he/she is currently employed.
- When there is another abrupt family crisis which is in need of immediate attention in order to ensure its timely resolution.
Maternity Resignation Letter
A female employee might apply for resignation during her pregnancy considering the time needed to tend the child or other complications during or after childbirth. Some of those reasons are as following:
- When the woman is suffering from grave illness or health complications after giving birth.
- When a woman is still pregnant but her condition requires her to avoid performing her normal working duties or other stressful and laborious tasks. Of course, when this is the reason, a formal certification from a doctor must be attached to the resignation letter.
- When a woman is suffering from postpartum depression as assessed by a mental health professional/psychotherapist or psychiatrist. Just like the medical condition, it is necessary that you provide a copy of a formal certification or document from a professional to verify the postpartum depression.
Retirement Resignation Letter
A retirement resignation letter cannot be tendered by just any ordinary employee. Companies usually specify which employees have the right to retire from his/her position in the company. These are usually the employees who have stayed for more than 10 to 20 years working for the company.
A retirement resignation letter is a good way to formally end the employer-employee relationship considering the longevity of the tenure. It is always good to end the long-term employment on a positive note in order for both parties to express their gratitude for the value which they have added to each other.
Furthermore, when you retire from your job, it is always important to nurture your relationship with your employer-company since most retired employees receive retirement pensions on a monthly or quarterly basis, depending on the laws of the state or of the agreement contract between the employer and employee.
For more reference, check out our collection of Personal Resignation Letters. Access these templates by clicking on the link provided.