Leaving a job is often considered to be a mix of emotions such as relief, a little uncertainty, and a bit of excitement as well. No matter what is the reason for your departure it is important to handle this process with utmost care. One of the important parts of that? Creating a well-crafted resignation letter. This short yet very powerful document is your very own way of saying a formal goodbye to your employer and it can shape how you are being remembered in the organization. So if you are wondering how to write a professional resignation letter then here are a few templates by Asanify that could help you out with the same.
Key Takeaways:
- What is a Resignation Letter?
- Importance of Writing a Resignation Letter
- Key Elements of a Resignation Letter
- Sample Resignation Letter Format
- Tips for Writing a Resignation Letter
- Common Mistakes to Avoid
- Resignation Letter vs Termination Letter
- Generate HR Letters with Asanify
- Conclusion
- Frequently Asked Questions
What is a Resignation Letter?
A resignation letter is considered to be one of the formal documents announcing your decision to leave your job. It also serves as an official notice to your employer where you clearly state your last working day and other relevant information such as the main reason why you are leaving. It also marks as the beginning of the transition period.
This letter is absolutely important for maintaining professionalism and ensuring that both you and your employer are on a single page regarding your decision to leave. It also acts as a clear and documented record of your decision.
However, it is important to remember that your resignation letter should come only after you have already informed your boss in person regarding your plan to quit. Having that face-to-face conversation is one of the ways you show respect and ensure that the process goes smoothly while also leaving on a positive note. Once you have already had that discussion your resignation letter will seal the deal and also provide the formal documentation that is required for a smooth exit.
Importance of Writing a Resignation Letter
Your resignation letter is not just a way to say goodbye. It is also considered to be a statement that echoes your commitment to the organization and work ethic. They are also important for a lot of reasons such as follows:
Clear Communication
A resignation letter tends to clarify the terms of your departure which also includes your final working day and any of the other important information that pertains to your exit.
Professionalism
A resignation letter provides a formal written record regarding your intention to leave the organization. It is also an essential part of maintaining professionalism while ensuring that you are departing on good terms.
Legal Requirements
In some cases, a resignation letter is important to comply with the terms of your employment contract. It also helps to avoid any sort of misunderstandings regarding the final settlement or notice period.
Future Opportunities
A polite and well-written resignation letter could help you maintain a positive relationship with your employer. This in turn could also be an invaluable asset for job references, networking or even rejoining the organization down the road.
Key Elements of a Resignation Letter
As a part of professional etiquette, you need to write a formal resignation letter when you choose to leave a position. This letter should include a lot of relevant information and if you are unsure as to what all you need to include then here is a list of the key elements of a resignation letter you need to know about.
Date
You will be writing the letter ahead of time, so make sure that the date present in the letter should reflect when you will actually be submitting it.
Recipient Details
You need to address your resignation letter to your manager because they are your direct supervisor and also the official channel for communication regarding your employment. You can use your manager’s name when addressing them in your letter of resignation. To keep it formal you can also address your manager using their last name.
Subject Line
It is crucial to inform the recipient of your resignation letter email about why you are writing it. Also ensure the phrase ‘resignation’ is present in the subject line so that they understand that the email is pertaining to your resignation notice. Make sure you enter your full name in the letter so that they understand who is resigning. Subject lines that include employee names are also a good way to get attention.
Opening Statement and Last Working Day
The body of your resignation letter should clearly mention your intention to resign and the date of your future departure. While a two weeks’ notice period is the standard based on your circumstance you could leave your job immediately or you could also offer more notice. You could also include information about anything you require to complete before you leave the organization such as the details of your outstanding projects.
Gratitude
Stating your gratitude for your organization could set a positive tone for the remaining time you will be spending at the organization. This will also ensure a good working relationship after your departure.
Transition Support
Here you may want to offer your employer any help that could make the transition to a new hire seem more seamless. You do not need to mention any specific actions or tasks that you wish to undertake. A simple offer of assistance would be enough.
Closing Statement
You can end the resignation letter with a closing salutation followed by your signature beneath it. Here are a few of the salutation examples:
- Best regards
- Yours sincerely
- With gratitude
- Sincerely
Sample Resignation Letter Format
Writing a joining letter is quite easy. To help you further with the same you may consider the format provided below. Remember that it doesn’t matter if you are sending the letter as an email or you want to send it as a PDF the format of the joining will always be the same. You can take a look at the following template which will help you understand what the flow of a joining letter should look like.
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Date]
[Manager’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Subject: Resignation Letter
Dear [Manager’s Name],
I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day].
Working at [Company Name] has been an incredibly rewarding experience. I am truly grateful for the opportunities to learn, grow, and contribute to the success of the team. The guidance and support from you and my colleagues have made my tenure here memorable and fulfilling.
To ensure a smooth transition, I am committed to completing my responsibilities and assisting in handing over my duties to a suitable replacement. Please let me know if there is anything specific I can do to make this transition easier for the team.
Once again, thank you for the support, mentorship, and opportunities during my time at [Company Name]. I look forward to staying in touch and wish the organization continued success in the future.
Yours sincerely,
[Your Full Name]
[Your Contact Information]
Tips for Writing a Resignation Letter
Writing a resignation letter that includes all the necessary details an employer requires could sometimes become quite challenging. The tips presented below could help you write an appropriate resignation letter.
Being clear and concise
Your resignation letter should be clear and concise. You should also start by clearly stating that you are resigning along with the mention of your date of the last day of work. Keep in mind that your employer may require quite a bit of time to find a replacement for your role hence it is important to give them ample amount of notice period. Generally, two weeks is considered to be the standard however if you wish to give more then you can do it as well.
Keeping it professional
While it may be tempting to vent your grievances or frustrations in your resignation letter, it is essential to keep it professional at all times. Your resignation letter should be respectful and polite even if you are leaving due to certain problems with your colleagues or employer. You really do not want to burn any bridges or damage your reputation so ensure that your letter is polite and professional.
Expressing gratitude in your resignation letter
If you have had a positive experience with your colleagues or employers then it is important to express your gratitude in your resignation letter. Thank them for providing you the opportunity to work with them and the experience you got. Even if you are leaving due to any sort of issue it is essential to be polite and gracious.
Offering help with a smooth transition
If possible try to offer help with transition. This could include training your replacement, providing a detailed update on your current project and responsibilities, and creating handover notes or documentation. Offering to help with a smooth transition will show that you are committed to ensuring a smooth handover and that you care about both your colleagues and employer.
Addressing your immediate supervisor or manager
This will ensure that your resignation is handled professionally and appropriately. Additionally, it will also show that you respect your manager or supervisor and that you have provided them the courtesy of being the first ones to know about the resignation. By doing so you could maintain a positive relation with your employer and potentially also secure a good reference for future employment.
Common Mistakes to Avoid while writing Resignation Letter
Knowing a few of the common mistakes to avoid is as important as knowing how to write a resignation letter and what to include in it. Keeping these tips in mind will help avoid any misunderstanding and will help you leave your organization on a positive note.
Avoid offering too much detail
It is best to avoid including a very long explanation as to why you had to leave your position. A simple and professional reason is more than enough. Also, giving out too many details could make it harder for your employer to find important information such as your last date of employment.
Avoid giving out vague details
Be as specific as possible when it comes to mentioning your last date of employment and make sure you give enough details about the remaining work on your plate. You might also want to ensure the transition is as smooth as possible for your employer.
Avoid making any sort of negative comments
Just as it is important for you to maintain a professional and civil language tone and to add a thank you to your resignation letter you might want to ensure that you avoid any negative remarks regarding your job, your team, or anything at all. The purpose of the resignation letter is to leave your job on the best of terms and anything that is counter to this should be left out of your letter.
Resignation Letter vs Termination Letter
While both termination and resignation may result in your leaving an organization, the two terms have their own differences. Here is a look at a few of the differences between the resignation letter vs termination letter.
| Feature | Resignation Letter | Termination Letter |
| Initiator | Employee | Employer |
| Reasoning | Personal choice, career advancement, etc. | Performance issues, misconduct, redundancy, etc. |
| Notice Period | Typically required, length varies by contract | It may or may not be provided |
| Control over Timing | Employee has control | Employer has control |
| Emotional Impact | Generally less stressful | It can be emotionally challenging |
| Career Impact | Minimal impact if handled professionally | Can negatively impact future job prospects |
| Financial Considerations | Employees may have savings or new jobs lined up | May need to find a new job quickly |
| Legal Implications | Generally fewer legal concerns | Potential for legal disputes and unemployment benefits |
Generate HR Letters with Asanify
Struggling with what you wish to say? Well, we don’t blame you! Instead of trying to think of the right words, why not use the templates provided by Asanify? You can also generate HR letters with Asanify while ensuring professional messages in seconds. All you need to do is enter a few of the details such as:
- Company name
- Job position or title
- Last day at work
- Reason for leaving
- Signature
From there you will be able to generate a complete resignation letter. The best part? You can start for free!
Say Goodbye to manual documentation chaos with Asanify, take a quick tour!
Get StartedFAQs
1. Can I email my resignation letter?
Yes, you can surely email your resignation letter. However, you need to keep the following in mind while sending an email:
- Ensure the email is professional
- Maintain all the essential elements
- Provide proper salutations in the email.
2. Is a resignation letter legally binding?
Yes, a resignation letter is legally binding in terms of the notice period it specifies. It’s crucial for complying with your employment contract and avoiding potential legal issues. While not a contract itself, it serves as important evidence in case of disputes.
3. What should I do if I want to withdraw my resignation?
To withdraw your resignation, contact your employer immediately. Draft and deliver a formal withdrawal letter. Meet with the manager to discuss and reaffirm commitment. Be prepared for potential concerns.
Conclusion
In conclusion, writing a resignation letter could be quite a challenging task however it is essential to get it right. By following the tips that are outlined in this article and using the examples provided you can write a resignation letter that will leave a positive impression on your employer while also ensuring a smooth transition out of your role.
Not to be considered as tax, legal, financial or HR advice. Regulations change over time so please consult a lawyer, accountant or Labour Law expert for specific guidance.
