Are you considering quitting your job but unsure of how to write a resignation letter? Look no further! The best way to write a resignation letter is to keep it simple and professional. Don’t worry, you don’t have to start from scratch. You can find plenty of resignation letter templates online that you can edit to fit your specific situation. By following a basic structure and including the right information, you can ensure a smooth transition and maintain a positive relationship with your soon-to-be former employer. Let’s take a closer look at how to write the perfect resignation letter, with examples you can use and customize as needed.
The Best Structure for Writing a Resignation Letter
Writing a resignation letter may not be the most enjoyable task you have to complete, but it is still a crucial one. Whether you are leaving your job to take on a new opportunity or simply moving on to new horizons, it is important to resign gracefully. One way to do this is by structuring your resignation letter in the best possible way. Here is a guide on how to structure a resignation letter:
1. Start with a polite and professional opening
Begin by addressing your employer or immediate supervisor in a polite, respectful, and professional manner. Start by expressing gratitude for the opportunity to work with the company and the support you have received during your tenure. This will create a positive tone for the rest of the letter.
2. State your intention to resign
The next thing you need to do is make it clear that you are resigning from your position. Be direct and to the point, stating your intention to resign and the date that will be your last day at work. You don’t need to go into detail about why you are resigning, but you should let them know that it is due to personal reasons, for example.
3. Provide constructive feedback (optional)
In this section, you can provide constructive feedback if necessary. You could highlight achievements that you are proud of during your time at the company or make suggestions that could help improve the company in the future. Bear in mind that if you are leaving the company on bad terms, it might not be a good idea to offer any criticism.
4. Offer a helping hand during the transition period
It is important to show that you are willing to make the transition period as smooth as possible. One way to do this is by offering to train your replacement and assist with handover or completing incomplete projects. This will show that you are committed to leaving the company on good terms and not leaving your co-workers in a difficult position.
5. Provide your contact details
In the final paragraph or sentence, you should provide your updated contact information. This will enable them to get in touch with you if there are any post-employment issues that need addressing, or if they want to acknowledge your contribution to the company.
In conclusion, when it comes to resigning from a job, it is important to do so in a respectful and professional manner. By following this structure, you can ensure that your resignation letter achieves this and leaves a positive impression of you on your employer.
7 Best Resignation Letter Samples
Sample 1: Resignation Letter Due to Personal Reasons
Dear [Manager’s Name],
It is with a heavy heart that I submit this letter of resignation, effective [Date]. I have enjoyed my time working at [Company Name], but unfortunately, I must resign due to some personal issues that require my attention.
I appreciate all the knowledge and experience I have gained while working here. The guidance and support from my colleagues have helped me grow both personally and professionally. I will miss the friendly and professional work environment at [Company Name].
Thank you for understanding my situation and allowing me to resign gracefully. I wish everyone at [Company Name] all the best in their future endeavors.
Sincerely,
[Your Name]
Sample 2: Resignation Letter Due to Career Advancement
Dear [Manager’s Name],
I am writing to formally submit my resignation from [Company Name], effective [Date]. My decision to resign is due to an exciting opportunity that has arisen for me at [New Company Name], where I will be taking on a more challenging role that will allow me to grow my career further.
I am grateful for the wonderful opportunities I have had while working at [Company Name]. The guidance and support from my colleagues have been invaluable, and I appreciate all that I have learned while working here.
I am looking forward to my new endeavor, but I will certainly miss my colleagues and the work environment at [Company Name]. Thank you once again for your understanding, and I will ensure a smooth transition of my responsibilities before I leave.
Kind regards,
[Your Name]
Sample 3: Resignation Letter Due to Health Reasons
Dear [Manager’s Name],
It is with a heavy heart that I submit my resignation from [Company Name], effective [Date], due to health reasons. Unfortunately, my health issues have become too severe, and I need to focus on my recovery.
I would like to express my gratitude for the amazing opportunities that [Company Name] has provided me. The support, guidance, and understanding I have received from my colleagues will remain with me always. I will miss the work environment, which has been so welcoming and friendly.
Thank you for your understanding during this difficult time. I will ensure that my current responsibilities are completed and transitioned smoothly before I leave. Please do let me know how I can help from my end.
Best regards,
[Your Name]
Sample 4: Resignation Letter Due to Family Commitments
Dear [Manager’s Name],
I am resigning from my position as [Job Title] at [Company Name], effective [Date], due to some family commitments that require my full attention. These commitments require me to relocate to a different city/state, which is why I must resign at this time.
I am grateful to [Company Name] for providing me with an amazing professional experience. I have learned valuable skills that will stay with me forever. I will miss the warm and friendly work environment and the support of my colleagues at [Company Name].
Thank you for your understanding in this matter. I will work diligently to ensure that my current responsibilities are successfully transitioned before I leave. Kindly let me know how I can help during this time of transition.
Sincerely,
[Your Name]
Sample 5: Resignation Letter Due to Unhealthy Work Environment
Dear [Manager’s Name],
I am writing to submit my resignation as [Job Title] at [Company Name], effective [Date], due to an unhealthy work environment. I have struggled to address this issue over time, and unfortunately, I cannot tolerate this any longer.
I appreciate the opportunities that [Company Name] has provided me, and I am grateful for the support and guidance from my colleagues. However, I must prioritize my mental and physical health. I trust that you will take the necessary corrective action to address the work environment’s concerns before they create similar issues for others.
Thank you for your time and understanding in this matter. I will ensure a smooth transition of my responsibilities before I leave. Please do let me know if there is anything else that you need me to do.
Best,
[Your Name]
Sample 6: Resignation Letter Due to a Better Job Offer
Dear [Manager’s Name],
I am writing to submit my resignation from my position as [Job Title] at [Company Name], effective [Date]. The reason behind my resignation is that I have received a better job offer from [New Company Name], which I cannot refuse.
I would like to express my appreciation for the wonderful opportunities that [Company Name] has given me. I have grown both professionally and personally during my tenure here. I will always be grateful to my colleagues for their support and guidance.
Please let me know how I can help during this time of transition. I will work diligently to ensure that my responsibilities are handed over seamlessly before I leave.
Thank you for everything,
[Your Name]
Sample 7: Resignation Letter Due to Relocation
Dear [Manager’s Name],
I am writing to submit my resignation as [Job Title] at [Company Name], effective [Date], due to a relocation that is taking me out of the state/country.
I am deeply grateful for the amazing opportunities that [Company Name] has provided me. I have learned so much and grown both professionally and personally during my time here. I would like to thank my colleagues for their unwavering support and mentorship.
Thank you for your understanding during this time. I will ensure that my current responsibilities are successfully handed over.
Kind regards,
[Your Name]
Tips for Writing a Resignation Letter
If you have decided to resign from your job, it is important to leave on a positive note by writing a professional resignation letter. Here are some tips to help you write the best resignation letter:
- Be clear and concise – Your resignation letter should be straightforward, to the point and easy to read. Avoid using flowery language or writing a lengthy letter. State your intention to resign and the date of your last working day.
- Express gratitude – Remember to thank your employer for the opportunity to work with them. This will help them to remember you in a positive light.
- Give a reason (if necessary) – You have the option to give a reason for your resignation but it is not necessary. If you do choose to share your reason, be honest but be tactful. Avoid being negative or critical.
- Provide a notice period – Your resignation letter should include the length of notice period you are giving, as this gives your employer time to find a suitable replacement and plan for your absence.
- Offer help – You can offer to help with the transition process by training your replacement or assisting with the handover of your responsibilities. This shows that you care about the company’s success and that you are willing to help even after you leave.
- Proofread and edit – Before sending your resignation letter, make sure to proofread it for any errors in spelling, grammar or punctuation. A well-written letter with no mistakes shows that you are professional and take your job seriously.
- Deliver in person – It is best to deliver your resignation letter in person to your manager or supervisor. This shows that you respect them and value your working relationship.
Writing a resignation letter may seem like a daunting task, but by following these tips, you can write a polite and professional letter that will help you leave your job on a positive note.
Best Way To Write A Resignation Letter FAQs
What are the basic details that should be included in a resignation letter?
A resignation letter should include the date, your current position, the name of the company, and your reason for resigning. It is also important to include a thank you note and express your willingness to help in the transition process.
Can I mention my negative experiences or reasons for quitting in my resignation letter?
It is best to keep the resignation letter positive and professional. Avoid mentioning negative experiences or reasons for quitting, especially if it is related to your dissatisfaction with the company.
Should I give a notice period when writing a resignation letter?
Yes, it is important to give a notice period when writing a resignation letter. The standard notice period is usually two weeks, but it can vary depending on your company’s policies and your contract.
What is the tone I should use when writing a resignation letter?
The tone should always be respectful and professional, and should convey gratitude towards the company and colleagues. Keep in mind that a resignation letter is a formal document, so avoid using casual language or making any negative comments.
Is it necessary to have a physical copy of the resignation letter?
While it is not always necessary, it is recommended to provide a physical copy of the resignation letter to your immediate supervisor or HR representative. This ensures that the resignation is officially recorded and can serve as proof in the future.
How early should I start drafting my resignation letter?
You should start drafting your resignation letter as soon as you have made the decision to leave. This gives you enough time to think about the content and structure of the letter, and to ensure that it is well-written and professional.
Can I mention my future plans in the resignation letter?
You can mention your future plans in the resignation letter, but it is not necessary. Keep in mind that the resignation letter should focus on your departure from the company, and not your future plans.
That’s all you need to know about the best way to write a resignation letter. Remember, resigning from a job can be a tough decision, but it doesn’t mean that you can’t do it gracefully and professionally. By following the tips we’ve shared, you can make the process a little bit easier and less stressful. Thank you for reading, and we hope you found this article helpful. Be sure to come back soon for more career-related tips and advice!