Are you thinking about resigning from your job? It can be a tough decision to make, but once you’ve made up your mind, it’s time to take action. One of the first steps in the resignation process is sending a resignation letter to your HR or manager. This letter serves as a formal notice of your intention to leave the company and should be handled with care.
While resignation letters may seem daunting to write, don’t worry! There are plenty of examples available online that you can use as inspiration or edit as needed. It’s important to remember that your resignation letter should be professional and courteous, even if you’re leaving on bad terms.
So whether you’re leaving for a new opportunity or simply need a change, be sure to take the time to craft a well-written resignation letter to send to your HR or manager. It’s the respectful and professional way to say goodbye to your current employer and ensure a smooth transition.
What is the Best Structure for a Resignation Letter Sent to HR or Manager?
Leaving a job can be a stressful and emotional experience, but writing a resignation letter can help make the process smoother. Knowing the best structure for a resignation letter can make the task easier and ensure that it is both professional and respectful.
Firstly, it is important to address the letter to the appropriate person. If you are resigning from a company, it is best to address the letter to your direct supervisor or the HR department. Start the letter with a clear greeting, such as “Dear [Manager’s Name]” or “Dear HR Department.”
Next, briefly explain your reason for resigning. If it is due to personal reasons, simply state that you are resigning for personal reasons. If it is due to accepting a new job opportunity, mention this and express your gratitude for the experience and opportunities gained at your current company.
In the body of the letter, it is important to express gratitude and appreciation for the company and colleagues. This helps to maintain positive relationships and shows that you are leaving on good terms. Share some specific examples of what you have enjoyed most about your time with the company.
Additionally, offer to assist in the transition process and provide any details necessary to make the process smoother. This can include completing pending assignments, training a replacement, or providing a detailed explanation of your job duties.
Finally, close the letter with a cordial farewell and offer your contact information if you would like to stay in touch. Sign off with a professional but friendly closing, such as “Sincerely” or “Best regards.”
In summary, the best structure for a resignation letter sent to HR or a manager includes addressing the letter to the appropriate person, briefly explaining your reason for resigning, expressing gratitude and appreciation, offering to assist in the transition process, and closing with a cordial farewell.
Seven Samples of Resignation Letter Send To HR Or Manager
Sample Resignation Letter Due To Health Reasons
Greetings,
Please accept this letter as my formal notice of resignation from my position as [Job Title] effective [Date] due to medical issues. Over the past few months, my health has deteriorated significantly, and it has become challenging for me to keep up with the demands of my role.
I am genuinely grateful for the opportunities and support that you have provided throughout my tenure here, and I regret that my health does not allow me to continue working with the company any longer. I will ensure a smooth transition of my responsibilities to my replacement before my last day of work.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Sample Resignation Letter Due To Family Reasons
Dear [Manager’s Name],
I am writing to inform you that I have decided to resign from my position as [Job Title] at [Company Name] effective [Date]. My decision is due to unforeseen family reasons that require me to move to another state and spend more time with my loved ones.
It was a difficult decision to make, but I believe it the right one for me and my family at this time. I have valued my time here at [Company Name] and enjoyed working with everyone in the team. I appreciate the opportunities and learning experiences over the years.
Thank you for your understanding and support during this time. I will ensure a smooth transition of my responsibilities to my replacement before my last day of work.
Respectfully,
[Your Name]
Sample Resignation Letter Due To Career Advancement
Dear [Manager’s Name],
It is with mixed emotions that I write to express my resignation from my current position as [Job Title] at [Company Name]. I have been presented with an exciting career advancement opportunity that aligns with my long-term career goals and personal aspirations.
I would like to thank the company and my colleagues for all the support and knowledge gained during my time here. It has been an incredible journey, and I truly appreciate every experience.
Please let me know how I can support the team during the transition period. I will ensure a smooth transfer of my responsibilities to my replacement before my last day of work.
Kind regards,
[Your Name]
Sample Resignation Letter Due To Unfair Treatment
Dear [Manager’s Name],
It is with regret that I tender my resignation as [Job Title] at [Company Name]. This decision was not an easy one, but it has become necessary due to the unfair treatment that I have been subjected to lately.
Despite my repeated efforts and pleas for proper treatment, I have unfortunately not received it. I am disappointed that it has come to this, but I cannot continue working under such circumstances.
Thank you for understanding my decision, and I regret that things could not be resolved amicably. I will ensure a smooth transition of my responsibilities to my replacement before my last day of work.
Sincerely,
[Your Name]
Sample Resignation Letter Due To Relocation
Dear [Manager’s Name],
Please accept this letter as my formal notification of resignation from my role as [Job Title] at [Company Name] effective [Date]. I am relocating to another city to be closer to my family, and I am, therefore, unable to continue working with the company.
I appreciate the opportunities you have given me during my tenure at [Company Name], and I will forever be grateful for the support and guidance throughout my employment period.
Thank you for your understanding, and I will work closely with my replacement to ensure a smooth transition of my responsibilities before my last day of work.
Best regards,
[Your Name]
Sample Resignation Letter Due To Personal Reasons
Dear [Manager’s Name],
It is with deep regret that I inform you of my resignation from my position as [Job Title] at [Company Name] effective [Date] due to personal reasons.
The past few months have been challenging, and after careful consideration, I have decided to focus more on my personal life and take an extended break from my professional career.
I have cherished my time at [Company Name], and I will forever be grateful for all the professional knowledge and experiences garnered during my tenure here.
Thank you for your understanding, and I will work closely with my replacement to ensure a smooth transition of my responsibilities before my last day of work.
Best wishes,
[Your Name]
Sample Resignation Letter Due To Retirement
Dear [Manager’s Name],
As my retirement draws near, please accept this letter as a formal announcement of my resignation as [Job Title] at [Company Name] effective [Date].
It has been an incredible experience working with the company, and I cannot be any prouder of the successes we have achieved together over the past years. I will cherish the memories, learning, and experiences that I have received here and will forever be grateful for the support and opportunities that the company has given me throughout my career.
I will ensure a smooth transition of my responsibilities, and I appreciate your support during this time.
Yours sincerely,
[Your Name]
Tips for Resignation Letter Send to HR or Manager
Resigning from a job can be an emotional and difficult decision, but it’s important to handle the process professionally. Sending a resignation letter to your HR department or manager is an essential step in this process. Here are some helpful tips to keep in mind when drafting and sending your resignation letter:
Keep it concise and professional: Your resignation letter should be brief and to the point. Avoid getting too personal or critical of your employer. Use a professional tone and language throughout the letter.
Mention your reason for resigning: It’s important to be honest about the reason for your resignation, whether it’s due to a better opportunity, a personal matter or something else. Be respectful and positive in your explanation.
Provide notice: Unless your contract specifies otherwise, it’s customary to provide at least two weeks’ notice before your last day. This gives your employer time to find a replacement and transition your responsibilities.
Offer help with the transition: Consider offering to assist with the transition, such as training your replacement, completing ongoing projects or providing guidance for your remaining tasks. This shows your employer that you care about their success and appreciate the opportunity they gave you.
Express gratitude: Show your appreciation for the support and opportunities your employer provided during your time with them. This can include thanking your manager, colleagues, and HR department for the experience and knowledge you gained while working there.
Proofread and double-check: Before you send your resignation letter, make sure to proofread it and double-check for any errors or omissions. This shows that you took the time and care to communicate your resignation in a professional manner.
By following these tips, you can ensure a smooth and professional resignation process. Remember to remain respectful and positive throughout the process, and to maintain good relationships with your employer and colleagues as you move forward to new opportunities.
FAQs related to Resignation Letter
Can I send my resignation letter via email?
Yes, you can send your resignation letter via email. However, it is recommended to have a face-to-face conversation with your HR or Manager before sending the letter.
What should be included in a resignation letter?
A resignation letter should include the reason for leaving, your last working day, and a thank you note for the opportunity given by the company.
How much notice should I give before resigning?
The notice period varies from company to company. It can be anywhere from two weeks to one month. Check your company policy or contract for more details.
Who should I address the resignation letter to?
You should address the resignation letter to your HR or Manager. It is important to inform your direct supervisor about your resignation.
Is it necessary to give a reason for resigning in the letter?
No, it is not necessary to give a reason for resigning in the letter. However, if you want to provide a reason, you can mention it briefly.
Can I rescind my resignation after sending the letter?
It depends on your company policy. Some companies allow employees to rescind their resignation within a certain time frame. However, it is recommended to discuss this with your HR or Manager as soon as possible.
What should I do after sending the resignation letter?
After sending the resignation letter, you should ensure a smooth handover of your work, return any company property, and follow up with your HR or Manager on the exit process.
Until next time…
And that, my dear reader, is all you need to know about the proper way to write and send a resignation letter to HR or your manager. Remember, this letter is not just a formality but a reflection of your professionalism and respect towards your company and colleagues. Best of luck finding your next adventure, and don’t forget to update your LinkedIn profile (just in case). Thanks for reading, and I hope to see you back here soon for more career tips and tricks!