How to Write a Resignation Letter?

Resignation, the term is quite stressful for both the employer and employees, along with the organization. There are a lot of questions in the mind of all, which aren’t addressed clearly face to face. A resignation letter is a form of courtesy an employee shows to their hirers in a firm before bidding goodbye to the work. Follow these steps so that you leave your job on the best note possible.

What is Resignation?
Resignation is an act of leaving your job. It expresses your intention to leave the company you currently work for. It is a whole process where-in one must follow these steps to leave the firm leaving behind a positive footprint of one’s identity and save the relationships for the long tenure. A Resignation Letter is a formal statement of your intention to leave a job or position.

  • Submit Your Resignation on the website/ online portal of the firm
  • Inform Your Boss/ Manager/ HR
  • Work effectively during the Notice period, usually for 1-3 months in many of the firms
  • Check on Eligibility for Employee Benefits and Health Insurance
  • Check on Unused Vacation and Sick Pay
  • Check on your Payslips and pending Payments
  • During the Notice period, finish off the assigned task. Try not to leave behind any incomplete task
  • Complete all the formalities before the last day, to preserve the last day for your friends, colleagues to bid off goodbye
  • Schedule Your Last Working Day effectively
  • Write a formal Resignation Letter and mail to the designated people
  • Get References for future
  • Collect Leaving/ Relieving Certificate and Work-Experience Certificate, required for future jobs

It’s usually better to resign in person, and then follow up with a formal resignation letter. A resignation letter officially gives notice to your boss that you’re leaving the job and someone else will need to be hired to replace you and take on your responsibilities beforehand. Writing a resignation letter looks professional. It will ease the transition over the notice period at the job and will also help you maintain a positive relationship with your employer even after you are no longer with the company. Being proactive, having a resignation letter drafted and ready to go will also be an added advantage. It would make you feel a little more organized and confident about the process, for going ahead in the career.

Let us look at how to write a professional Resignation Letter.

  • Your resignation letter should be brief, including only relevant and helpful information. It should be straightforward, precise and concise up to the mark. There is no need for an epic prologue or lengthy explanations.
  • Your message should include information on when you are leaving. Your resignation letter will be included in your employment file and could be shared with potential future employers; therefore, it should be professional and polite.
  • If you’ve decided to move on, there’s no point in criticizing your employer or your job at this point in leaving. Therefore, avoid including anything negative or disparaging about the company, your supervisor, your co-workers, or your subordinates.
  • Avoid any sort of apologetic language and starting sentences with “Unfortunately…” or “I’m so sorry, but…”, etc. You aren’t the first person to leave a job, and you certainly won’t be the last. And, ultimately, business is business—you have nothing to be sorry for.

Here are some things to consider when formatting your letter:

  • A statement of intent that you will be leaving your job
  • Name of your office staff position
  • Date of your last day on the job
  • Gratitude to your employer for hiring you
  • A highlight of your time there (optional)
  • An offer to train your replacement
  • Well wishes for the future of the company
  • Your contact info
  • Best resignation letter sample

Length: Most resignation letters are no more than one typed page, short and crisp.
Font and Size: Use a traditional font type such as Times New Roman, Arial, or Calibri. The ideal font size should be between 10 and 12 points.
Format: A resignation letter should be single-spaced with a space between each paragraph. Use 1″ margins and align your text to the left.
Accuracy: Edit your resignation letter before mailing it. Also, check for grammatical mistakes. Also, You can seek advice from a career counselor or a colleague/ friend to proofread.

Below is a professional Resignation Letter Template:-

Your Name
Current Job Title
Current Organization
Address
City, State, Zip Code
Your Email
Date of Resignation

Header: A resignation letter should begin with both you and the employer’s contact information: name, title, company name, address, phone number, email, followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.

Salutation: Address the resignation letter to your manager. Use the formal title “Dear Mr./Mrs./Dr.”.

Paragraph 1: Express your Identity
Begin your letter by stating your position, and the company. It is important to include the identity as it is an official termination. Immediately, follow this information with a simple statement of your resignation. Mention in brief the reason for your resignation, be it higher studies, a new job, or a better opportunity in terms of the career like better payscale, promoted designation, etc. This is optional to mention as one can have their personal reasons also for quitting the job, but the more transparent you are, the higher is the trust that develops between you and your employer. He/ She would be glad to know that you have expressed the truth and would support heartedly for your decision. Also, provide an end date in the first body paragraph since that’s one of the first questions your employer might want to know.

Paragraph 2: Reflect on your Journey with this organization
Take the time to consider how you’ve developed or grown during your tenure within the firm. Express your most appreciated time at the company. If you had a particularly good experience, you add a bit more detail about what you appreciated about the job (the people you worked with, the projects you worked on). Be as specific as possible while writing about the company providing professional development opportunities and a fostered and supportive atmosphere for one to learn. It’s a decent way to thank your employer for the time and resources you have been using to support your career growth.

Paragraph 3: Outline your Workload
As an optional follow-up paragraph, briefly review the work you’ll be surrendering when you officially leave the company. Include the details of your roles and responsibilities in the firm, specific to your team and project. Although it is technically your manager’s responsibility to pick this work up and determine how it will continue, it’s helpful to list all the projects and tasks you’ve been in charge of to make the transition even easier on the company in the interim. This is essential if you managed any direct reports or collaborated with other departments.

Paragraph 4: Offer to assist in the Transition
Mention your willingness to make the transition easier. You should mention your earnest will to help train your replacement, and ensure all the reports are updated. It’s impressive if you include specific details regarding how you can help. No matter how seamless you attempt to make things, the transition that comes after losing an employee is never easy for a company. So, if you want to leave on really great terms, discuss what you’ll do to ease the transition toward the end of your letter.
Whether you’re willing to come back to help train your replacement or plan to create processes and procedures for the tasks your position is responsible for, detail what you’ll do to help in your absence. It is optional but it helps in building a good relationship with your employers and colleagues for the long-term, leaving behind a positive impression.

Paragraph 5: Show Gratitude for the firm and colleagues
Thank your manager for the opportunity to work for the company. Regardless of whether you loved your job or hated it, there’s no denying that it played a role in your professional development in your career ladder. Thus, you can express your gratitude for the opportunity, the help and the support of all colleagues, leads, managers, and HR. This is also a great way to not only share your appreciation for the time you stayed with the firm during your employment but also to leave behind a good reputation of yourself. So, be polite and gracious in your tone.

Paragraph 6: Build long-term Relationship
If you truly want to keep in touch with your old employer or use him/ her as a resource, leaving a contact number and personal mail-id is a smart addition. Networking has become a critical aspect of the development and career growth of an individual. Thus, leaving on a good note and maintaining good ties with the employers of the current firm would be an added advantage in the future, as it is rightly said: “The world is small”. You can also request a letter of reference from your manager for the future, be it higher studies or change of the job.

Close: Use a kind but formal signoff, such as “Sincerely” or “Yours Sincerely.”
Signature: End with your handwritten signature followed by your typed name. If this is an email, simply include your typed name, followed by your contact information (phone number or email id).

One can also befriend their colleagues and managers on LinkedIn and other professional social media, as everyone is quite tech-savvy and has a profile on these media. There are many ways of staying in contact, either via a Whatsapp Group of your team or project members or through E-email.

Sample Format

Dear [Your Boss’ Name],

Please accept this letter as formal notification that I am resigning from my position as [position title] with [Company Name]. My last day will be [your last day—usually two weeks from the date you give notice].
Thank you so much for the opportunity to work in this position for the past [amount of time you’ve been in the role]. I’ve greatly enjoyed and appreciated the opportunities I’ve had to [a few of your favorite job responsibilities], and I’ve learned [a few specific things you’ve learned on the job], all of which I will take with me throughout my career.
During my last two weeks, I’ll do everything possible to wrap up my duties and train other team members. Please let me know if there’s anything else I can do to aid during the transition.
I wish the company continued success, and I hope to stay in touch in the future.

Sincerely,
[Your Name]

There are various websites that help employees in writing professional resignation letters like Naukri.com, Mintly.in, etc. Quitting your job is always a tough decision. But, now you can take the worry of drafting a resignation letter off your plate. With the available formats of writing a Resignation Letter on various sites and also the guidelines for Dos and Dont’s, stress a little less about writing one!