A resignation letter is written to provide details when you leave a company to the employer. Irrespective of whether you are leaving the company unhappily or because you found another great job, you will have to write a resignation letter as a documentation of the decision to leave the company. The other benefit of writing one is that you are leaving the employer on a positive note and also gives the satisfaction that you have established a good relationship with the supervisor and colleagues. Writing a resignation letter is not an easy job as you are not sure what to say and how to say it. Read below to learn more about how to write a resignation letter.
A Resignation Letter Should Contain the Following:
- A formal introduction: Irrespective of whether you have stayed in the company for a few months or many years, it is essential to have a formal but friendly tone in your letter. It is a safe bet to start the letter with ‘Dear’ and the name of your manager. If you have a cordial relationship with your boss, you can use the first name else you can use Mr./Mrs./Ms.
- State the intent of resignation: The letter should convey your intention of resignation along with mentioning the last date of employment. It can go something like this:
I submit my resignation from my position of (job title) and my last day here will be (date).
Ensure that the letter shows that the decision you are making is final and you are not open for negotiations concerning higher salary or a better position. Most companies will have a 15 day notice period, so the last date of employment will be two-weeks from the day the resignation letter is sent. If you wish to leave sooner, it may not go down well with your boss.
- Reasons for leaving the job (optional): Though the reason for leaving the job is not mandatory in a resignation letter, it is always better to give a proper reason for leaving the company. If you are moving out of the company as you are unhappy here, you can skip the details. However, if it is due to other reasons like a new job, higher studies, retirement, etc. it can be mentioned as it gives a clear picture to your boss.
- Mention that you will help in transition: If the position you work in is hard to fill, state that you will be happy to train the other person and help in transition of the job.
- Express gratitude: Write about the great experience you have gained working in this job and how much you appreciate the opportunity provided to you by the company.
- End the letter with goodwill: Ending the letter is similar to starting the letter, express that you wish the best for the company and that you are interested in being in touch. Add your phone number and email in the letter to show that you want to continue the professional relationship with the boss and your colleagues. End the note on a positive note.
Make sure to keep your resignation letter short, sweet and focused so that your boss is impressed reading it!