Navigating the delicate terrain of resigning from a position can be a daunting task, often accompanied by a mix of emotions and uncertainties. It marks the end of a chapter and the beginning of a new one, carrying significant implications for both personal and professional growth. The manner in which we bid farewell to a role, a team, or an organisation is a testament to our character and professionalism. This is where a well written resignation letter comes into play. A letter of resignation transcends mere formalities by giving you an opportunity to showcase your professionalism regardless of the reasons for which you’re saying farewell to your previous employer. In this article, we discuss the format of a well-written resignation letter, and share tips and strategies that you can use to build a professional resignation letter.
How to Write a Resignation Letter
An employment resignation letter generally has the following key sections –
- Header with Contact Information
- Date
- Salutation
- Introduction and Statement of Resignation
- Reasons for Resignation
- Closing and Next Steps
- Your Full Name and Signature
- Additional Contact Information
Here’s a detailed breakdown of the sections that must be included in a resignation letter and some tips on how the content should be developed –
Start with Your Contact Information
Begin your resignation letter by placing your contact information at the top. Include your full name, current position, home address, phone number, and email address. This ensures the recipient can easily identify you.
Date
Directly beneath your contact details, add the date when you are writing the letter. The date is important for record-keeping and helps establish a timeline for your resignation.
Recipient’s Information
Following the date, provide the recipient’s details. Include their name, position, company name, and the company’s official address. Addressing it to the appropriate person ensures your resignation reaches the right individual.
Salutation
Open the letter with a formal salutation, addressing the recipient respectfully. Use “Dear [Recipient’s Name],” as a courteous and standard way to begin a professional letter.
Clearly State Your Intent to Resign
In the opening paragraph, make a clear and unambiguous statement regarding your decision to resign. Mention the position you are resigning from and the effective date of your resignation, aligning with your notice period as per your employment contract.
Express Gratitude
In the subsequent paragraph, express your gratitude for the experiences and opportunities you’ve had while working with the company. Highlight the positive aspects of your job, the skills you’ve developed, and how they have contributed to your growth.
Assure a Smooth Transition
Demonstrate your willingness to ensure a smooth transition by offering assistance during the notice period. Offer to help in training your replacement, documenting processes, or providing any necessary guidance to your team.
Maintain Professionalism
Throughout the letter, maintain a professional tone and avoid negative comments or criticisms. Focus on the positive aspects of your experience with the company and your reasons for resigning.
End on a Positive Note
Conclude the letter by reiterating your appreciation for the opportunities you’ve had and expressing your best wishes for the company’s future success. Ending on a positive note helps maintain a good relationship.
Signature
Sign the letter using your full name. If possible, add your handwritten signature for a personal touch and formality.
Additional Contact Information
Include your contact information again at the end of the letter, making it easy for the recipient to reach out to you if needed.
Employment Resignation Letter Do’s and Don’ts
Do’s
→ Be concise
→ Show gratitude
→ Offer assistance
→ Be formal
→ Proofread
→ Follow policies
→ Keep it brief
Don’ts
→ Use negative language
→ Submit late
→ Add unnecessary details
→ Share confidential information
→ Be disrespectful
Resignation Letter Template
While the specifics added in the resignation letter in terms of content may differ from employee to employee, here’s a generic example of a resignation letter that you can use to take inspiration from and write your own resignation letter –
[Your Full Name]
[Your Address]
[City, State, Postcode]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Company Name]
[Company Address]
[City, State, Postcode]
Dear [Recipient’s Name],
I am writing to formally notify you of my decision to resign from my position as [Your Position] at [Company Name]. My last working day will be [Last Working Day, two weeks from the date of this letter, in compliance with the notice period specified in my employment contract].
I would like to express my sincere gratitude for the opportunities and experiences I have had during my time at [Company Name]. It has been a privilege to work with a dedicated team and contribute to the success of the organisation. [NOTE: The expression of gratitude should be included in the letter only if it accurately reflects your sentiments and the circumstances of your departure.]
I am committed to ensuring a smooth transition during my notice period. I am more than willing to assist in the handover process and provide any necessary training to my colleagues or a new team member.
I appreciate the support and guidance I have received from you and the entire team. I value the professional relationships I have built during my time at [Company Name] and hope to maintain these connections in the future.
Thank you once again for the opportunity to be a part of [Company Name]. I wish the organisation continued success.
Yours sincerely,
[Your Full Name]
[Your Contact Information]
Are you in a fix about making a move to a new role or position? Schedule a FREE Career Strategy Consultation with a professional Australian CV writer today to get valuable insights on how to transition to a new position.
Career Coach, CV Writer, CV Writers + ITCV Writers Practice Manager - Tech and Executive Profile Specialist