Resignation Letter: Tips, Templates and Examples

A Resignation letter is one of the official ways to formally leave a company and maintain an excellent relationship with your organisation in the future. Writing Simple and well-written resignation is one of the most strong steps in your professional career.

What is a resignation letter?

A resignation letter is a piece of document drafted by you to your employer, letting them know that you will leave your job. Employees are generally expected to submit a resignation letter two weeks before their final work day.

It is a required document that every employee must submit to HR representatives when they join a new company. Both past and future employers store it in their records for future reference.

A resignation letter should be concise and written in a formal tone. It should mention when the employee’s last working day will be, words of thanks and appreciation, and their offer to help with the transition process.

Moreover, the employee should never express any negative feelings or thoughts about the company, their boss or colleagues in the resignation letter as it can paint them as a bitter person. There can be instances where they want to return to their old jobs, so bad-mouthing employers in a resignation letter is a big no-no.

Although we have embraced the digital world, we highly advise that you hand in your resignation letter personally by scheduling an appointment with your employer or supervisors.

Why Are Resignation Letters Important?

Resignation letters are important because they contain important information such as your intention to leave the company, your last working day and the duration of your notice period. This can come in handy for future reference should there be any issue regarding your resignation.

Moreover, the HR department might need to keep it on record as proof that you professionally and properly exited the company without absconding. This will help you make a lasting impression and build your network for future reference.

Submitting a resignation letter will help you get all your paychecks and additional dues without problems when you leave the company.

How To Write A Resignation Letter

Not all companies follow the same process regarding what content they want to see in their employees’ resignation letters. So, we advise that you speak to your reporting manager or team leader before writing your resignation letter. In the meantime, the following points should be added to your resignation letter.

1. Place and Date of Issuance Of The Letter: As resignation letters are formal letters, they should include the timestamp when it was submitted as proof. With emails, this is not an issue as it is automatically included digitally. But when it comes to letters, always include the location of where you are writing from at the top left corner of the letter and the date just below it.

2. Address The Recipient: Ensure that the recipient’s name and address are correct. When you start the letter, give them a proper salutation. You can start with “Dear’ followed by their first name, last name, or “Sir/ Ma’am”.

3. Mention The Purpose Of The Letter Clearly: Apart from the subject line, the letter’s first paragraph should clearly mention your intention to quit your job or leave the company. Let them know that you are formally submitting your resignation letter. It should also include your position, department, last working day, the duration of the notice period you will be serving (as per company policy) as well as your willingness to help with the transition process.

4. Add Words Of Appreciation: As you want to exit the company professionally, including words of gratitude will go a long way in making a lasting impression and helping build your network. Tell them how thankful you are for the opportunity you were given to work with them, and wish them well and luck.

5. Add Signature: When it comes to letters, you should always add your signature above your name. You can sign off by writing “Sincerely” or “Thanks and Regards”. Also, add your designation, department, company name, and contact info.

Resignation Letter Template

Formal Resignation Letter For Higher Studies

Date:____________

To,

[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

This letter informs you that I will resign as a Front Desk Executive for Enchanted Woods, effective December 3, 2021.

After giving it much thought and consideration, I have decided to pursue my dream job of becoming an educator. To do so, I have decided to pursue B.Ed and receive my degree to follow my dream.

I thank you with all my heart for allowing me to work at your fine establishment and wish nothing but the best for Enchanted Woods and all the staff members.

I would be happy to help the new person take over my roles and responsibilities during the transition process.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]

Formal Resignation Letter For Dissatisfaction With Your Position

Date:____________

To,
[Name of Addressee]
[Designation of Addressee]
[Name of Company]

Subject: Resignation letter

Dear Sir/Madam,

Kindly accept this letter as my formal resignation from the Graphic Designer position for D.M.Press, as I have realised this is not a good fit for me. My final day of work will be December 30, 2021

I regret to inform you that being a Graphic Designer at D.M.Press has been quite a struggle for me as the environment has been challenging. I thank you for your patience and understanding, and I apologise for the inconvenience.

I would be happy to help the new person take over my roles and responsibilities with the transition process.

I wish you all the best and lots of success for D.M.Press.

Sincerely,

[Sender’s signature]
[Sender’s name]
[Sender’s contact details]

Resignation Letter Examples

Based on different possible scenarios, we have assembled a few resignation letter examples that will help in explaining your reason for leaving the company.

Better Opportunity

I am writing to formally submit my resignation from this company as I have accepted a different position with another company that I feel is the right fit for my career path. As per the company policy, I will serve my two weeks notice period, and my last working day here will be [[DD/MM/YY].

I would like to thank you for taking a shot at me and giving me this wonderful opportunity to jumpstart my career here. Please know that I would be happy to help whoever will be taking over my duties and responsibilities with the transition process.

Relocation

This letter informs you that I will resign from my position as a [designation] for [company], effective two weeks from this date, as I will be relocating to [Place] to be closer to my wife and kids. My last working day will be [DD/MM/YY].

I would like to thank you for this incredible opportunity. I was able to learn and grow professionally and develop my skill sets. It would be my delight to help the new joiner who will be taking over my roles and responsibilities with the transition process while I serve my notice period.

Personal Or Family Reasons

This letter is to inform you that I will be resigning from my position as a [Designation] for [Company Name], effective [DD/MM/YY]. As I recently welcomed my first child, I believe that it is time for me to find work closer to home. My last day of employment will be [DD/MM/YY].

During my time here, II have learned a lot and grown professionally. I am very grateful for allowing me to develop my skills under your leadership.

I would be more than happy to help the new person taking over my duties and responsibilities with the transition process.

Please accept my humble request, and I thank you, once again, for everything.

Career Change

I hereby tender my resignation from [Designation] of [Name of Company] as I have accepted a position as a [Designation], which has always been my desired career path. After serving a month-long notice period, my last work day here will be [DD/MM/YY].

I thank every one of you for the incredible opportunity you have bestowed upon me and for allowing me to be a valued member of the [company name] family for three incredible years. Please let me know if there is anything I can do to ensure a smooth and efficient transition.

Higher Education

Kindly accept this letter of resignation from my position in [Company name] as a [Designation] as I plan to continue my studies and have enrolled myself in a post-graduate program.

I am eternally grateful that this company has given me a great space for growth and development in my career. I have enjoyed working with everyone and wish everyone the best in their future endeavours.

While serving my notice period, I will be more than happy to help you in any way to make the transition as smooth as possible.

Resignation Letter Tips: Dos and Don’ts When Writing A Resignation Letter

When you submit your resignation letter, here are some Dos and Don’ts that you should follow:

Do’s:

  • Use a formal format: Be it mail or email, ensure that you use the formal letter format. As the higher-ups will receive this letter, it has to be written in a formal tone.
  • Submit both soft and hard copies of the resignation letter. The hard copy must have your signature.
  • Be professional and keep it positive. As you leave the organisation and your colleagues, you need to ensure that you end things on a good note.
  • Ensure that you add the final details of your employment and give them the required amount of notice.
  • Let them know that you will help the new joiner who will be taking over for you with the transition. This may include assisting the organisation finds the right candidate for the jobs, training them, and keeping them up to date with the projects or works that are still pending.
  • Ensure that you clean and organise your desk and documents (for the new joining) in case the organisation asks you to leave at any time.

Don’ts

  • Do not leave without informing the organisation. Absconding is an unprofessional exit that you should avoid at all costs, as it will only put a dent in your otherwise good name and reputation.
  • Do not refuse or be a slacker to work during your notice period. Serve it well. Try to leave a good and lasting impression.
  • When they ask why you are leaving their organisation, do not brag and say you’ve got a better offer with a much sweeter deal. You do not want to end on a wrong term with anyone. Otherwise, it will come back to bite you one way or the other.
  • Do not brag about your new job to your colleagues and ask them to join you or leave their jobs. Also, do not, by any means, spread rumours or misinformation.
  • Again, when asked why you are leaving the organisation or for feedback, do not badmouth the organisation or any of your colleagues or supervisors. Maybe someone being unprofessional or borderline rude is the reason that you have decided to leave. However, do not be too honest with your answer.

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