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Resignation Letter Writing Format, Topics, Samples, Tips

By:Ruchika Gupta

Resignation Letter Format - Topics, Examples, Tips, Samples

resignation letter

 

What is a Resignation letter ?

Purpose of a resignation letter
When you begin working with an organisation, you enter into a contract of employment whereby you agree to work with them on specified terms. Similarly, when you decide to leave the organisation, it is required that in order to end the contract, you write a resignation letter to terminate your employment.
Resignation letter is a formal way of conveying your intent of termination to the employer and the organisation. Since the relationship is professional, it is good that you inform well in advance and not just shoo away one day and never come back to work. There may be various reasons behind your resignation like unsuitable work environment, dissatisfaction, better opportunities, personal reasons, early retirement, etc. It is recommended that you give the notice at least two weeks before the calculated date of cessation. Show your intention of completing all the pending assignments before you leave and offer your help in training or mentoring your replacement in order to assist the company even after you have left.
Point to be noted; no matter how unhappy you are with your colleagues, your boss or the work environment, it would be amateurish of you to mention the negative aspects especially when you have already decided to leave. It would leave a substandard impression in the minds of everyone. So, once you are determined to move on, it is imperative you stay on good terms with your peers because it is the current employer’s reference that will lead you to your next job and besides, you never know; you may fall in need of someone in the future.

 

Importance of a resignation letter

  • Helps the employer in finding your successor on time.
  • Symbolic of class and professionalism.
  • Valuable evidence for future employer’s reference.
  • Helps in building a whole network of people. Since you are leaving on a good note, you are making friends and references for life.
  • Legal evidence of your cessation of employment.

A letter of resignation must include the following-

  • Reasons for termination
  • Date
  • Thank you note for the employer for the lessons learned and opportunities deployed
  • Assurance of completion of the tasks already assigned
  • An offer to help with the transition

 

Format of a resignation letter

The format of a resignation letter is same as that of a formal letter. It should include the following-

Sender’s address
Date
Receiver’s name and address
subject
salutations
body


complimentary closure
signature.

Or in some cases, it may be sent as an e-mail to the concerned authority.

 

Tips for writing a resignation letter

  • It should be written with respect in a polite manner.
  • It should have a formal and professional tone.
  • It should be short, brief and to-the-point.
  • It is not necessary that you cite reasons behind your resignation because it is anyway going to be asked from you at the time of your exit interview.
  • Thank the employer and tell them what you learnt during your time in the organisation. Mention all the positive aspects of working with them. It is advisable not to mention any grudges since it derails the relationship off-track.
  • It should be delivered to the superior quite early from your intended date of termination. At least a month before you wish to leave the job.

 

Resignation Letter samples

Here are a few examples of letters of resignation for you to look at-

SAMPLE 1- RESIGNATION LETTER NOT MENTIONING THE REASON
SENDER’s ADDRESS

DATE

RECEIVER’s NAME
RECEIVER’s ADDRESS

DEAR [NAME] OR Sir/Madam

Please accept this letter as a notice that I will be resigning from my job here at [company’s name], three weeks from today’s date.
Thank you for the immense support and diverse opportunities you have provided me over the course of the last six years. You and the team have created a climate that makes it pleasurable to come here and work every morning. I will cherish our times together forever.
If I can do anything to help with your transition in finding and training my replacement, please let me know.

Sincerely
[Sender’s name]

SAMPLE 2-RESIGNATION LETTER CITING BETTER OPPORTUNITIES
SENDER’s ADDRESS

DATE

RECEIVER’s NAME
RECEIVER’s ADDRESS

DEAR [NAME] OR Sir/Madam

Please accept this letter as notice of my resignation from the position of [job title] at
[company’s name]. I would like to tell you that I was recently offered a new opportunity with
a company headquartered very close to my home and I have decided to take their offer.

As per the terms of my employment contract, I will continue to work for the company for the
next  month, completing my employment on [intended date].

I have enjoyed being a part of the team and I am thankful for the opportunities you have
given me during my time here. If there are any areas in particular you would like me to focus
on during my notice period, please let me know.

I hope that I can rely on your for a positive future reference.
Thank you

Yours sincerely
[Your name]


SAMPLE 3: RESIGNATION LETTER CITING PERSONAL REASONS

SENDER’s ADDRESS

DATE

RECEIVER’s NAME
RECEIVER’s ADDRESS

DEAR [NAME] OR Sir/Madam
I am writing to provide you with my formal notice of resignation from the company. My last
day will be [intended date].

This was not an easy decision to make but personal reasons necessitate that I vacate my
position and focus on improving my situation at home. I appreciate your support over the
course of my employment at the company that has really shaped my career thus far. I truly
value the experience, training and knowledge I gained over the past 5 years. It has been a
pleasure working with you and the team.

I will do whatever necessary to ensure a smooth transition after I move on. I have several
team members in mind who I believe would be strong candidates for a promotion to my
position. I wish you all the best as the company continues to grow.
Thank you for understanding

Sincerely
[Your name]

 

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