Quitting a job can be difficult and can cause a lot of friction between you and your employer. Often the best thing to do is to write and send a professionally written resignation letter. It may mean putting effort into quitting, which sounds absurd, but most employers appreciate it more so than an immediate exit, devoid of a reason why. And so you’re faced with the task of writing your exit. How do you approach this without causing offense? What should you state in your letter to avoid causing hard feelings? Or perhaps it’s just your time to move on, or maybe even retire, in which case the situation won’t be so bitter at all. There are many things to consider when writing your resignation letter, and we are here to help guide you through the important steps with our guidelines below.
It can really take only a few minutes, and when done, completing your resignation letter will lift a huge weight off your shoulders. Before we get started, if you would also like some help with writing your resume (CV or Curriculum Vitae) or a cover letter, we can also help with that. We have other helpful pages on career writing right here on our site, so please feel free to browse.
How To Write A Perfect Resignation Letter
Your Resignation Stance and How To Approach Your Resignation Letter
First of all, most employers will appreciate an in-person resignation, then followed by the resignation letter. This will give the employer time to consider the place left open due to your departure, as well as give employees time to arrange interviews and other things. In a nutshell, give your boss notice of your resignation. It may reflect badly on your as a professional if you don’t tell your employer about your resignation in person, but only provide a letter or email. Formality is key here, and employers or bosses will appreciate an honest one-to-one resignation rather than the more impersonal email or letter.
Some people quit due to unforeseen circumstances, some quit because of irreconcilable differences – whatever the case may be, bitter or sweet, you must first consider why you are quitting in the first place, which in turn will determine the overall tone of your resignation letter. The point stressed here brings into focus what reason you will provide for your departure. Employers will appreciate a reason for your exit, and in some cases, a departure without reason may badly affect your future prospects with other employers.
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In sum, make sure you can provide a decent reason which you can word well, or formally. Resigning gracefully is often the best way to exit, so please, for your own sake, don’t provide a reason which reflects badly on your boss, the company, or the co-workers. This will ultimately damage your professional profile. If your reason for leaving is due to a personal disliking for anyone in the workplace, it’s best to leave your reason out of it all and to provide thanks instead.
What To Put Into It
As mentioned above, your reason for leaving will be an important part of your resignation letter. If you have a reason but you’d rather not share it, try to send appreciation to the employer. A simple ‘thanks for the experience offered with your company’ will suffice. Indeed, reason or no reason, appreciation should be included in your resignation letter regardless of the circumstances. Of course, appreciation will naturally be easier to give if you are quitting on good terms, perhaps due to retirement or a life changing circumstance. But nevertheless, be sure to thank your employer for the job opportunity. Try to include the positive things you have learned during your time with your employer. This could tie in nicely with your thanks and appreciation.
Another thing to remember to include in your letter is the date of your resignation. This should be included near the beginning of your letter. This will help employers keep a track of your professional profile with the company. It’s also formal and therefore effective.
What You Should Leave Out Of It
We can’t stress it enough – remain professional. Formality is key to the perfect resignation letter, which brings in your overall tone of writing. Try to remain formal without getting too personal. By this we mean to try to leave out any personal aches and pains you may have endured during your time with your employer. Nobody wants to read a letter which is ultimately a personal attack, and one which lacks any grace or appreciation. So, in sum, leave out the negativity. Try to remain positive. Again, if you can’t provide a positive excuse for your resignation, just provide thanks and perhaps some positive points on what you have learned with the company.
Above all, try to remain sincere. If you are providing a reason for your resignation, don’t be vague about it. Your employer will appreciate a direct and honest reason rather than a meandering and ultimately insipid excuse which reflects badly on your character.
To summarize: be formal, provide a clear reason for your resignation if decide to provide one, and send your thanks and appreciation rather than any acerbic remarks or attacks on the people at the company.
The Overall Format Or Display Of Your Letter
At its core, an effective resignation letter will need to look good. Appearance is vital, and one way to make sure that your letter looks attractive is to make it short. This just doesn’t mean that you don’t have to write much. Rather, it means that what you write must be concise, informative, to the point, sincere.
As for the format or order, it should run something like this: (paragraphs)
- Header (name, contact details, ‘resignation letter’, date of resignation).
- Salutation – dear sir/miss/mrs/etc.
- State your resignation.
- Provide either a reason and/or thanks.
- Close by again thanking your employer.
- Formal ending – regards, etc. followed by your signature.
Of course, when it comes to the order of your letter, you can ultimately do what you want. The above is just a rough guideline. Best of luck with writing, and we hope we have provided you with some help.