Do you remember the time when changing jobs was frowned upon? People often took pride in the number of years they had worked at their organizations.

No longer. Workplaces have changed drastically over the years, and employees change jobs often. Recent studies show that the number one reason for quitting and changing a job is career advancement.

Still, quitting a job isn’t an easy decision. You have to get out of your comfort zone and make decisions that will end up being life-changing. Having ‘the talk’ when you are quitting your job isn’t easy either. You have to inform your manager and the rest of the organization about your decision. This can be daunting.

When you decide to change jobs, remember to send a respectful and well-informed job resignation letter to your manager.

How can you write one? Let’s find out.

Writing A Job Resignation Letter

Not only does a job resignation letter help you announce your resignation officially, but also provides important information like your last date and other details.

Here are some tips to help you write a proper job resignation letter:

  1. Be Direct:

An ideal resignation letter is simple, brief and focused. Keep it objective and don’t delve into personal details while writing the letter.

  1. Use The Appropriate Tone:

A job resignation letter is like any other piece of written communication at the workplace, so make sure the tone is formal and polite. Don’t write it in a style that is overly familiar or sentimental. You may wish to convey your fondness for the team or the pain of leaving the organization. But a resignation letter is not the right place for it.

  1. Provide Appropriate Notice: 

The proper protocol for leaving a job is to hand in your resignation letter a few weeks before you decide to leave. Check your employment contract to see how much notice you’re supposed to give. Make sure you mention your proposed last working day.

  1. Ask Questions:

If there are any pending tasks or requests that you’d like your company to address, include them as questions in your letter. For example, you may want to know the details of your last month’s salary.

  1. Offer To Help:

Before you transition out of the company, you can always offer to help find your replacement or finish certain tasks before your final day of work. Consider offering to help prepare transitional documents and train your replacement.

  1. Proofread Before Sending:

A good thing to remember before sending your letter is to proofread and double-check your resignation letter format. Make sure that the information you have provided is accurate and there are no grammatical errors.

A thoughtful resignation letter makes it easier for your employers to hand over your relieving letter. Harappa Education’s Writing Proficiently course is designed to help you structure your thoughts and write more clearly. The PREP Model will help you learn how to put your points across concisely and objectively.

Resignation Letter Sample

An ideal resignation letter sample includes these components:

  • Your name, title, date and the company’s name as the header

  • The main body of your letter with  a beginning, middle and a conclusion

  • The introduction of your letter, which should state your objective and include the last day of working with the company

  • The middle or the second paragraph of the letter, which should acknowledge and thank the organization or the employers for the relationship they developed with you over the years

  • The conclusion or the third paragraph, which should cover questions if any and offer to extend help in the transition

Different resignation letter samples use different formats. However, this is  a basic resignation letter format that’s used widely:

<Your Name>

<Your Current Job Title>

<Current Organization>

<Address>

<Your email address>

<Current date>

Dear <employer/manager name>,

<First Paragraph:

I am writing to you with my formal notice of resignation from [company name]. My last proposed date will be ______, _____ weeks from today.>

<Second Paragraph:

This was not an easy decision to make. I appreciate the opportunities that [company name] has provided over the last four years. I have thoroughly enjoyed my tenure and I value the experience, knowledge and training that I’ve gained by working with you. I feel honored to have been part of such a dynamic team.>

<Third Paragraph:

I’d be happy to help out in any way I can during this transition period. Thank you again for this opportunity and I look forward to staying in touch. Feel free to connect with me at name@gmail.com.>

Sincerely,

<Your signature>

<Your full name>

Conclusion

It’s always a good idea to quit your job on a positive and cordial note. Writing a respectful letter of resignation can help you maintain your relationship with the company and your managers. You can always reach out to them for a letter of reference or just keep a networking contact. Move on, but stay connected with a well-crafted letter of resignation!


Explore topics such as Guide to Answering “Tell Me About Yourself” in an Interview, What are Action Words & Job Application Letter from our Harappa Diaries blog section and learn to write proficiently.

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