Writing a Resignation Letter



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How do I write a short letter of resignation?

So goes a popular saying in Dutch used to announce one’s departure without having to go into detail. There is a time of arriving and a time of leaving. When you want to quit your job, it's best to make a written announcement and keep a few week's or months' notices. At least 2 weeks would be the absolute minimum in many countries. It’s important to formalize your departure by notifying your employer in writing with a formal retirement letter. The letter should include the details of your departure, such as the date you are resigning/retiring, which will be the last day you work. You may be able to negotiate about the exact retirement date since it might be mutually beneficial to change the date for you and your employer.

If you can help during the transition that will follow your resignation, mention this as well. Make use of our resignation leave letter template to help to come to a perfect personalized version. The objective of writing this letter is to announce your retirement date to your boss or HR manager and to request a meeting to discuss the handover and other formalities.  

Whether the letter is formal, or not, we advise putting the reason for the leave in the first paragraph of the letter's body. In the paragraphs following, you can use examples to support your main argument. In the final paragraph, you need to summarize the purpose of your letter and suggest a suitable course of action to follow. Do not indent the paragraphs. But instead, leave an empty line between each paragraph. Close the letter without indentation, leaving three or four lines for your signature between the closing and your typed name and title. 

Resignation letter sample content:

  • Dear Mr., Mrs. Supervisor,
  • Dear Mr./Mrs. {{Supervisor’s Name}},
  • I would like to inform you of my intention to resign from a position, at the company, effective two weeks from today.
  • I appreciate the opportunities you gave me during my tenure at the company. 
  • I would like to inform you of my intention to resign from {{Position Name}} at {{Company Name}}, effective two weeks from today,
  • I appreciate the opportunities you gave me during my tenure at {{Company Name}}.
  • Please let me know what assistance you will require from me during the transfer period.
  • I, {{Name}}, hereby tender my resignation as: {{title}} {{office location}}
  • Last hour and date of actual service: {{time}}. {{Month/Day/Year}}
  • I here with submit my resignation from the post of {{position name}} in {{division}}. 
  • With your permission, I would like to add the following:
  • I am leaving {{organization name}}, a unique and great organization, with a rather heavy heart. After serving for almost {{years}} years, I have gained immensely from the knowledge and experience. I must admit that I take lot of good things from here, which should take me to much higher levels. 
  • Dear {{Name boss}}, please allow me to say that you have been my ‘Role model’ all these years and perhaps in the times to come.
  • It was fantastic working with {{name}} and I seek your guidance and best wishes from time to time. I hope you will spare little time in helping your old pal. I take this opportunity to thank you and other colleagues, who have made my stay in {{organization name}} very pleasurable.
  • Note: To avoid a delay in receiving your final check and to meet payroll deadlines, please submit resignation to your supervisor allowing adequate time to forward through the district director or department head’s office (minimum of two weeks prior to your last day of work for support staff or one month prior to your last day of work for professional staff).
  • Please route in Order Listed:
  • Acknowledged: {{Date}} {{Supervisor}}
  • Acknowledged: District Extension Director or Department Head
  • Processed: {{Date}} {{Human Resources}}
  • Approved: {{Date}} {{Associate Director}}
  • This section to be completed by the District or Department Leave Clerk:
  • Terminal Annual Leave: {{Hours}} to be paid after resignation date.
  • Accumulated Unused Sick Leave: {{Hours}} at resignation date.
  • Reason for resignation: {{Reason for resignation}} 
  • Permanent mailing address: {{Permanent mailing address}}. 
  • Thank you. Yours sincerely,
  • {{Employee Signature}}                                                                    
  • {{Formal Name}} {{Title}}
  • Please let me know what assistance you'll require from me during the transfer period.

Suggestions for a resignation letter and when you resign:

  • Inform clients, partners and other stakeholders: Make sure to communicate to everyone important that you’re leaving, and inform them who will be replacing you. 
  • Depart in a professional manner, this will be the impression that will last.
  • Encourage them to reach out while you’re still at the company if they have any questions or concerns.
  • Keep working hard until the end.
  • Continue to put in as much effort during your notice period as you did on your first day. 
  • Don’t miss work or come in late. 
  • Thank your co-workers and supervisors personally and/or via email.
  • Avoid making negative statements about your company and/or colleagues, and don’t gloat about your new opportunity in person, through email, or on social media. You don’t want unprofessional statements coming back to haunt you. 
  • Don’t air your complaints about previous issues you faced at work you never know whom you may be working with or for in the future. 
  • Make sure your company-issued devices are handed over in promptly and that your workspace is pristine when you leave. 
  • Remove any personal items, and organize both your digital and hardcopy files properly. 
  • Remind yourself of your reasons for moving on, and focus on the new opportunity ahead of you.
  • Do not feel guilty about leaving! 
  • Leave on good terms in a professional manner.

Please consider that it might cause some stress for an employer who needs to find a replacement. Therefore, it's important to give the notice in time (especially check with your contract), perhaps two or four weeks in advance, which is often an accepted minimum period of time.

We hope you made the best decision and this Resignation letter sample can be of good use to you, in order to write a polite and compelling resignation letter.

Good luck with your next chapter!




DISCLAIMER
Nothing on this site shall be considered legal advice and no attorney-client relationship is established.


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How To Write A Resignation Letter?

How to write a Resignation letter? If you are asking yourself this question, you must be ready to resign from your job. We provide the best professional, formal and basic letter of resignation templates for you.

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