A resignation letter is an official letter sent by an employee to his employer or boss giving notice that he or she will no longer work for this company. In other words, it is an official form of relief from the services of its current company. The purpose of submitting any resignation letter is to create an official record of your last working day with the company. It also aims to outline your next steps and helps to maintain positive and long-lasting business relationships with the boss and colleagues.

Tips for writing a Resignation Letter

This might be a daunting task to inform your boss that you are leaving this company. However, writing a sensible resignation letter can mean a lot for you while helping you maintain a long-term professional connection with the organization. Arming yourself with a well-informed and thoughtful resignation letter will ensure that you have easily quit the company without seeing any angry faces and continue your journey for better opportunities.

What to include and what to avoid in a resignation letter seems like a herculean task. While doing so there are some basic ethics to follow, which can make the transition more convenient.

Here are some tips to write the resignation letter:

Paragraph 1: Address Yourself

You need to start by mentioning your position and the company. This might seem unnecessary (especially if you are working in a startup company) but you can’t skip this will be recorded as an official document of your resignation. After this, continue with a statement of your resignation.

Moreover, you need to mention the end date also because this will be the first thing your HR is going to ask.

Paragraph 2: Mention the positives

Be thankful for the opportunities the company has provided you to achieve career growth. Appreciating what you have learned either technically or other professional skills is a must while writing the resignation letter. Take some time to count all the positive traits you have experienced. A generous thank you with feedback will enlighten your employer also it will help them to keep running the process smoothly.

It is also important to mention your next step in career growth like where are you heading next? Whether you are planning to take some master’s courses or planning to switch the industry or maybe going to pursue your long-awaited passion. It’s a good idea to inform them. However, if you are going to work for the competitor, you might not want to include this.

Paragraph 3: Willing to assist & guide

In this para, you need to inform that you are willing to make the transition easier. Like you can mention that you are available to guide and train the person who will be hired on your replacement and ensure that he understands all the responsibilities and tasks you were handling.

Paragraph 4: Outline the work

This part is optional in your resignation letter, as this is basically the job of HR. Under this, you need to briefly the work and tasks you’ll hand over while resigning from that position. You must include this section especially when you are performing tasks while collaborating with other departments as well.

Paragraph 5: Mention personal contact details

Again, this is an optional paragraph. However, if you are planning to maintain a long-term connection with the employer, you must share your personal contact details like your email id or contact number.

How to introduces yourself in an interview.

What not to include in a resignation letter

If you have some complaints regarding the workplace or anything related to the company, resignation letters are not at all the right place for this. You simply can’t include complaints or add critiques of the employer on your resignation letter. Try keeping it simple and stick to the relevant information.

When to give the resignation letter

To stay on the safer side and make it easy for the hiring staff, it’s better to send the resignation letter in advance- like send it at least before two weeks unless you have a policy to resign without serving the notice period.  If you are verbally discussing your resignation, make sure you carry along with a printed copy of the letter with you. And if you are on some other location, simply send an email to HR.

Here are some samples of resignation letters:

1. Resignation letter for a Short Notice

Your Name
Your Address
Your City, Zip Code
Your Contact Number
Your Email

Date

Employer’s Name
Title
Organization
Address
City, State Zip Code

Dear Mr./Ms. Last Name,

Kindly accept this letter as notification that I am resigning from the position of Software Tester effective tomorrow (November 27). I apologize for informing you at such short notice. However, I regret the same as the situation is beyond my control and I have to put a resign right away.

Please try to forward my full and final paychecks to my above-mentioned address.

Thank you for the support and I appreciate the co-workers who have supported me throughout my journey with the company.

Sincerely,

Your signature

Your Typed Name

2. Resignation letter for Career change or higher studies

Your Name
Your Address
Your City, Zip Code
Your Contact Number
Your Email

Date

Employer’s Name
Title
Organization
Address
City, State Zip Code

Dear Mr./Ms. Last Name

Please accept this letter as formal resignation from XYZ company as a Business Analyst. My last working day in the company will be 26 December. I have planned to pursue my masters from the ‘University of Finance and Economics’.

I really appreciate and thank you for the opportunities you have offered me as an employee at XYZ company. I have learned a lot about business and financing while working with professionals here.

Do let me know if you require any assistance from my side for the transition while you hire and train the person on my replacement. Once again, thank you for the excellent experience in the company. I have sincerely loved working here and I hope to keep in connection with you, my personal email will be- abc@gmail.com.

Sincerely,

Your signature

Your typed name

3. Resignation letter due to Health reasons

Your Name
Your Address
Your City, Zip Code
Your Contact Number
Your Email

Date

Employer’s Name
Title
Organization
Address
City, State Zip Code

Dear Mr./Ms. Last Name

It really saddens me to write this resignation letter. Effective the end of this month, I will not be able to work as a Science teacher at XYZ school. I regret to inform you that as per a recent medical checkup report, I have been diagnosed with Fibromyalgia, which involves chronic pain. Due to this severe condition, I am not sure that I will be able to continue even after the recovery.

I have enjoyed working here at XYZ school and I really acquired great teaching skills here. Although I am not working anymore with the school. I hope to remain in contact with the school and I am ready if you need any assistance from my side. I would thank you for all the opportunities I received at XYZ school and I wish the very best to all of them.

Sincerely,

Your signature

Your typed name