How to Write a Resignation Letter

How to Write a Resignation Letter

If you want to quit your job? It is important to write a formal letter informing your employee of your intention to leave. If you have not the slightest idea on what to do, this is a guide to what a resignation letter is, how to write one, what to include and when to provide this notice to your employer.

What is a Resignation letter?

A resignation letter is a formal document notifying your employer that you are leaving your job. The letter which can’t in form of mail or printed letter formalizes your departure from your current place of employment.

When to Give the Letter to Your Employer

It is polite and professional to give the resignation letter in advance to your employer within a minimum period of two weeks before due date of departure unless in circumstances where you have to leave without notice.

In some cases, people have to leave in short notice due to emergencies, difficult work conditions, family emergencies, health issues or relocation. In this case, include these reasons for this departure in your resignation letter.

In most workplace where people are seen as ‘at-will employee’, only a verbal notice of resignation is usually required. But it is still available to write so as to document the date of termination of employee contract. If you have an employee contract, check the notice of duration you have to provide your employer and follow the instructions on resigning.

If you choose to tell your boss that you are resigning, have an already made resignation letter to share. If you are working remotely, you can send your letter through a mail.

Read about other important work documents and career tips.

• How to Write a Proposal Letter
• How to Write the Perfect CV in 2022
• Documents Required by Employers from Employees in the US
• 15 Factors to Consider When Choosing a Career
• Best Way to Resign from a Job

What to include in your Resignation Letter

When resigning, it is important to do so professionally with a brief letter stating the facts. In your letter, you should include;

• Your intent to resign
• Your last day of employment
• An offer to assist with the transition or serve as a reference
• Questions you may have
• Your contact information
• Your signature

You can also choose to thank your employer for the opportunity to work and what you have learnt throughout your stay, wishing them well.

What Not to Include in Your Resignation Letter

• The real reason you are moving if it is negative
• Do not mention if you will be paid higher in your next place of employment
• Do not complain or criticize the management
• Do not discuss how great your new job is or how excited you are at leaving
• Keep it simple, stick to fact, and do not burn bridges

How to write a Resignation Letter

Here is how to write a resignation letter with information on what to include in each section of the letter.

• Contact Information (Email and letter)
• Greeting
• Paragraph 1: Inform them that you are resigning and state the date for which it is due so it will be included in your personnel file.
• Paragraph 2: You can state the reason you are leaving if it’s a positive one, but this is completely optional.
• Paragraph 3: if you offer to help with the transition in training a new recruit, you can include it (optional).
• Paragraph 4: State your appreciation for the opportunity, share details of what you have learnt.
• Closing: Use a formal sign off such as ‘Yours sincerely’ or ‘Sincerely’
• Signature (Written letter): Sign followed by your name.
• Signature (Email): Include your typed name followed by your contact information.

Format for a Resignation Letter

Resignation letters should be simple, short and straight to the point with, business format, legible letters and traditional font.

• Length of the letter: Not more than one third page.
• Font and Size: Use traditional font such as Arial or Calibri and your font size should be between 10 and 12.
• Format: It should be single spaced with paragraphs, one-inch margins and aligned to the left.

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