How to write a Resignation Letter

How to Write a Resignation Letter

Writing a resignation letter is made easy if you know its format and get some tips as well.

Resignation Letter Writing Tips

• Resignation Letter Draft – Draft of Resignation Letter is conventional practice even amongst other kinds of letters. The draft letter is a practice for preparing the actual letter of resignation. It is provides a time gap with which the sender can actually decide or abandon the thought of resignation. Apart from the formal language the basic point to outline is that you are leaving the job but not the employers. So use a positive language throughout the letter and leave a good impression even when you are leaving a firm, an employee less. Also don’t forget to thanks and offer assistance to your superiors. After doing all this you can go through the letter and figure out what to include and what to exclude.

• Resignation Letter is the Second Step – It is much better that you announce your resignation in person before you actually file a formal resignation letter. It is a gentleman’s way of approaching a scenario. It also shows your sincerity and humbleness which are essentials of any person’s character. It counters any feeling of deceit by your employer. If you are in a senior position, you can consult your colleagues or immediate superior, so that the word reaches the authority in an indirect manner. This prevents any offending surprise and immediate angst. Then you can follow up with a formal resignation letter. You can also send a resignation through email, but maintain the same courtesy as you would do in resignation letter on paper.

• Inform in Advance – It is irresponsible to quit the job as and when it pleases. It is irritating and shocking for the management. It is also harmful for your repute and future employment. A minimum duration of time is obligatory and customary whilst announcing your resignation. Conventionally, a two weeks’ notice is to be provided to the company to announce your decision to resign. Some firms may not have such policies, they may require more period of time. In such a case, consult you employee handbook or contract to find the minimum period of time. It is only during emergencies that you can opt for immediate resignation; otherwise you may risk certain penalties depending upon the policies of the firms you are working for.

• Brief and Focussed - When you are writing a resignation letter, remind yourself of keeping it simple, brief, and focused. The basics of such a letter require that you state the post from which you are resigning from and the date from which the resignation will come into effect. Show a gesture of gratitude towards your employer. Praise him for the opportunities and advices he provided you during your employment. Show your goodwill and your experiences in brief. Don’ start storytelling, it is a resigning letter not a biography.

• Always be Polite – A standard resignation letter or in fact any formal letter, has to be polite at all times. The reason for this is mostly your own welfare and not the praise of others. The corporate world can be very shrewd and unforgiving. Most of the corporate know each other so when it is time to resign, bear this in your mind. Also remember that the employing company maintains an employment file of individual which serves as the employment history of the respective. Your goal is to leave the company on good terms and with a clean chit. If you have had a bad experience, problem of low wages, incompatibility with seniors, colleagues, juniors or the company itself, don’t show it in your letter. Choose your words carefully and never use abusive, slang or offending language. All harshness will go into your records and will be shared with potential future employers. So maintain a professional attitude and use politeness as tool which will play its role by default, when the time comes.

• Don’t Use Negative Comments – Positivity is very essential in life, same applies to the letter of resign. Resignation letter wording is to be positive. Never leave a nasty, jeering or sarcastic comment; it only helps in a counter negative sentiment which can be harmful for your future. If you're resigning because of any inferior aspect of the company you don’t need to be negative as you don’t know what the future holds for you. Comments like ‘I am better off in another place’, ‘I am done with you’, ‘I get a better pay scale here’ etc. have a negativity to it. You can mention the same in a positive tone ‘I am relocating to new shores’, ‘I never meant to end this association’, ‘Change is essential’ etc. Even if you are resigning on account of fraud, abuse or any other reason, you need to be careful with your words. Show your anger and assert yourself but diplomatically.

• Providing reason to Quit, not Necessary – There is no obligation for employees to give reasons for quitting the job. A simple mention of resignation with all the above basic formalities is enough. Even if you do want to, don’t provide details so that they cannot hamper your aspirations just because you are leaving their office. Reasons like changing career path and relocation are optional too but better provide them to satisfy the curiosity of the employer.

• Proofread you Letter – Even the best amongst us can make mistakes. So do check your grammar, spellings, sentence formation and structure. Check the accuracy, clarity and a sense of completeness of your paragraphs. Keep your tone consistent and use professional fonts like Times New Roman or Arial and maintain the same.

Resignation Letter Format