How Should One Write a Letter of Resignation?

How to Write a Resignation Letter

So you’re quitting your job. Many of us entertain fantasies in which we confront everyone who has wronged us with some choice words as we leave the building. It goes without saying that you shouldn’t do that because the world is relatively small, and it’s possible that you’ll run into one of these coworkers at some event.

The only acceptable way to end a relationship is in a manner that is dignified and respectful. In order to accomplish this, you will need to compose a letter of resignation that formally begins the process.

Some people recommend making it a habit to hand in a resignation letter whenever you leave a job, regardless of the nature of the position. Even if you are only working a part-time job, it is polite to express gratitude to your supervisors and coworkers and inform them of your intention to resign and the date you plan to do so.

How can you ensure that your resignation letter is outstanding and cements your status as a seasoned professional? Here are the steps: Before we get to that, let’s clear the decks and take care of some business.

Email versus hard copy

You might believe that since we live in the digital age, there is no reason not to send an email. You could use email rather than sending a physical letter if you wanted to do things the old-fashioned way. However, the best and most proper way to resign from a job is to type out a resignation letter and print out a hard copy. In addition, you can bring it with you when you speak with your boss and inform her that you will be leaving your position.
During this time of transition, your company may find that the paper trail simplifies things. Therefore, we advise you to keep your emails for the purpose of job inquiries and to write your resignation letter on paper.
Now that we have that out of the way let’s discuss some things that should and should not be included in your resignation letter.

The Constituents of an Effective Letter of Resignation

The following is a list of some of the components that must be present in your letter in order for it to be taken seriously:

A Greeting

Even if your letter is delivered to HR, it should still have your boss’s name on the envelope. You don’t have to be overly formal and address them as Dear Mr Smith if you interact with them on a daily basis because you already know them. It is appropriate to address your letter to “Dear Sam” to get things started. Avoid using either the oddly formal To whom it may concern greeting or the extremely informal Hey Sam greeting at all costs.

Your Main Objective

The statement of your purpose should come first in the letter. You need to be straightforward, specific, and transparent about what it is that you are doing rather than making vague statements about it. You are going to go, aren’t you? This is not a letter that will assist in bringing you a counteroffer in the future. Your letter should make it abundantly clear that you have chosen to resign from your position. Begin the body of the letter with a sentence that eliminates all room for confusion regarding your choice:

I have decided to step down from my role as Assistant Baker.
You should make an effort not to write more than is required and avoid writing statements such as “I will not be coming in after January 15.”

In the letter, it is not required of you to state where you are currently located. You are free to discuss that matter with your fellow employees or supervisor if you choose. However, this information should not be included in a resignation letter, particularly if you will be moving on to work for a rival company.

Your Final Day in the Workplace

You also need to mention the date that will be your last work day at the company. Depending on the procedures at your place of employment, the bare minimum amount of notice you must hand in is either two months or two weeks. You don’t want there to be any misunderstandings regarding this, do you? Therefore, if your last date will be January 30, and you are required to give a notice period of two weeks, then you should mention that date in the letter that you wrote two weeks earlier.

If you include the date in the letter, it will be easier for your boss to begin the transition period of hiring new employees, conducting training, and generally getting ready for the change.

You are responsible for making this point crystal clear, using language that is free of ambiguity and straightforward.
As of the 30th of January, I will resign from my Assistant Baker position.
It is unnecessary to include superfluous lines such as Please find attached the required notice that I am required to provide by company policy.

Maintain a Manner That Is Both Professional And Graceful

In spite of the fact that you may have had a negative encounter at work and may not have the warmest feelings toward your supervisor or other employees, your resignation letter is not the place to discuss these things. A straightforward expression of gratitude to your coworkers and boss will help maintain a gracious atmosphere.

This is the case even if you had a wonderful experience and want to talk about how your time spent working for the company altered the course of your life. Stay away from that area. Maintain a level of professionalism while writing your letter. You can compliment the company by saying something like, “Thank you so much for the opportunity to work with and grow as part of the kitchen at ABC Bakery.” This is acceptable.

You will have the opportunity to air your grievances before you leave, but including them in your resignation letter will accomplish nothing positive for you.

Your Plans for Transition

A well-written and professional resignation letter will always include an explanation to reassure the employer that you will not be abandoning them in the lurch in any way. Make it abundantly clear that you are available to lend a hand during the period of transition. It is inappropriate to make statements such as “I will be available to train a replacement.” That is not specific enough. To avoid confusion:

While I am winding down my time here, I would appreciate it if we could collaborate on any necessary transition tasks over the course of the next two weeks.

Don’t say anything vague. And under no circumstances should you claim that you will be too preoccupied to assist the company in its transition. That is extremely unprofessional, and if you ever find yourself in a position requiring a letter of recommendation from your current employer, it could come back to haunt you.

Finally, you should sign off your letter with a straightforward and businesslike closing, such as “Sincerely” or “Best Regards.” There is no requirement to overdo things by signing off with overly emotional or formal farewells.
You are about to embark on a new journey, and here is a sample resignation letter that you can use as a springboard into the next phase of your life.

Dear John,

I am writing to ask that you take this letter as formal notice of my resignation from the position of Assistant Baker. The 30th of January will be my final working here at the office.

Working here has been a wonderful opportunity, and leaving in order to pursue another opportunity was a decision that was not made lightly. Since I’ve been working here for the past five years, I want to express my gratitude for the leadership and guidance you’ve provided me in both of those capacities. I have gained a lot of knowledge working here, and I am confident that the company will continue to expand and thrive in the future.

During the two months I will be here, and I would like to assist you with any training or transitional responsibilities that may be necessary as I wind up my time here.

Once again, I’d like to express my gratitude for the chance to be a part of this team.



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