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Whether you are leaving on your own accord or being forced to resign, knowing how to write an effective resignation letter is important. A well-written resignation letter is a great way to show your employers that you appreciate the opportunity they’ve given you. It also indicates that you reflect positively on both them and their company. On the other hand, a poorly written and ungracious letter can do real damage to your professional reputation and your ability to find new employment. To help you write a great resignation letter we’ve shared some tips and examples.
Include an acknowledgment letter
An acknowledgment of the letter is the first thing that you need to include in your resignation letter. It is a simple but very appreciable gesture. You can thank the employer for all the benefits they have given to you during the time you were working for them. The acknowledgment should include information about how long you've been with the company, your job title, why you're resigning, any outstanding tasks, and when your last day will be.
Write down your reasons for leaving
If you've given your two weeks' notice, there's no reason to be shy about spelling out your reasons for leaving. If you're moving on to something else, let the company know what you're looking forward to and how it will benefit you. If the company and your boss, in particular, have been good to you, let them know that as well — they might be more inclined to come up with a great recommendation if you need one. On the other hand, if things haven't worked out as hoped or if they've been dragging their feet on something important, consider giving them a little nudge by letting them know what's not working for you. They might be able to make things right before you walk out the door.
If there are any issues at work that are bothering you, be sure to mention them in your letter. The most common complaint is that people don't feel appreciated by their managers or by their co-workers. This can lead to feelings of under-appreciation and even resentment. If this is happening at your workplace, make sure the higher-ups know that this is an issue.
Match the tone of the letter to the reason for resignation
If you make a mistake in a resignation letter, it will probably be in the tone of the letter. You want to strike a balance between being professional and being personal. On one hand, you don't want your boss to read your resignation letter and feel blindsided or betrayed. On the other hand, you want your boss to remember you fondly after you leave.
The best way to strike that balance is to write a resignation letter that sounds like you're saying goodbye to a friend. Use phrases like "I have truly enjoyed my time here" and "It has been my privilege to work with you." Make sure not to burn any bridges in your resignation letter, because people who leave a company on bad terms rarely get another job offer from their previous employer.
If you do not want to be rude, then avoid these phrases such as "I have to inform you" or "It is my duty" and start the letter with something more cordial and polite, such as:
Dear (name of the person),
I am writing this letter to inform you that I am resigning from my current position as (position) at (company name).
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Sample of an effective resignation letter
You should avoid using slang in your letter, and you can even ask someone else to proofread it for you.
This sample resignation letter will help you get started with creating yours:
Dear Mr./Ms. Jane Doe,
I am writing to inform you of my resignation from the position of _________ at ___________ (insert location). I am leaving this position because ________ (provide the reason why you are leaving).
(Insert positive statement/acknowledgment of how your work has benefited the company.)
I have appreciated working for this organization, and wish all success to its future endeavors. I would be more than willing to assist with the transition of my responsibilities if necessary before I leave my position on _________ (insert date of your last day of work).
If there are any questions or concerns regarding my departure, please contact me at ____________ (insert phone number
Yours sincerely,
(Insert your name).
Conclusion
A resignation letter is of immense value, so you need to be very careful about drafting it. The sample resignation letter provided above can help you do so. However, there are many other guidelines that will help you write an even better resignation letter than this one. You can access these guidelines by making use of the free guide on how to write an effective resignation letter.