Resignation Letter: When an employee is quitting his/her job, it’s proper protocol to provide his/her employer with a formal resignation letter for the employee’s file. A letter is a way to formally announce an employee’s resignation, even if an employee has already discussed his/her resignation with an employee’s boss or Human Resources.
Writing a letter is also a behavior that can help an employee maintain a positive relationship with their employer, which is essential if an employee hopes to use them as a reference and keep them as a networking contact. Read on to find more about resignation letter to hr/manager, resignation letter for teacher/school/software engineer.
Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.
Tips for Writing Resignation Letter Templates
- Official Notice: It’s best to give the boss or the manager two weeks’ notice if an employee is resigning. If possible, write the letter at least two weeks before resigning from the job. The most important information to include in a resignation letter is the date an employee is planning to leave the company. This helps facilitate the transition for the employer, as well as for the employee as well. Declare this date first in the letter.
- Be Thankful: An employee should also let the employer know he/she appreciates their time with the company. If an employee were not particularly happy at the company, or if the employee’s relationship with the employee’s supervisor or colleagues was contentious, an employee can keep this expression of thanks brief. It’s enough to simply say, “I’ve enjoyed my time at ABC company.” or “My two years at ABC company have been a pleasure.”
- Offer Assistance: If possible, offer the employer support as they look for a replacement. This relief could come in the form of recruiting or training a new employee. An employee can also contribute to prepare transitional documents or bestow employee’s personal emails for questions after you’ve left the company. It’s up to an employee how generous he/she wants to be.
- Ask Queries: If an employee has any questions, including where to leave work supplies or questions about employee’s benefits, they might include these in the letter as well.
- Don’t complain: A resignation letter is not the time to share disappointments about co-workers, managers, or the company. Keep in mind that an employee may someday need a recommendation from people who will see this letter, so it is best to be kind.
- Keep the letter short and precise: A resignation letter should be simple, brief, focused, and to the point. There is no need to elaborate on the employee’s reasons for leaving. Keep the letter professional rather than delving into the personal.
- Write the letter in the business format: Make sure to follow proper business letter format in the employee’s letter. Include a header with the employer’s name and address, the date, and employee’s name and address.
- Review Before Sending It: The employee should also thoroughly proofread the letter before sending it. Again, an employee may need to ask for a reference from an employee’s employer, and an employee wants all employee’s work to be polished.
Best Resignation Letter Format
Employee’s Name
Employee’s Address
Employee’s City, State Zip Code
Employee’s Phone Number
Employee’s Email
Date: XX-XX-XXXX
Name of Manager
Title or Position
Organization Name
Address
City, State Zip Code
Dear Mr./Ms. Last Name
I would like to inform you that I am resigning from my position as (Designation Name) for the (Company name), effective (Date/Month/Year).
Thank you very much for the opportunities for professional and personal development that you have provided me during the last (Number of years). I have enjoyed working for the agency and appreciate the support provided me during my tenure with the company.
If I can be of any help during this transition, please let me know.
Sincerely,
Employee’s Signature (hard copy letter)
Employee’s Typed Name
Note: An employee should send a resignation letter to his/her manager, as well as Human Resources so that they have the letter on record.
Employment Resignation Letter Sample
Use the sample professional resignation letter below as a template to write your own letter, but just be sure to rewrite the letter to fit the employee’s particular professional situation.
Priyanka Mehta
BTM 2nd stage
Bangalore – 29, Karnataka
74xxxxxx33
Date: February 5, 2020
Suresh Sharma
The General Manager
Oasis Pvt.Ltd.
Sarjapur Road
Bangalore – 56, Karnataka
Dear Mr.Sharma,
I would like to inform you that I am resigning from my position as Account Executive for the Oasis, effective April 1st, 2020.
I feel grateful to get the opportunities for professional and personal development that you have provided me during the last four years. I have enjoyed working for the company and appreciate the help provided me during my tenure with the company.
If I can be of any help during this transition, please feel free to reach me anytime. It would be a pleasure for me to provide my assistance to you.
Sincerely,
Priyanka Mehta
Short Resignation Letter
Date: February 5, 2020
Subject: Resignation Letter
Dear Mr.Sharma,
I would like to inform you that I am resigning from my position as Account Executive for the Oasis, effective March 1st, 2020.
Thank you for making me a part of this company and for giving me the best experiences.
If I can be of any help during this transition, please feel free to reach me anytime.
Sincerely,
Priyanka Mehta
Email: [email protected]
Ph.No.: 74xxxxxx33
Sample Professional Resignation Letter Emails
Here’s an example of a resignation email. Be sure to use a clear subject line.
Subject: Resignation Letter – Priyanka Mehta
Dear Mr. Sharma,
I’m writing to inform you that I am resigning from my position as an Accountant Executive for Oasis Company, effective March 1.
I am glad to get an opportunity to learn from you and the team. Thank you for all the support, mentorship, and guidance over the past five years.
It would be a pleasure for me if I can be of any assistance during the transition. Kindly let me know for the same.
Best regards,
Priyank Mehta
74xxxxxx33
Important Points to Write Resignation Emails
The content of the employee’s message will be the same, but there are a few things to remember, to be professional and keep from burning bridges with employees soon-to-be former employer.
- Talk to the manager or HR, if possible. Generally speaking, it’s not a good idea to resign via email. While email can be an acceptable replacement for a hard-copy letter, it’s not the equivalent of a face-to-face discussion with the boss. A few exceptions: if an employee works remotely on a full-time basis or feels unsafe quitting in person, email may be the employee’s best option.
- Include all necessary information. That means providing a clear subject line (e.g., Resignation – employee’s Name) and employee’s effective resignation date, contact information, and offer to help with the transition, if possible. an employee should also tell the company where to send employee’s final paycheck if an employee doesn’t have direct deposit, as well as ask any questions an employee might have about benefits and paid time off.
- Proofread and test the employee’s messages. The last thing an employee wants is to send an employee’s resignation email only to discover that it was filled with typos or formatting issues that an employee would have caught during a simple test. Send the message to yourself first, and consider having an eagle-eyed friend review it for errors before an employee sends it on to the employee’s boss.
FAQ’s On Resignation Letter
Question 1.
How to write a good resignation letter?
Answer:
Solution: Things to be included in the resignation letter:
- Date of writing the letter
- Details of the employee(name, designation, email, address, phone number)
- Name and address of concern person
- Declaration of resignation
- Reason for leaving
- Thank you
- Name and Signature
Question 2.
What is a Resignation Letter?
Answer:
When an employee wants to leave the company or organization where he/she is presently working in, they have to provide an official letter mentioning the reason and date of leaving the company. This letter is called a resignation letter.
Question 3.
Why one should write a resignation letter mail?
Answer:
A resignation letter is an effective way to send the same document to numerous departments keeping all related parties well-informed of your departure.