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Resignation Letter Formats and Examples

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Chioma Oparah
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This article contains information on the updated Resignation Letter Formats and Its Examples.

Resignation Letter Formats and Examples

A resignation letter is an official document that records the end of your employment with an organization that should come after you’ve indicated your decision to leave in person or via email. In this article, we cover what you need to know about resignation letters and how to write one, plus templates that you can make your own depending on your unique situation.

Before writing your letter, you should consult with your direct supervisor or HR manager to follow any processes your company has in place regarding resignations. For example, they might ask you to provide specific information or send your letter to certain people at the company. It’s also a matter of professional courtesy to submit a resignation letter so your company’s HR department has a record of it .

However, writing a resignation letter is not much of a difficult process if you follow a few key steps. So also is the format, though the format depends on the type of resignation letter.

Standard resignation letter format

Typically a standard resignation letter includes the following information:

  • Date
  • Your Address
  • Addressee details
  • Reason for leaving
  • Date of last day of work
  • Statement of gratitude
  • Next steps and other critical information
  • Closing & Signature

Introduction And Notice Of Resignation.

This depends on the method of submission. If you are submitting a hard copy of your letter, use a standard business letter format with the date and your contact information at the top of the page. If you’re sending through email, this information isn’t necessary.

Introduce your letter with a formal salutation.

Create a resignation letter that is detailed enough to identify the reason as to why you will be leaving the company. Next, state clearly that you are writing to submit your formal resignation from your position with the company and include the date of your last day of work. While it is standard to provide two weeks’ notice, your company might have specific instruction around what your last date of work should be. After getting this information, list the date and weekday of your final day at the company.

A Statement Of Gratitude.

It is always a good career decision to keep your professional relationships positive. Writing one or two sentences explaining what you are thankful for about your time at the company will help promote a peaceful transition. It would be a good opportunity to recognize and thank certain members who have helped you through your journey at the company.

  • Example 1: I would like to thank Mr X, Miss You and etc, for their encouragement and help throughout my employment at  ABC enterprise. That has really helped to shape my career thus far.”
  • Example 2: I am grateful to have had the opportunity to learn from the best and grow as a Marketer. I will always cherish the experiences I had working with you and the team.

Next Steps And Conclusion

Here, list any key information the recipient should be aware of regarding your transition. These details can be worked out with your manager ahead of time. However, if you’re not sure what your transition responsibilities should be, you can make it open ended by simply adding that you are happy to do whatever you can to make the transition as smooth as possible. Most times this kind of gesture is generally appreciated.

Then, close with a departing statement such as “Sincerely,” or “Thank you,” allowed by your name and signature as the case may be.

Example:

Inorder to make this transition as smooth and Convenient as possible, I intend to wrap up my final Marketing project by December  14th and delegate all other responsibilities to the appropriate team members with your approval. I wish you, the team and company all the best.

Thank you for everything,

Oparah Chioma. A

RESIGNATION LETTER TIPS

There are several tips you can use to make your resignation letter as effective as possible:

1. Keep It Positive

There are different types of resignation letter which is based on the reason for resignation. Regardless of the reasons you’re resigning, the tone of your letter should be positive. The aim is to part on good terms and maintain your professional network. Thus, do not use your resignation letter to vent frustration.

Don’t add any negative context that has reflected on the reason for you leaving. This may affect the relationship between you and the employer for the rest of your time with that company.

 Include language that encourages your manager to continue a professional relationship after you leave the company.

For example, “I’d greatly appreciate the opportunity to stay in touch to continue learning from you and to share any industry insights I have gained that you might find useful. In the future, please feel free to reach me at your personal email address.”

The above example is a typical example of positivity.

2. Deliver your letter in person

If possible, you may want to deliver your resignation letter in person to your manager. Of course, this is highly advisable. If you resign with a hard copy, be sure to include the date at the top of the letter. You may also send an email. Use a subject line that’s clear and direct.

3. Make It Brief

If you are leaving your company for sensitive reasons and prefer not to provide much details, simple include your statement of resignation, last day at the company and a statement like “I wish the company success in its future endeavors.”

Do not make it lengthy. The recipient doesn’t want to have to take a lot of time reading the letter because it’s merely for contract and policy reasons.

Follow your manager’s instructions for next steps. After you submit a formal resignation, your manager might ask you to put together a transition plan, finish up certain projects, write a goodbye note to your colleagues or vacate immediately. It all depends on the company’s policy.

RESIGNATION LETTER FORMAT

[Insert your name]

[Insert your Address]

[Insert date]

[Insert Recipient name]

[Insert Title]

[Insert Organisation]

[Insert Organization’s Address]

Dear [Insert manager’s name],

Please accept this letter as notice of my resignation from the position of [Insert job title] at [Insert company].

In respect to the terms of my employment contract, I will continue to work for the company for the next [Insert notice period length], completing my employment on [Insert last day you intend to work].

I have enjoyed being a part of the team and I’m thankful for the opportunities you have given me during my time here. If there are any areas in particular you would like me to focus on during my notice period, please let me know.

I hope that I can rely on you for a positive reference in future.

Yours sincerely,

[Insert your name]

[Insert your signature]

REASONS FOR RESIGNING

While it is not compulsory to give a reason when you  resign,under some circumstances, you may want to let your employer know why you are leaving. However, people resign from work for many reasons and the style of writing a resignation letter is dependent on the reason. Below are examples of resignation letters that provide a reason for quitting a job.

1. Resignation Due To A Better Opportunity

“I am writing to inform you that I have accepted a position at a company that I feel is a better fit for my career. Please accept this note as my formal resignation from KLG company. My last day will be two weeks from today, [insert last day of work].

While I will be moving on to a new position, I am deeply grateful for the opportunities I had to grow and learn during my time here.”

2. Resignation Due To Relocation

“Please accept this as my formal resignation from ABC Company. My last day will be [insert your final day of work], two weeks from today. I will be relocating to Chicago in the coming months to be closer to family. Thank you for the opportunity to learn and grow in the customer care department. I hope to find a new position with equally loving, helpful and kind colleagues as those I worked with. I wish the company success in the future.

Please let me know of the ways I can help make the transition as smooth as possible.”

3. Resignation Due To Family Reasons

“I am writing to inform you that from next month I will be resigning from my role at Company XYZ. Family circumstances require my full attention at  and leaves me unable to continue in this role.

Please let me know if you need any assistance during this transition and how I can help over the next few weeks.”

4. Resignation Due To Returning To School

“Please accept my resignation effective [insert your final day of work]. Next month, I will be enrolling in graduate school and will need to resign from my role. I would like to thank you for all of the great opportunities I have had while working with this team. The learning experiences and skills I have developed while with the team have laid the ideal foundation for this new stage in my life at graduate school.

Please let me know if you need any assistance during this two-week transition. Thank you again for all of the positive experiences over the past [insert time you were at the company], and I look forward to staying in touch.”

All these are more are reasons why people resign from work.

CONCLUSION

The format for writing a resignation letter is straight forward. The simplest way to write a resignation letter is to state that you’re leaving, specify the date, explain the reason of leaving if necessary and to say thank you while bearing in mind the writing tips which includes; people, positivity, brevity, etc.

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