A Comprehensive Guide for Writing a Good Resignation Letter: Do and don'ts, tips and more

 Have you decided to resign from your job? This means that you have to write a formal resignation letter to announce your decision to depart. But there are different points that you should keep in mind while writing a formal resignation letter. There are other considerations too when it comes to announcing your resignation. What is a letter of resignation? What is the procedure for announcing your resignation? How to frame a resignation letter? This article will answer these pertinent questions and more.

 

Understanding the importance of how to write a resignation letter

 

To understand how to write a resignation letter, it's essential to identify why it is crucial to compose an appropriate formal letter of resignation. Here's why you should compose a good resignation letter:

 

●     The decision to resign from your job is an important choice on your end. It communicates that you have chosen to leave your job. Therefore, this important piece of information must be conveyed in writing to your employer.

 

●     This decision to resign is made official through a resignation letter. This is to avoid any issues, doubts, confusion, accusations, and arguments about this decision.

 

●     A resignation letter is your way of showing respect and professionalism towards the organization and your employer. A resignation letter is a formal and respectful means of conveying the potentially disappointing news of your departure from the organization.

 

●     A resignation letter is a gentle way of conveying why you've decided to resign from your job role and your reasons for deciding to do so.

 

●     There is no point in departing from your job on a bad note. It's important to maintain formal relationships with your employers because you never know when you might need a favor or letters of recommendation from your previous employers.

 

●     It is a great opportunity for you to show your gratitude to your employer for hiring you. It does not matter whether this opportunity turned out to be a bad experience or a good experience. Your job equipped you with experience, so it's necessary to convey your gratitude to your employer for this experience.

 

 

What to do before submitting a resignation letter?

 

It is best to communicate verbally before submitting the letter or sending the email of resignation. This gesture reveals your professional and well-mannered side. It also expresses your desire to end things on good terms, professionally. This is because a resignation letter is usually addressed to your immediate manager or an individual in a position of authority such as the department supervisor. So, it is someone that you potentially communicate with regularly.

 

The decision to leave an organization is not a positive piece of information for the organization. So, it's not a great idea to just drop an email or submit a letter announcing your voluntary termination.

 

It's also important that you keep in mind that in some organizations, a formal letter of resignation (hard copy or email) isn't mandatory. A verbal declaration of your desire to resign is enough. So, make sure you're thorough about the resignation protocol of your organization. The next section discusses this.

 

Remember to follow resignation protocol

 

Once you've verbally conveyed your decision to depart from the organization to your employer, it's time to thoroughly read the resignation protocol of your organization. Do this before you start composing your voluntary termination letter.

 

Before you begin perusing through the resignation protocol of your organization, consider reading through the different types of employment contracts that exist. The resignation protocol is usually stated in your employment contract. In case you don't have the contract, request a copy of the same from your manager. You may also contact the human resources department or the department supervisor for the contract.

 

While you request your employment contract, it's a good idea to convey the news of your departure to them. A verbal notice before a written statement is always a good idea. It also allows your employer to start looking for potential recruits for your position.

 

Check the notice period under the resignation protocol

 

The resignation protocol stated in your employment contract will have a notice period that you have to serve after submitting your resignation letter. Keeping in mind the reason that you're resigning, make sure you submit your resignation letter at a time that suits your future plans.

 

For example, if you're resigning to join a different organization and your joining day is 2 months away, check the notice period of your organization. Different organizations have different notice period durations. If you see that you're entitled to a 30-day notice period, and you wish to have some free time before your next job, consider submitting your resignation letter within a week or so.

 

Important points that you should mention in your resignation letter for a graceful departure

 

Here are the points that you should consider including your resignation letter to depart on good terms:

 

●    Your intention of departing from the organization

 

After you've spoken to your manager about the fact that you want to resign, in your resignation letter, it's important to mention that you have decided to resign. It's also important to state that your resignation is in accordance with the resignation protocol. Your letter of resignation should begin with this message.

 

This is an example of how the first sentence of your letter should be like:

 

"Kindly consider this letter as a 2 weeks' notice for my resignation from [name of your present company]."

 

●    Mention your last working day as an employee of the organization

 

After stating your intention to resign, the next sentence should mention your last working day in the organization, as per the notice period.

 

"I will continue working as [your designation at work] at [name of the company] till [date/ month/ year]."

 

●    Mention the reason(s) to resign

 

A good letter of resignation also briefly states the reason you've decided to depart from the organization. You don't have to provide a lengthy explanation, but a few brief sentences are a good addition.

 

●    Offer to provide assistance with the transition process

 

When you resign from your job role, the organization will hire someone else in your place. So, if it's feasible for you, it is a good idea to offer to help out with this process of finding a replacement for you. You can mention that you are willing to help train the recruit.

 

"I am ready to offer my support to the new recruitment training and transition process till [last day of work]."

 

●    Express your gratitude for this opportunity

 

One of the best ways to convey that you want to resign on good terms is by mentioning how grateful you are to your employer for hiring you. You can convey your gratitude for your job experience and how it helped you grow and learn.

 

"I am obliged that I could deliver my services to [organization name]. It was a learning experience and my skills as an employee in [organization name] have enhanced."

 

●    Keep it precise

 

You don't have to write a lengthy resignation letter. Cover the aforementioned key pieces of information. Use brief sentences. Use a formal yet positive tone throughout the letter. End the letter by wishing the best to the organization.

 

What you don't need to mention in your resignation letter

 

As important as it is to include the aforementioned pointers, it is equally important to avoid including any of the following points in your resignation letter:

 

●    Don't get into the details of why you decided to resign

 

It's important to briefly mention why you've decided to resign. But, it's inappropriate to get into the nitty-gritty details of why you're leaving such as mentioning that the work environment was hostile or it was too hectic for you, and so on.

 

●    Avoid mentioning too much about what you're going to do next

 

It's courteous to mention what you'll do after resigning. But keep it brief. If you're joining a new job, you don't have to mention your job roles, salary, promotion opportunities, employee benefits, and so on. It's unnecessary and inappropriate.

 

●    This is not the time to bad mouth about your boss

 

A formal resignation letter is no place to mention unpleasant aspects of your job and your supervisors. It's unprofessional and conveys that you do not want to end things on good terms.

 

●    Avoid spelling errors and grammatical mistakes

 

Proofread your resignation letter a few times to ensure that it's free of grammatical errors and spelling mistakes. It's an official document and these mistakes are not acceptable in such documents.

 

●    Don't sound overly emotional in the letter

 

It's a formal letter. So, it's inappropriate and unprofessional to sound too emotional or sentimental. It's good to convey your gratitude but it's best not to overdo it. Also, avoid sentences that convey anger or aggression in any way.

 

Remember these points to have a smooth resignation experience. A well-written letter of resignation conveys your professionalism as a model employee.

 

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