Resignation Letter With Vacation Time: How To Draft It Right!

Use our sample letter, Resignation Letter With Vacation Time, as a template for your letter.

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Resigning from a job can be an intricate task. When you add unutilized vacation days into the equation, it gets even trickier. Here, we’ll guide you on how to craft a resignation letter with vacation time and answer some of the burning questions about “resignation letter with annual leave balance” and “how to ask for vacation pay when resigning.”

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1. Start with the Basics

As with any resignation letter, begin with your name, address, and the date, followed by your employer’s name, company name, and address.

[Your Name]
[Your Address]

[City, ZIP Code]

[Employer’s Name]
[Company Name]
[Company Address]
[City, ZIP Code]

2. Open with Your Intent to Resign

Clearly state your intent to resign. Be concise, and specify your last working day considering the notice period.

“I am writing to formally announce my resignation from [Company Name], effective [last working day].”

3. Mention Vacation Time

This is where the topic of “resignation letter with vacation time” gets pivotal. Clearly state the number of vacation days or annual leave days you have left.

“As of my last calculation, I have [X] days of unused vacation time.”

Table: Key Phrases to Include

When Referring to…Phrases to Use
Annual Leave Days“resignation letter with annual leave balance”
Vacation Days Left“resigning with vacation days left”
Asking for Pay“how to ask for vacation pay when resigning”

4. Propose How You’d Like to Use Them

There are various ways employees choose to utilize their leave days:

  • Resignation Letter Using Vacation Days: Some might want to consume these days before their effective resignation date.

Example: “I would like to utilize my remaining vacation days starting from [start date], making my last working day [end date].”

  • Resignation Letter with Annual Leave as Notice: Others might use it as a part of their notice period.

Example: “I propose to use my annual leave days as part of my notice period.”

  • Resigning While on Vacation: There are rare instances where an employee might be on vacation and decide not to return.

Example: “I am currently on my annual leave, and after much reflection, I’ve decided to resign during this time.”

5. Request for Vacation Pay

If you’re not planning to use the vacation days but instead wish to receive them as payment, then mention this. This is “how to ask for vacation pay when resigning.”

“Considering the unused annual leave, I’d like to request the payment for these days as part of my final settlement.”

List: Questions to Consider

  • Have you checked your employment contract regarding leave settlements?
  • Are there any company policies about resigning with vacation days left?
  • How important is it for you to consume the days versus getting a payout?

6. Continue with Gratitude

Always express gratitude for the opportunity to work with the company. It leaves a positive impression and maintains a healthy relationship.

“I am grateful for the opportunities and experiences provided to me during my tenure at [Company Name].”

7. Close the Letter

Finish with a courteous closing, followed by your name.

Kind regards,

[Your Name]

In Conclusion

Writing a “resignation letter with vacation time” might seem complex, but with the right structure and clarity, it becomes straightforward. Remember to be transparent about your intentions and always refer back to your employment contract or HR department to ensure all grounds are covered.

By following the steps above, you’ll craft a letter that’s respectful, clear, and ensures you’re rightfully compensated for the time you’ve earned. Whether you’re “resigning while on vacation” or “resigning with vacation days left”, your professionalism will remain intact.

Sample Resignation Letter with Vacation Time

[Your Name]
[Your Address]
[City, ZIP Code]
[Email Address]
[Phone Number]

[Employer’s Name]
[Company Name]
[Company Address]
[City, ZIP Code]

Dear [Employer’s Name],

I am writing to formally announce my resignation from [Your Position] at [Company Name], effective [last working day, e.g., “October 31, 2023”].

During my time at [Company Name], I have accumulated [Number, e.g., “10”] days of unused vacation time. I propose to [choose one: “utilize these days before my effective resignation date, making my last actual working day [specific date]” / “receive these as part of my final settlement in accordance with our company’s policy on unused vacation days”].

I would like to take this opportunity to thank you and the entire team at [Company Name] for the opportunities, mentorship, and experiences provided to me. I have grown both professionally and personally, and the lessons I have learned here will undoubtedly benefit me in my future endeavors.

Please let me know the next steps in terms of handing over my responsibilities, returning company property, and any other procedural requirements.

Thank you once again for your guidance and support. I hope to stay in touch and wish [Company Name] all the success in the future.

Kind regards,

[Your Signature (if submitting a printed copy)]

[Your Name]

Frequently Asked Questions (FAQs)

Q: What is a resignation letter with vacation time?

Answer: A resignation letter with vacation time refers to a formal letter submitted by an employee to their employer to announce their resignation from a job or position, while also requesting to use any accrued or remaining vacation time before their departure. 

This type of letter allows the employee to express their intention to leave the company and outlines the desired duration of the vacation period they wish to take before their official last day of employment.

Q: Why would someone include vacation time in their resignation letter?

Answer: Including vacation time in a resignation letter serves several purposes. Firstly, it allows the employee to notify their employer of their intended departure date and the period during which they plan to utilize their accumulated vacation days. 

By doing so, the employee can ensure a smooth transition and provide the employer with a clear timeline for hiring and training a replacement. 

Additionally, it allows the employee to enjoy their entitled vacation benefits before leaving the organization, ensuring they utilize the time they have earned.

Q: How should one format a resignation letter with vacation time?

Answer: When formatting a resignation letter with vacation time, it is recommended to follow a professional and concise structure. Begin with a formal salutation addressed to the appropriate recipient, such as your supervisor or manager. 

In the introductory paragraph, state your intention to resign and provide the effective date of your departure, including the vacation period you plan to take. 

In subsequent paragraphs, express gratitude for the opportunities and experiences gained during your tenure and offer assistance with the transition process. 

Finally, conclude the letter by expressing appreciation for the support received and signing off with a professional closing and your name.

Q: Is it necessary to mention the specific dates of the vacation period in the resignation letter?

Answer: Yes, it is important to specify the exact dates of the vacation period in the resignation letter. By including the specific dates, you provide clarity to your employer regarding the time you plan to be away from work. 

This information enables the company to make necessary arrangements, such as allocating work to other employees or planning the hiring process for your replacement. 

Being clear about the dates helps maintain transparency and ensures a smoother transition for both parties involved.

Q: Can an employer deny an employee’s request for vacation time mentioned in the resignation letter?

Answer: While it is generally expected that employers will honor an employee’s request for vacation time mentioned in a resignation letter, there may be circumstances where they cannot grant the exact dates specified. 

Employers may face staffing limitations or operational requirements that necessitate alternative arrangements. However, it is in the best interest of the employer to try and accommodate the employee’s request as closely as possible, considering their remaining vacation days and the needs of the business. 

Clear communication between the employee and employer is essential in such situations to reach a mutually agreeable solution.

Q: Should the resignation letter with vacation time be submitted in person or through email?

Answer: The method of submitting a resignation letter with vacation time depends on the company’s policies and practices. Some organizations may require employees to submit resignation letters in person to their immediate supervisor or the human resources department. 

Others may accept resignation letters through email or an internal online system. It is advisable to consult the company’s employee handbook or speak with the appropriate personnel to determine the preferred method of submission. 

Regardless of the method, ensure that the resignation letter is delivered in a professional and timely manner.

Letter of resignation