When an employee wants to leave his or her job, a well-written resignation letter will make the process go more smoothly.
It is always a good idea to maintain a good relationship with an employer even if the employee is moving on to another job or staying at home with their children.
A previous employer could be asked to write a letter of recommendation, so it makes sense to be as professional as possible when resigning. The letter will also provide official notice that the employee is resigning.
Follow Company Rules
Unless it is otherwise stipulated by company rules, an employee should give notice of resignation at least two weeks in advance of the time they plan to leave. They should give the date of departure.
However, there are many ways and reasons for resigning including giving no notice, short notice, extended notice or for retirement.
Even if the employee has spoken face-to-face with their employer about their resignation, they still need to send a formal letter.
Tone of Letter
The tone of the letter should be pleasant and friendly even if the employee is angry about leaving or doesn’t like their employer.
Sounding ungrateful, complaining or criticizing the employer, another employee or the company is not professional.
A copy of this letter will most likely go in the file of the resigning employee, so it should leave a good parting impression.
The letter should be written in formal business-style. This is an opportunity to maintain a good relationship with your employer and leave on a positive note.
If the employee is leaving on good terms with their employer, they can give more information about why they are resigning.
If the employee hates the job and just wants out, it is recommended that they wait to resign until they have another job offer in writing.
It is also acceptable to write two or three lines just stating the facts which are:
- I am resigning
- This letter is my two-week notice
- My last working day is DATE
- Thank you for the experience of working for your company
The most common type of letter should state that the employee will:
- Work their full notice period
- Help with training a new employee
- Finish on-going projects
Give Reasons For Leaving
It may not be possible to work the full time required by a contract before resigning because of health reason, an emergency in the family or a new job that won’t wait.
Some companies require several months’ notice, so a new employee can be trained. The reasons for leaving early should be clearly stated in the letter.
The main reasons people resign from a job are:
- They found a better job or higher position
- They need to accompany their spouse to another location
- They are starting their own business
- They are becoming a freelancer
- They want to stay at home with their children
Simple Resignation Letter Tips
- Address the letter to the person who will receive it. In most cases, it is not wise to address it To Whom It May Concern.
- The aim of the letter, which is resignation, should be clearly stated at the beginning, so the receiver doesn’t wonder what you want.
- You must give proper notice before your date of leaving and clearly state the date of your last day at work.
- You should offer to help in any way during the few weeks you have before you leave. You may be asked to train someone in your duties.
- Show gratitude for the experience of working in the company or for working with the employer. This is important because you may ask that person for a reference later when you apply for another job. Even if that person has also left the company, he or she may be able to provide you with a reference letter based on the years you worked together.
- End the letter with an offer to help in any way during the transition period before you leave and give your contact information so you are easy to find.
- Most importantly, always be professional in the contents of your letter and in your behavior before you go.
Below are simple resignation letter samples:
sample 1 – Simple Resignation Letter
Your Name
Your Address
City, State, Zip Code
Position in the Business
DATE
Manager’s Name
Name of Company
Address of Company
City, State, Zip Code
Dear Manager’s Name,
This letter is to formally give notice that I am resigning from my job as [POSITION] in [NAME OF COMPANY]. My last day of work will be [DATE].
I have gained a lot of knowledge and experience by being part of your team and appreciate the time and attention you gave me during my training period.
With the skills I have gained working with you, I am confident I could be a project head for an environmental awareness program, and in my future career, I will always remember the support you gave me.
I will do my best to complete on time all the pending work I have and would be happy to help train a new employee.
I am fortunate to have been part of [NAME OF COMPANY] for the past three years and wish you success in the future.
Kindly acknowledge this letter, and if you have any questions, I can be reached at [555-123-4567] or at [name@email.com].
Sincerely,
Your Signature
Your Name Printed
sample 2 – Simple Resignation Letter For Exam Preparation
Name of employee
Job title
Name of company
Address of the company
City, State, Zip Code
DATE
Name of employer
Job title
Name of company
Address of the company
City, State, Zip Code
RE: resignation on [DATE]
Dear [Name of Employer]:
This letter is to formally inform you that I am resigning my position of floor manager effective on [DATE]. I have been studying for the past year to pass the Civil Service Exam and plan to take it on [DATE]. I need a few weeks before the exam date to spend more time each day preparing.
I have enjoyed working for [Name of Company] for the past two years and appreciate all the help and support you gave me to become an effective floor manager.
You taught me what it means to be professional in all my actions at work and I will never forget it. Please let me know if I can help train the next floor manager during the transition period.
Sincerely,
Signature on hard copy
Printed name on a hard copy
Typed full name on an email
sample 3 – Simple Resignation Letter For Family Reasons
Name of Sender
Address of Sender
City, State, Zip Code
Email address
DATE
HR or Management Personnel’s Name
Position in the Company
Name of Company
Address of Company
City, State, Zip Code
Dear [Name of Concerned Person]:
This letter is a formal notification that I will be resigning from [POSITION OR JOB DESCRIPTION] in Name of Company on [DATE].
My reason for resigning at this time is to take care of serious family issues that only I can resolve. I will not be able to work during that time.
Since I am giving one month’s notice, I will be able to assist in finding and training a replacement. I will faithfully fulfil my responsibilities until [DATE].
I have had great job satisfaction working at [Name of Company] and appreciate your understanding at this trying time.
If there is anything I can do even after I leave to further any projects, please don’t hesitate to ask me. I can be reached at [PHONE NUMBER] or [EMAIL ADDRESS].
Sincerely,
Printed Name of Sender
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