Letter of Resignation : Purpose, Format, Sample, and Example

What is Letter of Resignation?

Letter of Resignation is written by the employees to their employers to inform the latter that the former wants to leave the company. Resignation can be verbally or written, as preferred by the company. It is always better to have the resignation in written form to maintain documents and information. Letter of resignation can include the employee’s name and designation, date of resignation, reason of resignation, etc.

Features of Letter of Resignation

1. Formal Format: Resignation letters follow a formal business letter format with a professional tone.

2. Statement of Intent: Resignation letters clearly state the sender’s intention to resign from their position.

3. Effective Date: They include the last working date/day, providing notice as per the company policy.

Purposes of Letter of Resignation

1. Formal Notice: Resignation letters serve as formal notice to an employer, indicating the employee’s decision to leave the company.

2. Professionalism: They maintain professionalism during the resignation, leaving a positive impression.

3. Legal Record: Resignation letters create legal records.

Advantages of Letter of Resignation

1. Documentation: Resignation Letters serve as written proof of the resignation, protecting both the employee and the employer.

2. Positive Closure: Well-crafted letters of resignation can leave a positive final impression on the employer and colleagues.

3. Reference: A professionally written resignation letter can be used as a reference for future employment.

Format of Letter of Resignation

The format of a letter of resignation typically includes the following elements:

1. Your Contact Information: Your name, address, phone number, and email address should be at the top of the letter.

2. Date: Include the date when you’re writing the letter.

3. Recipient’s Information: The name and title of your immediate supervisor or the relevant HR manager, along with the company’s address.

4. Salutation: Start with a formal salutation, such as “Dear [Recipient’s Name].”

5. Opening Paragraph: Begin with a clear and concise statement that you are resigning from your position. Mention your last working day.

6. Body of the Letter: In the main part of the letter, you can briefly explain your reasons for resigning, though it is not required. You can express gratitude for the opportunities and experiences you have had at the company.

7. Offer Assistance: Mention your willingness to assist with the transition, such as training your replacement or completing any outstanding tasks.

8. Closing Paragraph: Reiterate your appreciation for the company and colleagues, and express your hope for a smooth transition.

9. Closing Salutation: Use a formal closing, such as “Sincerely” or “Yours faithfully.”

10. Signature: Sign your name by hand.

11. Enclosures: If you are including any additional documents, like a formal resignation acceptance form, mention them here.

It is important to keep your resignation letter professional, positive, and to the point. Avoid negative comments about the company or colleagues. You may choose to discuss your reasons for leaving in person or during an exit interview. Always make sure to follow any company-specific policies regarding resignations.

Sample of a Letter of Resignation

Subject: Resignation Letter

Dear [Supervisor’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter]. I have thoroughly enjoyed my time at [Company Name] and appreciate the opportunities for professional and personal development that have been provided to me during my tenure. However, after careful consideration, I have decided to pursue a new opportunity that aligns more closely with my long-term career goals. I am more than willing to assist in training a replacement or passing on my duties and responsibilities to a designated colleague.

I want to express my gratitude for the support and mentorship I have experienced here. I have learned a great deal and will carry these experiences with me into my future endeavours.

Thank you for the opportunities, and I wish [Company Name] continued success.

Sincerely,

[Your Full Name]
[Your Position]
[Contact Information]

Example of Letter of Resignation