What Is a Resignation Letter?
A resignation letter documents your intention to leave your current job. It is a straightforward document; it does not need nonsense information about your other plans after exiting the company. Although these other details may be asked during your exit interview. The resignation letter, per se, is a declaration of your intention to vacate your current position and to cut the ties with the company. Aside from stating the intention to exit, it also the perfect document to state your appreciation for the company and for the experience and opportunities it provided.
How Do You Create a Resignation Letter?
Contrary to popular belief, you do not need to indicate your reason for leaving the company in the resignation letter. What matters most is that you submit the letter ahead of your exit from the company and through the proper channels. If you are still all over the place and cannot decide on what to write in your resignation letter, here is a short step by step process along with a few tips to create a convincing professional resignation letter.
1. Follow the Business Style of Writing
Most resignation letters follow the block style of writing letters. This format is a standard style followed in business writing. Once the company receives the letter, it is filed under your record with the company so it is still considered as a business document. Therefore, following a business style of writing is a must. Before you start writing your letter, look up the conditions of the format to avoid changes when you submit the document. This style of writing requires you to have the following information: address of your employer, contact number, and email address. These pieces of information are essential for the letter’s address.
2. Indicate Your Intention
After providing the accurate address information of both sender and recipient of the document, the next information to indicate is your intention to resign. It can be as simple as simply stating that you want to resign. The reason for your exit is not necessary. A single sentence can deliver the entire message of your intention. As much as possible, the statement of your intention must be the first paragraph of the letter.
3. State Your Last Employment Date
Mentioning the desired last date of employment must be part of the statement expressing your intention to resign. However, this piece of information needs to be highlighted because most employers look for this detail upon reading the document immediately. Basically, this is the focal detail in the letter. Also, the indicated date will tell if you followed the prescribed notice days for submitting the resignation letter.
4. Suggest Your Intention to Help With the Transition
After stating your intention to leave the company in a few days, it is common courtesy to extend your assistance to ease the transition especially when you are leaving a supervisory or managerial position. Expectedly, these roles need people with enough experience and skill. Your last task before leaving may be dedicated for training or assisting the employee who will assume your role. Also, you can also recommend an individual who can take the role.
5. End on a Graceful Note
As abovementioned, a resignation letter also doubles as the perfect document to express your appreciation for the company. Before signing the document, make sure to include statements to thank the company and the opportunities that it opened for you. Standard closing statements for resignation letters also include wishing the best for the company in its future endeavors.
How to resign professionally?
In order to uphold professionalism until you leave the company, make sure to follow the regulations regarding resignation. If the company has rules on when to send the letter, make sure to review and follow it. Address it to the proper channels too. Submitting the letter personally and being gracious about it also showcases professionalism. Moreover, maintain proper conduct until your resignation takes effect.
Is it proper to send the resignation letter through email?
Depending on the regulations of the company about tendering resignation letters, some companies require all employees to send the letters through email. But, if it is not your practice, a letter sent through email usually serves as a back up to a personally submitted resignation. Either way, resignation letters sent through email are still formal.
Can my boss reject my resignation letter?
A boss rejecting a resignation letter is not legally possible. Strictly speaking, the decision regarding resignation relies on the employee only. In the same way, an employee cannot refuse the employer’s decision regarding the employee’s dismissal.
Can I tender my resignation through a phone call?
Announcing your decision to resign through a phone call is possible but it should definitely be your last option. Resignation through phone calls is acceptable when you are unable to send in a letter or an email.
What happens if I leave the company without submitting a resignation letter?
Leaving the company without providing prior notice is considered as a breach of contract. You may be barred from reapplying for the company.
Leaving behind a company that invested in your training and exposed you to new experiences can be quite hard but it opens new opportunities. Resigning is necessary for both the employee and employer’s growth. This is why every employee must be knowledgeable on how to write a resignation letter. This short and easy document can easily and effectively relay your message.