Handwritten letters have a special place in our hearts. But it is only appropriate to letters with personal intention like a thank you letter, invitation letter, congratulatory letter, etc. That is why most businesses use printed letters in their transactions because it is more formal and straightforward. The most common corporate letter is a resignation letter. According to the US Bureau of Labor, 3.5 million employees resigned from their job every month since January 2019. That is more than 63 million employees by July 2020. Imagine how many printed resignation letters were and will be made if that trend continues. Find out more about a printed resignation letter with this article. Read More
A printed resignation letter is a document written by an employee to indicate the intention to leave their current job. Ideally, this letter is direct to the point; it must not contain irrelevant details about the employee’s other plans after resigning, although these are possible questions during the exit interview. Unlike a written letter, the printed resignation letter is more formal and looks professional. Aside from stating your intention to exit, the resignation letter is a good platform to gratify the company for the opportunities and experiences that helped your professional growth.
How Do You Create a Printed Resignation Letter in Four Easy Steps?
It is not compulsory to provide your reason for leaving in the printed resignation letter. What matters is that you submit the letter to your manager or supervisor before the resignation date through the right channels. If you still cannot decide what and what not to write in your printed resignation letter, here is a simple step-by-step guide along with a few tips to help you create a convincing printed resignation letter in MS Word and PDF File formats. Continue reading below.
1. Maintain a Positive Tone
Every business has a standard for their paper documents. That said, follow the business writing style if you are to create a printed resignation letter. It means that the letter should be in block format. Once your employer receives the letter, it is filed under your employment records. Hence, requiring the business style of writing is a must. Additionally, the writing style sets the tone of your letter. But it can be too formal. So, balance the letter by maintaining a positive tone. Next, provide the following details: employer’s address, contact number, and email address. These details are for the letter’s addressee.
2. Indicate Your Intention Clearly
After providing the sender and recipient essential information, indicate the intention to vacate your job in the letter. Doing this is simple, state that you want to resign. Writing the reason for your exit is optional. However, it can help to deliver your message across. If you are to do so, do not go in-depth with your explanation, one sentence is enough to express your point.
As much as possible, the letter’s first paragraph must contain your intention along with your desired resignation date. Highlight this detail because it is the first thing your employer will look for. You can start strong this way. Furthermore, some companies require their employees to submit a resignation letter one month or 30 days before the effective date. To be sure, review your employment contract.
3. Offer to Help With the Transition
Extending your assistance to ease the transition is a courtesy to your employer. Since no one knows the job better than you do, it is your role to train and assist the new-hire who will assume the vacancy. Say, for example, if you are leaving a supervisory or managerial position, the next employee who will fill in the job must be familiar with the processes and documents. Thus, suggest your intention to help with the transition in the printed resignation letter too. Although you can recommend someone to take the role, doing this yourself shows that you care for the company’s growth even though you are leaving.
4. End the Letter Politely
Even your reason for leaving is the management’s fault, leave out your complaints of the resignation letter. Being polite is important, especially that you are exiting the company. You must end with good terms because your employer and your colleagues are good references if you are to apply for another job in the future. So, before signing the printed resignation letter, include statements to thank the company. You can close the letter with the following sign-off: sincerely, truly yours, and respectfully yours. These work in addressing both manager and supervisor. Lastly, sign the letter above your printed name.
Frequently Asked Questions
Can my boss reject my resignation letter?
It is not legally permissible to reject an employee’s resignation letter because they can resign whenever they wish. The decision to resign depends on the employee the same way they cannot refuse the employer’s decision for their dismissal.
Is an email resignation letter appropriate?
Companies provide policies related to tendering resignation letters. Some of them require employees to resign via email. However, if it is not your practice, a resignation sent through email often serves as a back-up if the submitted letter is misplaced. Nevertheless, an email resignation letter is still formal.
What happens if I leave my employer without submitting a resignation letter?
Vacating a job position without proper notice is an employment contract violation. This will bar the employee from reapplying for the employer. Or worst, from the other company with the same nature.
There are several reasons why an employee leaves a company. They are either dismissed, retired, or resigned. Either way, it isn’t easy to exit a company that invested in you so much and opened many opportunities for your growth. As for resignation, it is essential to notify your employer about your plan to vacate your position. This way, they can recruit someone to fill in the vacancy and prepare for your departure. Thus, create a printed resignation letter whenever you desire to leave.