Help to Write a Resignation Letter: Tips by Professional Writers

Resignation letters are formal documents written by employees to mark the end of their employment in an organization. As a professional, once you have made the decision to leave your job, it is necessary to write a resignation letter and present it to the employer in person or through email.

One can make the decision to resign because of personal issues, retirement, a new job, or for further education. The information about leaving your job should be communicated to the relevant persons well in advance, with at least two weeks’ notice, to help the company prepare for the transition. This article provides guidelines on how to write a cover resignation letter.

The Importance of Writing a Resignation Letter

• A formal resignation is the best way to exit a company without tarnishing one’s reputation.
• Giving a formal notice for leaving your job demonstrates responsibility and maturity.
• A resignation letter gives an opportunity to inform the employer that one is leaving and the reasons behind it.
• It serves as a chance to give thanks to the employer for the opportunity to work for the company.

Different Types of Resignation Letters

The issues surrounding one’s decision to leave the company to determine the content of the resignation letter. Writing a letter that aligns with one’s circumstances requires a clear understanding of the different types of resignation letters and the use of appropriate resignation letter templates. These types include the following:

• Resignation with immediate effect letters
• Notice period resignation letters
• Maternity resignation letters
• Retirement resignation letters
• Post-maternity resignation letters

In the employment domain, most employees give the company a formal notice of resignation before leaving. The notice period ranges from three days to one month, with a two weeks notice being the most common. This period is important for a number of reasons which include:

• It gives the employer enough time to look for a replacement to fill the position after leaving your job.
• Observing a notice period provides an opportunity to give back to the company by mentoring the replacement and willingly offering help during this transition.
• It gives a good reputation for the employee in terms of character and work ethic, which can positively affect their future as a professional.

Various Reasons for Resignation

The financial and non-financial costs of employee turnover cannot be overlooked. Once an employee decides to resign, there are associated costs of replacement. Hiring and training new employees directly affects the company’s financial situation.

The departure of one staff can also affect the morale of their colleagues and cause more harm to the workforce and productivity of the organization. However, despite the associated costs, resignations are still rampant among employees due to the following reasons:

a). Lack of Value Appreciation

Employees who feel that the company does not value or appreciate their contribution may end up leaving their jobs. To retain employees, the management should adopt employee appreciation strategies, which do not have to negatively affect the financial status of the employer. Verbal recognition and positive feedback on performance can reduce the incidences of resignation.

b). Poor Communication and Compensation

Clear communication and transparency in payment and compensation make employees feel respected and valued by the employer and reduce their chances of quitting the job. Among other factors to consider, fair remuneration and compensation are essential in employee retention.

c). Lack of Balance between Work and Life

Employees working for companies that do not offer enough time off or a flexible work timetable tend to suffer burnout and may opt to resign. In order to balance work and family lives, many employees prefer to work for a company that allows more flexibility in duty roster, location, and working hours.  

d). Improper Communication of Changes in Management and Structure of the Company

Any organizational changes affecting employees must be properly planned and communicated so as to prepare those affected by the change. As part of change management, coaching helps boost morale and ensure a smooth transition. Companies that don’t consider the impact of change on employee productivity may end up losing valuable human capital.

e). Over-ambitious Targets and Unrealistic Performance Objectives

When a company sets unrealistic goals, it may give a lot of pressure to the workers trying to achieve given targets. Performance objectives should be realistic so as to boost employee motivation and reduce resignations arising from fatigue and burnout.

f). Lack of Support from Line Managers

Employee retention and performance management are influenced by the way managers handle organizational relationships. Managers should be able to collect feedback from employees, accept mistakes, and provide on-the-job support required by workers to reduce employee turnover.

g). Weak Company Branding

In the current competitive business environment, employees are concerned about their company’s values and reputation. Branding influences how the public perceives the employees working for the company. When one joins a company and realizes that the values displayed by the company in adverts are not authentic, they may feel deceived and decide to leave the job.

h). Feeling Bored and not Challenged

Most employees get bored when they do not feel challenged by the tasks they are handling and can resign and look for more challenging positions elsewhere. It is, therefore, important for employers to give stretch goals or targets to encourage the employees to be creative and continue developing their ability to handle difficult tasks in the course of their job.

Components of a Resignation Letter

A formal letter of resignation comprises the following components.

• A Proper Heading

When writing a resignation letter, one should consider starting with an appropriate heading that comprises their full name, job title, name of the department, and complete address. Below the address, one should include the date on which the letter is being written, followed by the recipient’s address.

• End Date and Statement of Resignation

An official resignation letter should give a statement of resignation and provide an end date for leaving your job.

• Gratitude

Taking time to internalize how the organization has contributed to one’s growth and appreciating the employer for spending time and resources on their growth is a clear sign of gratitude.

• Details on Transition

An employer would be grateful if the resigning employee offers to help with the transition; by looking for a qualified candidate who can occupy the vacant position and offering to mentor and coach the replacement. This effort will make the transition easier and less stressful for the employer.

• Personal Contact Information

Even after resignation, it is important to stay in touch with the company for consideration in case a new position arises. Leaving active contact information is also necessary for the employee needs to use their former employer as a reference.

Formatting the Resignation Letter

A formal resignation letter should adhere to the template and guidelines given below:

• Sender’s Address.

The return address should be written at the top left side of the page and contains information such as the employee's name, position held in the company, complete address, and phone number/email.

• Resignation Date

The date of submitting the resignation letter should be written one space below the return address.

• Recipients Address

The recipient's address comes after the date mentioned above and should include the name and job title of the recipient, company name, and address.

• The Salutation

The salutation is written two spaces below the recipient’s address. When resigning, this section should address the employer or human resource manager respectfully.

• Introduction

The body or main text of the letter is introduced with a formal greeting.

• Resignation Statement

After the greeting, one should briefly state their intention to resign as the purpose of writing the letter. It is also prudent to state the reasons behind the resignation.

• Effective Date

one must be specific on the date when the resignation would take effect. The date given on the letter must be in accordance with the notice period that the company requires to be given.

• Conclusion

The final remarks for a letter of resignation should include a vote of thanks to the employer for giving the employee an opportunity to work for the company and give a brief narration of skills acquired because of the opportunity. It is also important to express willingness to coach the person who will occupy the position and give any other relevant help during this transition.

• Closing Remarks and Signature

One should close the letter with a polite remark and write their official signature and full name. 

Tips for Writing an Effective Resignation Letter

The following are some of the tips one can use to write an effective resignation letter.

• Maintain a Positive Tone

It is important to retain good terms in their professionalism and use a positive tone when writing the resignation letter. The letter should not be used as an avenue to raise frustrations faced during their stay in the company.

• Personal Delivery of the Letter

It is courteous to present the hard copy of the resignation letter in-person to the manager. In case of an email resignation, the subject line must be clear and direct to the point.

• Consider Opportunities for Networking

When writing a resignation letter, one should use language that welcomes a continued professional relationship after leaving the company.

• Maintain Brevity

Resignation letters must be written in brief in case one does not wish to share their reasons behind the resignation.

• Comply with the Managers Instructions

After the official resignation, one should still obey their managers before the date of officially leaving the company. All the tasks and projects assigned should be completed as per the instructions given.

Steps to Take Before Submitting a Resignation Letter

The task of writing a resignation letter can be overwhelming and has to be thought out thoroughly, weighing the advantages and disadvantages of terminating their source of employment. In order to maintain a professional relationship with one’s employer during the process of resignation, the following steps should be followed.

1. Have a Clear Reason for the Resignation

Employers and hiring managers tend to ask for reasons behind the candidate’s resignation from previous jobs. Presenting a resume with a clear work ethic gives a competitive advantage over other applicants. With this in mind, one must consider several factors before handing in the resignation.

These factors include the timing of the resignation and the validity of the reasons given. The validity of resignation reasons can be determined by thoroughly examining and understanding the state laws regarding valid resignation reasons, reading the company’s policy on employee resignation, and considering acceptable circumstances for resignation in the industry.

Some of the reasons include work schedules, poor remuneration, terminal illness, post-delivery complications, relocation, change in career path, or lack of growth opportunities in the current position.

2. Understand the Importance of Observing a Proper Notice Period

It is important to observe proper notice periods for the following reasons:

• A good relationship between the employee and the company is maintained even after the actual resignation by observing the appropriate notice period.
• It helps maintain a positive professional relationship through which one can get a recommendation letter when applying for a new job in other companies.
• Observing a proper notice period enables one to keep a good name and reputation even after departure.
• It demonstrates good work ethics and high levels of professionalism.
• This period enables the employer to look for a replacement while you are still performing the job, hence preventing job disruption that could arise from a lack of manpower.
• Observing the proper notice period gives one an opportunity to coach the replacement candidate to be able to properly perform the duties after one’s departure from the organization.

3. Organize a Meeting with the Supervisor or the Human Resource Manager

After submitting the resignation, one should set a meeting with the management and verbally inform them about the decision to leave the company. Sometimes the company may make appropriate adjustments with regard to the employee's needs cited in the resignation so that they do not lose the asset. It is also a clear sign of professionalism and respect for the company management.

4. Have a Resignation Letter Template in an Official Format

After informing the supervisors of the intention to resign, it is necessary to prepare to write the letter. One has to research the best format and arrangement of the content in order to present the letter in a professionally accepted format.

A letter of resignation from a job position can be written in good or bad terms between the employer and the employee to notify the relevant authorities of one’s intention to leave their job. A formal notice of departure must be given in advance, with at least a two weeks notice period. This period is given to enable the employer to make arrangements for replacement, facilitate the completion of pending assignments by the employee, and give room for appreciation by colleagues.

When writing a professional resignation letter, the employee should maintain brevity and precision, ensure the use of polite language, and refrain from criticism and complaints about their employer, supervisor, or workmates. The use of professional language helps in upholding a good relationship with the employer. Keeping in touch is also advisable because one might need their former employer in future career development.

Under whichever circumstances an employee may decide to leave their job, they should always endeavor to observe resignation etiquette. The language and tactics to present the reasons for resigning must remain professional, ensuring that the employee leaves the company on the best terms possible because they might need to be reconsidered for a new position in the future.

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