In every professional’s life, there comes a point when one considers leaving a particular workplace to advance their career or to pursue a different path. Quitting a job is not as simple as walking out of a building and never looking back. You must present a formal and professional appearance, even upon your departure. This helps to maintain a positive relationship with your employer and ensures a smooth transition for both parties. To resign from a job, you need to write a well-crafted resignation letter that is formal, concise, and respectful, that showcases your gratitude for the opportunity. This guide will help ensure you know how to write a resignation letter.
What is a Resignation Letter?
When an employee wants to quit their position and leave the company, they then write a formal letter to notify their employer, which is called a resignation letter. Employees do verbally communicate their decision to their managers, but they are required to write an official resignation letter. This letter includes the employee’s last day of work and a brief explanation of their departure. This letter also expresses gratitude for the job opportunity and offers complete cooperation to ensure the transition process is done smoothly. Additionally, it facilitates the growth of a healthy working relationship between the employer and the employee. If you don’t know how to write a resignation letter, you should seek help from colleagues, as this letter is necessary whenever you are planning to leave a certain organisation.
The Right Time to Submit the Letter
Timing is crucial when it comes to leaving a professional job, as you sign contracts that require employees to inform the company at least four weeks in advance to serve their notice period. Resigning abruptly or without serving the notice period could be viewed as unethical and unprofessional, potentially straining the relationship you have with your employer. Ideally, you should hand in your resignation letter once you have secured another opportunity and made a decision about leaving your current job. Additionally, you ought to make commitments to the other organisation by the notice period you are required to serve in your present organisation.
Professional Format for the Letter
Whenever you are writing a resignation letter, make sure that it follows a standard business format, whether that letter is supposed to be printed or sent via email. In a professional resignation letter, fonts such as Arial or Times New Roman are used while keeping the content left-aligned. Start your letter with contact details at the top right, followed by the date, then your employer number, and the company’s address. Your letter should include a formal salutation, an introductory paragraph stating your intention to leave, a body paragraph in which you show appreciation, and a concluding paragraph in which you end things on a positive note.
Writing a Resignation Letter
Record The Time And Contact Details
A resignation letter is an official document that is saved in the company’s database. Like any formal letter, this also requires you to properly mention the date and time of writing the letter, along with your contact details. You should provide complete information and then start your letter with a salutation.
A Clear Statement Of Resignation
Your resignation letter should open with an evident statement that explains the reason why you intend to resign, eliminating any means of uncertainty that could be in the mind of the employer. You should mention your role in the company and mention the date you’re planning to leave.
For example, “I hereby resign my role as a Senior Software Engineer at Google, effective 24-May-2025 per my contractual notice period. “
An Expression Of Gratitude
The next thing you should mention in your resignation letter is to express thanks to your company and state what you are grateful for. This section of your resignation allows you to express appreciation for the experience, colleagues, and things you might have learned while working in that organisation. Also, talk about the skills you have acquired and the relationships you have built. If you are confused about writing a letter, you can seek help from CV specialists NZ online, as they have the necessary experience to write a promising letter.
Moreover, your letter should include something like, “I would like to thank you and my team for the support, guidance, and opportunities provided to me during my time here. This role has allowed me to develop both professionally and personally.”
Notice Period And Final Day Of Working
Talk about your last day of employment and bring up your notice period. This helps the employer to start planning and looking for a replacement for your position. Also, if you are planning to shorten your notice period, you should mention it in this portion as well, with the reason, as it helps to clear any misunderstandings that might occur.
Reason for Leaving (Optional)
This portion is optional, but it is preferred that you explain the reason for your departure from the organisation. Now, this all depends on how comfortable you are in telling your reason for departure. You can only give them a hint, also as just stating that you have gotten a better opportunity, or want to focus on your education, or leave a certain city or the country. Try to avoid giving negative remarks about the company and colleagues.
In your statement, you can mention, “The reason for departure is that I have accepted a new position that aligns with my future career goals and offers me a new challenge in life.”
Express your willingness to support in transition process
In your letter, you should show your willingness to help the organisation to your ability in ensuring that the entire transition happens smoothly, as a thoughtful gesture. You can help in the process by training a replacement, documenting your process, or assisting with the handovers.
Positive Closing Statement
Lastly, in your letter, ensure that you end it with a friendly note in a professional tone. Reinforce your appreciation, express well-wishes, and leave the door open for future contact.
For example, “It has been a pleasure working with you and the team, and I hope to see you again soon. Feel free to keep in contact.”
Things to Avoid in Your Letter
You now understand how to compose a professional resignation letter. There are a few things that you should avoid while writing a letter. In your letter, make sure that you don’t mention vague details or present yourself as overly emotional, as this leaves a bad impression on yourself. Moreover, be very careful not to make any negative remarks about the company or the people working there; also, avoid using any casual language or jokes in your letter, as it’s deemed inappropriate and unprofessional. Make sure that you mention all the key details and avoid going into too much when explaining the reason for your departure. If you feel like you still need some guidance in writing the letter, you can seek help from IT CV writers or professionals who offer specialised services for your field, as their expertise will ensure that your letter is written perfectly.
Frequently Asked Questions
Is it necessary to give a reason for why I am leaving?
No, it is not compulsory to explain the reason for your departure, and it is up to you if you want to share it or not.
Can I resign on a holiday or during my leave?
You can submit your resignation while you are on your holidays, but it is more professional to do so in person or when you come back.
Should I inform HR or my direct manager about my resignation?
Ideally, you should first talk to your manager, then reach out to HR with your resignation.
Bidding Farewell like a Pro
Leaving a company or writing a resignation letter should not fill you with dread or be an overwhelming task. If you have made your decision, then you should stick with that and hand in your formal notice respectfully and professionally. By following a proper structure for your letter and maintaining a positive tone help protect your reputation and preserve relationships that will be helpful in the future. Now, whenever you are planning to leave an organisation, make sure that you exit that place gracefully and with dignity.