How can you write a respectful resignation letter?

1 Why write a resignation letter?

A resignation letter is a formal document that informs your employer of your intention to quit your job and the date of your last day. It is not only a courtesy, but also a legal requirement in some cases. By writing a resignation letter, you can confirm the terms and conditions of your departure, such as notice period, final pay, benefits, and references. It also provides a written record of your resignation for your employer's files and future reference. Furthermore, it demonstrates your professionalism and respect for the organization, while expressing appreciation for the opportunities and experiences you gained during your employment. Ultimately, writing a resignation letter allows you to leave on a positive note and maintain good relationships with your employer and colleagues.

2 What to include in a resignation letter?

A resignation letter should be clear, concise, and respectful. It should include your name, position, and contact information, the date of the letter and the name and title of your direct supervisor or manager, a statement of your resignation and the effective date of your last day, and a brief explanation of your reason for leaving. Additionally, you should thank your employer for the opportunity to work with them and highlight some of the positive aspects of your job or some of the achievements or skills you gained. You may also offer to assist with the transition process, such as training a replacement, completing pending tasks, or handing over your responsibilities. Finally, include a closing salutation and your signature.

3 How to format a resignation letter?

When writing a resignation letter, it is important to follow a standard business letter format, with proper spacing, alignment, and margins. Use a professional font, such as Arial or Times New Roman, in a font size of 10 or 12 points. The text should be single-spaced, with a double space between paragraphs, and aligned to the left with a 1-inch margin on all sides. Include your name, position, and contact information at the top of the letter, followed by the date and the recipient's name and title. Begin your letter with a formal salutation such as "Dear Mr./Ms./Dr. Last Name," followed by a colon. End the letter with a complimentary closing like "Sincerely," "Respectfully," or "Best regards," followed by a comma and your signature. If you are sending an email, you can type your name instead of signing it. Aim to keep your letter to one page or less.

4 How to deliver a resignation letter?

Once you have written your resignation letter, it's important to deliver it to your employer in a timely and respectful manner. Plan ahead and choose an appropriate time to resign - at least two weeks' notice is ideal. Schedule a meeting with your supervisor or manager to inform them of your resignation in person and be prepared to explain your reason for leaving and answer any questions they may have. After the meeting, give them a hard copy of your resignation letter or email it to them, making sure to copy the human resources department or any other relevant parties. It's important to remain polite and professional during the meeting and the letter, avoiding any negative comments or complaints. Express your gratitude and appreciation for the opportunity to work with them, as well as offering your assistance with the transition process. Maintain a positive attitude and work ethic until your last day, completing tasks, training your replacement, and handing over duties as agreed. Finally, say goodbye to your colleagues and thank them for their support and collaboration.

5 How to write a respectful resignation letter: an example

John Smith, Marketing Manager, writing to inform Jane Doe, Director of Marketing at ABC Company, of his resignation effective September 15, 2021. Smith expressed gratitude for the valuable skills and experience gained under her leadership and pride in the projects and campaigns they have delivered. He thanked her for the support and guidance throughout his tenure and offered assistance with the handover of responsibilities, training of his successor, or completion of any pending tasks before his departure. Smith concluded by wishing her and the company all the best for the future, expressing availability to facilitate the process if needed.

6 Here’s what else to consider

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