Do you think you are ready to quit or resign from your job? Do you want to take time off your work by resigning so that you can pursue other things you’ve always wished to do? You must come up with a resignation letter that will notify the management of your departure. However, what do you understand about a resignation letter, and why does it sound essential to write one?
What is a resignation letter?
A resignation letter can be described as a document used to inform your employer about your intentions and reasons for leaving or departing a firm. The aim of writing a resignation letter is to create a sense of awareness about your departure and also to maintain a good and professional working experience between an employee and his employer.
Importance of resignation letter
Submitting a resignation letter before leaving your job displays a professional work ethics. It is an important document that will be used to keep track of your time with the company and for future reference if it becomes necessary. Also, it is an important operational notice to your employer because it talks about your final day of service and things that are necessarily needed as you make arrangements for your exit from the company.
Is there a right time to submit your resignation letter?
Yes! The moment you have decided and concluded that you are departing the company, make sure you prepare the mind of your employer and the management by informing them at most eight weeks in advance, and the least notice should be two weeks. It is important that you write the notice in word and not numbers. For example, “four weeks’ notice and not “4 weeks’ notice”.
When submitting your resignation later, you can hold a private meeting with your employer, where you will tell him about your plans after resignation. You then make it official to him by submitting an official letter.
What should not be included in your resignation letter?
It is unprofessional to include complaints about the company, employer, or colleagues in your resignation letter. Your resignation letter should be laid down professionally by keeping it simple and free from complaints or criticism.
Important tips for writing a resignation letter.
Resignation letters are best when it is kept short and precise. You don’t need to provide a thousand words explanation about your departure; just make it as precise as you can and note down any important information about your resignation process.
Here are some helpful tips for writing your resignation letter:
- Be precise and straightforward: go straight to the point that you’re departing the company in your opening paragraph.
- Be professional: don’t see it as an avenue to criticize or insult the company’s management or colleagues.
- Provide notice about your last day in office
- Help with the transition: this is the process where you can help the company get a replacement for the position you are leaving or help in the completion of a certain project before departing.
- General review of the letter: go through your resignation letter and make necessary corrections such as spelling, grammar errors, and typographical mistakes. Make sure your letter is error-free and in the best state.
- Seek legal advice: before deciding on resigning, you may want to seek professional legal advice depending on the position you occupy in the company.
Key steps in writing a resignation letter.
Coming up with a resignation letter can be very simple by following the key steps below. Before writing a resignation letter, we advise that you consult your supervisor to know if the company has a specific pattern to be followed when writing a resignation letter.
- Record the time and date: the reason for including the time and date on your resignation letter is to have a proper record of timestamp. Make sure you include the date and time at the top of your letter.
- Company’s Address and opening salutation: after you have written your date and time, follow it closely with your address. Your address should be written in a formal business template. Meanwhile, the opening salutation refers to the receiver of the letter, which happens to be your employer, direct supervisor, or manager. You can make use of introductions such as Mr./ Mrs. Followed by their last name.
- Include a statement of resignation: make a declaration that you are departing or resigning from the company. This statement can be made with your first sentence or in the first paragraph.
- List your last day of work: aside from the two weeks’ notice, you might be requested by your company to complete certain projects and, at this moment, they determine your last day at the office. On receiving such information, provide a detailed information about the specific day and date, which will be your last as a worker of that company.
- Include a statement of gratitude: maintaining a professional working relationship is very important; coming up with a few words of gratitude on how the company has impacted your life will help in a peaceful and successful transition.
- Close with your signature: you will have to close the letter by signing above your name.
Resignation letters are written to notify the company about your departure in the nearest future. We advise that you should do proper research and see a professional legal adviser before tendering your resignation.