How to Write a Resignation Letter
Previously, we discussed the importance of resigning with grace. One of the key steps in resigning with grace is tendering from your job with a well-crafted resignation letter. A strong resignation letter not only allows for a smooth transition, but also leaves a positive and lasting impression on your employer.
The resignation process is not something to be feared. For most of us, it is something that we encounter more than once in our career. Hence, we’ve gathered everything you need to know to develop a resignation letter and resign with confidence and grace. In this article, you’ll find tips on how to tender your resignation letter with grace, as well as simple resignation letter templates you can take after.
Writing a Resignation Letter
Ensure your letter is simple and that it effectively conveys your genuine intentions to leave your job. Be direct, and avoid sugarcoating your reasons for departure. When it comes to a choice as important as a resignation, employers value honesty and transparency.
Furthermore, resist the temptation to burn bridges. Even if your experiences may not have been the best, do not take your resignation letter as an opportunity to air any qualms or gripes. Maintaining professionalism and compassion is crucial, even when resigning.
What to Include in a Resignation Letter
1. A Salutation
Address your resignation letter to your immediate supervisor or the persons you directly report to. You can use the general salutation for business letters, such as the person’s first or last name.
If you are unsure, consult your employee handbook or reach out to the Human Resources department for guidance. Do adhere to any specific instructions or guidelines provided by your company regarding the submission of resignation letters.
2. Intentions for Leaving
Begin your letter by clearly stating your intention to resign and provide the date of your last working day. Provide the main reasons why you want to leave, keeping your tone professional and amicable. You can also include information about the remaining tasks you need to complete before leaving the organisation, such as outstanding payments or duties that you have yet to handover.
Examples:
- Kindly accept this letter as my formal resignation as [Name of Position] at [Organisation Name]. My last day is expected to be on [Effective Date].
- I am writing to inform you that I have decided to resign from my position of [Name of Position] at [Organisation Name]. My last day of work will be on [Effective Date].
3. Express Your Gratitude
Expressing your gratitude towards your organisation can strengthen your professional reputation and credibility. Briefly summarise the opportunities that you are appreciative of and explain how you were able to expand your skill set during your time with the organisation.
Examples:
- I appreciate the opportunities for growth and development you have provided during my tenure. I have gained valuable leadership skills that have helped broaden my horizons, especially in project management.
- I would also like to thank you for being supportive of my professional growth, in particular your support during the planning and execution of Project A.
4. Offer Your Support
Offer to lend a hand in training the next employee replacing you. Don’t just dust off your responsibilities. Expressing your willingness to help your employer have a smooth transition demonstrates your commitment to the success of your organisation.
Simply reach out and provide an offer to assist in the transition. There is no need to list down a specific course of action. In the case that your position is still vacant when you leave, you can note in your letter that you are available to be contacted even after making the move. That way, your organisation can easily reach out for assistance with your replacement if needed.
Examples:
- If I can be of any assistance during the time it will take to fill the position, feel free to contact me.
- I will complete my remaining tasks to make the handover smooth for the next person in the role.
- Let me know how I can help in making the transition of responsibilities as seamless as possible for everyone involved.
5. Leaving A Positive Impression
Maintain a cordial tone as you conclude your letter. Avoid burning any bridges, as you never know what the future holds in this tight-knit business world. End the letter with your signature and include your contact information for your employer to easily reach you even after your departure.
Examples:
- I wish you and the company the best going forward.
- Wishing you the best for your continued success.
How to Write a Resignation Letter: For Company Buyouts
Buyouts are never an easy decision for a company or employees. It is important to review the buyout offer and weigh it against your personal and professional aspirations. If you are keen to take the company buyout, express it clearly in your resignation letter.
How to Write a Resignation Letter: For Work Dissatisfaction
It is still necessary to submit a resignation letter even if you are dissatisfied with your job or have a very close relationship with your employer. In any case, your resignation letter should avoid any negativity. Your resignation letter should not be a space to vent your discontentment or grievances. Instead, stick to the format above and you are guaranteed to leave while maintaining your professionalism. To learn how you can manage the resignation process from beginning to end with GRACE, check out Citadel Search’s 5 step guide.
Resignation Letter Templates
Citadel Search has crafted 3 different simple resignation letter sample templates for you to resign with grace. Whether you’re writing a resignation email or a physical letter, consult our resignation letter templates if you ever feel lost. Remember to personalise and edit the template based on your organisation’s practices.
Template 1: Standard Resignation Letter Template
Dear [Recipient’s Name],
I am writing to formally resign from my position as [Position] at [Company Name], with effect from [Date, according to your notice period, from the date of the letter].
I have been given an opportunity to [Reason for Moving, eg. move into another industry/region/branch] and thus it means I will have to inevitably leave.
I would like to thank you for the valuable experiences and growth opportunities I have gained during my [Duration of Stint] here. I will remember fondly my [Number of years] spent in [Company Name] as I had an opportunity to contribute to the success of the [Project Names and Main Responsibilities].
To ensure a smooth handover, I will gladly assist in guiding and training my takeover. Please let me know how I can best facilitate the handover of my responsibilities. In addition, I will complete any outstanding projects and tasks before my departure.
I am confident that the skills [State specific skills, eg. leadership, technical skills] and insights I have acquired here will serve me well in my future endeavours. If you require any further information or have questions, please do not hesitate to reach out to me.
Thank you for the support, mentorship, and opportunities provided during my time at [Company Name]. I wish you and the entire team continued success.
Yours sincerely,
[Your Full Name]
[Contact Number]
[Email]
Template 2: Resignation Letter with Company Buyout Template
Dear [Recipient’s Name],
I am writing to formally resign from my position as a [Position] at [Company Name], with effect from [Date, according to your notice period, from the date of the letter].
I have been given an opportunity to make a career advancement and thus it means I will inevitably have to leave [Company Name]. I believe it is the right step for me at this point of my career to pursue my personal and professional goals and I hope to have your support.
Per my employment letter, my notice period is 3 months and if I leave, I will have to pay the company in lieu of notice. You have been made aware during my resignation conversation that my new company had presented a buyout of 1 month, in lieu of notice. In view of this buyout, my last day of service therefore will be on [Date].
I promise in these 2 months, I will ensure a smooth transition. I will be happy to assist the new person to familiarise with the [ xx system or xx project ] and carry out whatever implementation plans you have in mind for my transition out of the organisation.
I want to express my sincere gratitude for a rewarding employment experience during my time with [Company name]. I would like to thank you for the valuable experiences and growth opportunities I have gained during my [Duration of Stint] here. I will remember fondly my x years spent in [ Company Name ] as I had an opportunity to contribute to the success of the [Project Names and Main Responsibilities].
Thank you for your support and seek your kind understanding and support for my career journey. I wish for [Company Name] to have continued success.
Yours sincerely,
[Your Full Name]
[Contact Number]
[Email]
Template 3: Resignation Letter For Work Dissatisfaction
Dear [Recipient’s Name],
I am writing to formally resign from my position as a [Position] at [Company Name], with effect from [Date, according to your notice period, from the date of the letter].
I have been given an opportunity to make a career advancement and thus it means I will inevitably have to leave [Company Name]. I believe it is the right step for me at this point of my career to pursue my personal and professional goals and I hope to have your support.
Per my employment letter, my notice period is 3 months and if I leave, I will have to pay the company in lieu of notice. You have been made aware during my resignation conversation that my new company had presented a buyout of 1 month, in lieu of notice. In view of this buyout, my last day of service therefore will be on [Date].
I promise in these 2 months, I will ensure a smooth transition. I will be happy to assist the new person to familiarise with the [ xx system or xx project ] and carry out whatever implementation plans you have in mind for my transition out of the organisation.
I want to express my sincere gratitude for a rewarding employment experience during my time with [Company name]. I would like to thank you for the valuable experiences and growth opportunities I have gained during my [Duration of Stint] here. I will remember fondly my x years spent in [ Company Name ] as I had an opportunity to contribute to the success of the [Project Names and Main Responsibilities].
Thank you for your support and seek your kind understanding and support for my career journey. I wish for [Company Name] to have continued success.
Yours sincerely,
[Your Full Name]
[Contact Number]
[Email]
Unlock New Career Possibilities with Citadel Search
Congratulations! You now know how to write a strong letter of resignation. A resignation letter may seem like a trivial step in the resignation process, but holds utmost importance in upholding your professionalism.
We always advise our candidates to submit their resignation letter only after they have been successfully hired by their new organisation. As today’s business environment is extremely volatile, make sure all the loose ends are tied before tendering that resignation!
If you have yet to start your job search, get in touch with our specialist recruiters at Citadel Search. We can position you for better career prospects and guide you through the entire process of your career advancement. By partnering with us, you can gain exclusive access to a vast network of industry leaders and career opportunities. Connect with Citadel Search today to be the first to know of career opportunities that best suit your professional aspirations and be positioned for greater success. Remember, a well-planned career move is key to unlocking new possibilities.
Citadel Search is an executive search firm of choice at the forefront of bridging capabilities to unlock possibilities. In the course of working with many top tier MNCs, we have our ears to the ground on pressing issues, and hence seek to empower our clients to close gaps between their organisation’s talent requirements and what top talents are looking for.