How to Write a Letter of Resignation
A letter of resignation should always be formal and written properly. Unlike an informal email, it is an official document and you should not sound chatty. Instead, use Business English, use Business style and sign off with “Yours sincerely.” For example, you should avoid including your grievances. You should also ask for a reference if possible.
Don’t use it as an opportunity to air grievances
While it is tempting to use your resignation letter as a forum to air your grievances, this is not a good practice. While you may have some personal issues with your coworkers or your employer, it is better to be respectful of their feelings and keep your letter as positive and constructive as possible. Even if you are leaving your job because of bad working conditions, you shouldn’t use your letter to express your negative feelings. This letter is a formal record of your departure from the company and will likely stay in the company’s archives for years to come. Moreover, any negative comments you may have about your colleagues, your boss, or the company itself can negatively affect your chances of finding employment elsewhere.
Resignation letters should be formal and courteous. A simple thank-you to your manager can send the message that you are a professional, not someone who would like to air their grievances. Even if you hate your job, you can find something positive about it.
Don’t include your grievances in the letter
When preparing to write your letter of resignation, avoid citing your grievances or complaints. This is not a place for personal acrimony. The purpose of your letter is to leave the company on good terms. You never know when you’ll run into a former co-worker or employer at another job. This is why it is important to keep the tone professional and positive.
Unlike in an interview, a resignation letter is not the place to vent your grievances. It is not the place to discuss your experiences, your compensation, or other matters related to your position. In addition, it is likely that your letter will remain in the company’s files for years to come, making it inappropriate to air your grievances.
Another mistake many people make is to include their grievances in the letter. While it is natural to be disappointed, such a letter is not an appropriate place to discuss your problems. Instead, keep your resignation letter as brief and informative as possible. Instead of highlighting your shortcomings or voicing your grievances, write about your positive experiences at the company. Your new position might be better, but it shouldn’t make your former colleagues jealous.
Ask for a reference
Whether or not to ask for a reference is a personal decision. There are a lot of options for how to ask for a reference, and choosing the appropriate method depends on how comfortable both parties feel with the process. Traditionally, asking for references via email or telephone seemed very impersonal. Today, there are many effective ways to ask for a reference.
When asking for a reference, be sure to be polite. Don’t assume that a former co-worker or manager will say yes, even if they are the ideal person to serve as a reference. They may be too busy to provide a reference, or they may simply be hesitant to give it. Regardless, it’s a good idea to let them know you’ll be following up with them in the future.
It is crucial to provide references with the proper documentation. Whether they are written by former co-workers or by your current employer, references should include the relevant details of the job applicant. In particular, they should include any leadership roles or academic accomplishments, and discuss specific skills.
Don’t include a thank you note
When writing a letter of resignation, it is important to make sure that it is formal. Your letter must follow a specific format and should be addressed to the right person. The letter should be brief and not exceed one page. It should also focus on the positive aspects of your employment with the company. For example, you should express your gratitude for the training and opportunities you received while working for the company. You can also give specific examples of the good aspects of your experience. This can include your knowledge of the industry, positive memories of colleagues, and the growth in your skills.
You also should thank your coworkers for their help. You should send a thank you note to each of them for their work and let them know that you will miss them. It is not a bad idea to include a thank you note in your letter of resignation. Besides, this is an excellent opportunity to show how much you value their contributions.
Don’t include your salary in the letter
When writing your letter of resignation, never include your salary, and don’t mention salary negotiations. Instead, focus on why you’re leaving, not the company. It’s also best to keep the letter short and to the point. Don’t mention any issues you may have had with the company or its leadership. For example, you should not mention whether you’ve been rewarded with more pay or if you’re unhappy with your work environment.
Ensure that the letter is addressed to the correct person. Be sure to include the date of your last day of employment. It’s also a good idea to state your intentions to the company early on in the letter. This will help the reader understand your objectives and give context to the rest of the letter.
Don’t include a date
If you don’t want to give a date in your letter of resignation, don’t. While including a date at the top of the letter is a nice touch, it’s not mandatory. The purpose is to clarify the last day of your employment. In addition to making it easier for your former employer to find out when you left, a date on your resignation letter will also serve as a reliable reference.
When submitting your letter, make sure to address it to the proper person. A general greeting like “To whom it may concern” looks thoughtless and unprofessional. A proper greeting is “Dear Mr./Ms. (leader’s last name). If you are handing in a physical letter, it is best to leave one-inch margins on all sides and a center-aligned header.
Don’t include a list of accomplishments
While it’s tempting to include a list of accomplishments in summing up your time at work, a letter of resignation isn’t a place for bragging. Instead, mention what you appreciated about working at the company, including any meaningful relationships you’d built with co-workers. This will demonstrate to your company’s management that you’ve made a positive impression while at work.
If your letter is to be read by your new employer, try to be as positive as possible about your time with the company. Emphasize the good things about the company and thank your current managers or relevant colleagues. Also, include specific examples of the experiences you had during your time there, such as new skills learned, industry knowledge, and positive memories of your co-workers.
Don’t include a date for your last day
When you send a letter of resignation to your employer, do not include a date for your last day. This is a common mistake, and will result in your letter not being taken seriously by your employer. Instead, you should provide information about yourself, and thank your employer for the opportunity. Also, include your contact information, including personal and forwarding details.
You may be asked why you are leaving your job and what you’re planning to do afterward. Be sure to include a short answer about your future plans and what you’re looking forward to. It is also a good idea to thank your co-workers and exchange contact information with them. Your coworkers may want to stay in touch, and it’s okay to mention this in your resignation letter. If you want to continue working with them, make sure you include your email and voicemail addresses.
Before you send your resignation letter, make sure to review your employment contract. Some companies require that you provide at least two weeks’ notice before leaving your job. However, this notice period may be shorter or longer, depending on the circumstances.