Resignation letter : Definition, Types and steps of writing

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What do you do after you have decided to quit your job?

Perhaps you think that this is the perfect opportunity to vent out all the anger and frustration you had towards your boss and the company. But in reality, you should not bring yourself anywhere near those thoughts. Even when you are leaving the organization, it is necessary to depart on a positive note, leaving behind a lasting impression. So the answer to the question above is, you write a resignation letter to your boss, officially announcing that you are prepared to sever all ties with the company and move on.

What is a Resignation Letter?

A resignation letter is a letter written by an employee to the employer, announcing the decision to resign from his current job or designation. A person may quit his job for several reasons, for instance, moving to a new town, focusing on family time, getting a new job etc. Whatever be the reason, the ideal course of action is to resign in person and then follow up with a resignation letter. Below we have demonstrated how to write a proper resignation letter.

Types of resignation letter:

There are different types of business resignation letters. They include:

  1. ‘Time Period’ notice resignation letter
  2. Formal resignation letter
  3. Independent contractor resignation letter
  4. Resignation letter with the reason for leaving, etc.

Steps in Writing a Resignation Letter:

1. In accordance with the business letter format, the letterhead contains contact information (name, title, company name, company address, email etc.) of both the resigning employee and the intended reader or employer, with the date of sending the letter placed in between.[Employee’s contact information]

Date:

[Employer’s contact information]

2. Including a subject is optional, but it is important to start with a proper salutation.

3. The opening paragraph should directly articulate the two most important facts in the letter:

  • The formal announcement of the resignation
  • The effective date of resignation

4. In the second paragraph, you may say why you are quitting the job, although it is not compulsory. However, if you do choose to mention the reason, take caution so that you do not say anything negative about the company since you want to keep maintaining a good relationship with your employer for the sake of your next job. Even if your reason to quit is dissatisfaction towards your job or anything of that sort, stay as positive as you can.

5. In the third paragraph, offer a helping hand in the transition period unless you are completely available. Do notify how long you would be available for the purpose.

6. In the final paragraph, express your gratitude for the opportunity that you had been given to work for the company, and briefly list all the takeaways from this job. Speak of everything you have learned in your time of serving here and the experience that you had.

7. Finally, give a proper closing salutation such as “Yours Sincerely” to close the letter, and sign at the bottom above your name. 

A few tips to remember:

  1. Instead of sending a resignation letter out of the blue, it is always better to disclose the news in person first, so that it will not come as a bitter surprise. After that, you can follow up with the letter to make it official.
  2. Writing the cause of resignation in the letter may leave room for misinterpretation. So it is better to clarify everything in person. Besides, the letter is best kept concise and to the point. Still, if you deem it necessary, you can include the reason for quitting.
  3. Even if you are happy to be resigning, you must be positive throughout the letter, preserving a tone of politeness and gratitude. In this case, you don’t need to be apologetic because there is nothing wrong with wishing to move on.

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