Resignation means to quit a job. A resignation letter is an official letter that an employee sends to end their employment with an organisation.
Generally, a resignation is first communicated in person or through email. Thereafter, the employee sends a resignation letter to the employer, which also serves as a formal notice stating that the employee would not be working in the organisation, after serving the notice period as mentioned.
When resignation is first communicated in person, there is room for negotiation between the employer and the employee.
A resignation letter as a document is the official record of the resignation and gives information about the last day of the employee in the organisation.
Reasons for Resignation
It is obvious that quitting a job is not an easy decision and there would be a valid reason behind it. Generally, employees quit jobs for the various following reasons –
- For another job
- Salary issues or work culture issues
- Accident or illness
- End of employment contract
- Travelling issues
- Any personal reason or unavoidable circumstances
Key Points to Remember while Writing a Resignation Letter
- It is vital to communicate a resignation in writing as it not only serves as a document but it also denotes the formal ethics of the employee.
- Besides, a resignation letter helps the organisation to ascertain the final settlement due towards the employee, and to help the organisation find a replacement for the role as required.
- It is important to give a resignation letter with proper details to receive the acknowledgement letter and reference letter from the employer.
- It is important that a resignation letter is drafted precisely and should be kept short.
- Nowadays, the resignation letter is mostly sent by mail, though a hard copy could be given too, through hand delivery.
Tips for Writing a Resignation Letter
- Draft Letter
It is always advisable to make a draft letter before writing a final letter and sending it. A draft letter will help you get clarity of thoughts on your purpose and decision to resign. It will help you outline and finalise the letter you wish to send, and help you make your letter more detailed.
- Communicating the Resignation
It is preferable to communicate your decision of resignation in person before you send the resignation letter. It is not advisable to directly send a resignation letter without consulting your colleagues and seniors or the management. Besides, it doesn’t seem ethical as a sudden resignation letter without any previous communication can be shocking to the other employees, the management, and the organisation.
- Proper Mode of Communication
It should be noted that a resignation letter is to be sent through proper modes of communication. It should also be sent to the proper authority. Courtesy should be maintained in both writing the letter and communication of the reasons for resigning, and polite language should be used.
A resignation letter should be precise and to the point, clearly stating its purpose. It should be simple, stating reasons for the resignation. It would be advisable to show gratitude and thank the organisation for the work opportunity. Mention that you would complete your unfinished projects before leaving the organisation.
- Positive Attitude
It should be noted that the resignation letter should have a positive outlook. Negative statements, sarcastic remarks, or resentful comments would not be appreciated. Keep the language in direct speech.
Even if the employment has ended owing to a negative reason, one should always be careful with words.
Always proofread your letter before sending it. Check the accuracy, grammatical errors, and tone of the letter before sending it to the organisation.
Sample Format of a Resignation Letter
Herein below is a sample format of a resignation letter for reference.
Resignation Letter Sample
Name of the employee:
Address of the Employee:
Contact Details of the employee:
(Phone number and email id)
(Employer or the authority to whom it is being sent)
I am writing this letter to inform you about my resignation from the organisation. My last day in the organisation will be ______
I am resigning from this job due to the following reasons.
(Mention the reason for resignation such as a new job or personal issues or whatever as the reason it may be)
It was a wonderful experience working in this organisation and I am grateful to have had this opportunity of working as a ________ (your job position) in the organisation.
(In this paragraph, write about your experience with the organisation and show gratitude towards it, offer help to the organisation during the notice period, and wish the organisation best for their future)