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What To Include Inside A Resignation Letter?
At last, the big day finally came, and you have decided to leave your current employment. However, sending a formal resignation is necessary for you to notify the employer to stay prepared. Although you had a conversation with your employer and sent a notice regarding your willingness to leave, the resignation letter is still important. It basically acts as proof of your official resignation.
In this article, you will generally learn about what to include in a resignation letter. Before that, we will also discuss what a resignation letter is in the first place. Apart from that, we will also give you tips on how to write the letter and the various factors you will need to consider before you start writing the letter. Hence, to learn more about how to write this letter, read on through to the end of the article.
What Is A Resignation Letter?
According to Indeed.com,
?A resignation letter is your statement to an employer explaining that you’re resigning from your current position. Employees often give resignation letters two weeks in advance and provide their last date of employment in the letter. Submitting this notice gives the supervisor time to plan for the employee’s departure by hiring a replacement or assigning other employees to take over their tasks.?
If you want to send a resignation letter, you will need to do that in person or through email. Although a verbal resignation is possible, when you meet with your supervisor and talk about your problem, you will still need to send a mail.
The letter is mostly intended for the human resource department so that they can keep the resignation as proof of your official resignation. This helps them to prepare for your departure beforehand. They will then take steps to find new personnel for the position that you shall vacate.
If you want your managers and coworkers (who will become former soon) to say good things about you during references and background checks, you will need to send a formal resignation. Hence, you will need to include a well-written resignation letter that contains all the necessary details. The letter also gives you the opportunity to thank the organization for your experiences.
What To Include In Your Resignation Letter?
According to The Balance Money,
?It’s usually better to resign in person, and then follow up with a formal resignation letter or email. However, as more jobs become entirely remote, many workers will find themselves needing to resign via email, without having an in-person meeting first. If you are in this position, be sure to write your resignation email as professionally as you would a resignation letter on paper.?
However, while sending the letter/ email, make sure that your formal resignation consists of the following:
1. Contact Information
On the top of your letter or towards the end of the letter, consider including your name, job title, phone number, email ID, etc. You must also include your supervisor?s information at the top of the letter. Apart from that, make sure you add the date when you are considering submitting the letter. This shall help in making the letter look professional and easy to file for future reference.
2. Formal Greeting
Make sure your greeting at the start of the letter is warm and formal. Add words like ?Hello? or ?Dear? before the name of the reader. Make sure your letter is friendly and professional. Also, try to include formal titles like Mr., Ms., or Mrs.
3. Resignation Statement, And Your Last Day Of Work
Make sure you state the subject of the letter in the first line of your letter body. Furthermore, announce your resignation and state the date when you are willing to work for the last time. The date of submitting the resignation should be at least two weeks prior to the last day of your work. This time range is called the notice period.
However, depending on the company you are in, the notice period can be different. Hence, refer to the employee handbook or the company rules to find this information.
4. Willingness To Help In The Transition Process
After you have stated your reason for leaving the company, you can provide further details about your role in the transition process. You can include something like that you are willing to train someone new or any other team member. You can also include information about how you are planning to complete the tasks you have in hand within the period.
5. Expression Of Gratitude
You must express your gratitude and appreciation for the opportunity that you received from this employer. Here, you can also explain what you have learned from the role and how it helped you grow in your professional career.
Here is a sample statement from Hubspot.com –
?I appreciate the opportunities for professional development that you have provided me over the past two years. I have enjoyed my tenure at [Company Name] and feel honored to have been part of such a supportive team.?
This way, you shall be able to maintain a professional relationship with your supervisor, as well as the company as a whole. This will also help you if you list your manager as a professional reference for future opportunities.
6. Sign-Off
Use a formal and warm sign-off like ?Yours sincerely? or ?Yours truly? before your name and signature. After you are done, read the letter again and again, and make sure that the letter is neither too formal nor too warm. Also, ensure that there are no grammatical errors in the letter.
Wrapping Up
A resignation letter is a must when you are leaving your job. It ensures that the employer only has good things to say about you when they are doing background checks and references. Apart from that, it also enables you to keep goodwill with the employer you are leaving. However, before you send your resignation letter, consider resigning in person.
If you want your resignation letter to be formal and assuring, consider thoroughly following the steps mentioned in the previous sections. Do you have any more recommendations regarding how to write a resignation letter? Share your ideas with us in the comments section below.
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