Have you thought about resigning from your current job or position? You should practice giving your boss a resignation letter if this is the case. Is it required to hand in a resignation letter, and if so, what are the reasons for doing so? When should you give notice to your current job, and what should you include in that notice? You will discover information on how to write a resignation letter and an example of a resignation letter that you may use as guidance while drafting your resignation letter.
What Is a Resignation Letter?
A resignation letter is a formal letter that an employee sends to their employer to tell them they are leaving their job at the company. In other words, it is the formal method of terminating employment. As with any proper business communication, the goal of a resignation letter is to let your employer know that you will no longer be working for the company, to explain what you plan to do next, and to set a good tone for the rest of your time there.
Different Types of Resignation Letter Samples
If you have a high position in the company or work for a lousy boss and want to leave, it can be tough to write a resignation letter because the subject matter is so sensitive. In any case, you need to keep things on the up and up and never, ever complain about your existing employment. If you want to move up in your career, you should stay on good terms with your current employer.
However, it’s best to keep a resignation letter short and simple. You are not required to provide a lengthy explanation for your resignation. Since this is a legal document, you should keep a formal tone and let the right people know about it.
Also, thank the company from the bottom of your heart for hiring you and giving you such valuable experience. Avoid sharing any deeply personal or emotional information until your exit interview. Here are the types of resignation letters you can consider:
#1. Resignation letter citing an unsuitable work environment
This example and type of resignation letter can come in handy if you discover that the culture of the organization is no longer a good fit for you or if you want to quit your job because you are unhappy and dissatisfied with the work that you are doing. This could be caused by a bad work environment, toxic coworkers or culture, dissatisfied management, or unfair treatment.
#2. Resignation Letter for Professional Development
Use this type of example of a resignation letter to tell your boss that you’re leaving because your current job doesn’t offer any opportunities for professional growth and you want to try something else.
#3. Resignation Letter in Preparation for a New Employment Opportunity
This is an example and type of resignation letter in which you explain that you are leaving your current job to work for a different company that better fits your skills and career goals.
What Is the Best Reason to Give for Resignation?
When transitioning to a new job, your present and prospective employers may be curious about your motivation for leaving. Your current and prospective employers will want to know why you’re leaving; the former will want to know why you dumped their company, and the latter may use that information to evaluate whether or not to hire you.
Applicants are often asked to explain why they left a previous job during interviews or on job applications. Before starting a job search, candidates should consider how they will explain their decision to leave their current or most recent employer. This will help them avoid any discrepancies between the reasons given to their current employer and the reasons given during job applications and interviews. Here are the best reasons to give in your letter of resignation:
#1. Optimal Chances
If a better job comes along, like one with a different work culture, higher pay, or a more interesting role, that is a good reason to switch jobs. Any worker has the right to leave their current position for one that pays more or has better benefits.
In addition, employees who are given a chance to work for some of the industry’s biggest names get to benefit from working in a more difficult setting, potentially enjoying a more positive work culture, and occasionally even receiving a pay raise.
But if money is your main reason for looking for a new job, some employers may think you need to be more materialistic. The reason should go with something else, like professional growth, a change in working conditions, or a complete career change.
#2. Professional Growth
One of the best reasons to quit a job is to try to get a better job somewhere else.
You might feel like you’ve outgrown your current job and are ready to move up by taking on more difficult tasks or being exposed to new opportunities. Explain how the position you’re interviewing for will help you achieve your career goals. You’ve shown in your response that you’re eager to learn and eager to advance in your job by welcoming opportunities for growth.
#3. New Work Arrangement
It’s important to think about the many reasons why someone might be looking for a different job. Many people who resigned from their employment in the “Great Resignation” of 2021 did so because they wanted a more flexible schedule and a better work-life balance.
In the case of becoming a working parent, for instance, you might prefer a remote position that allows you to work and care for your child simultaneously.
Give the hiring manager a quick summary of why you think the position you’re applying for would be a better fit. Make sure they know you can juggle your career and personal life well.
#4. For Medical Reasons
Another reason an employee can quit is if they need a more adaptable work schedule to take care of a medical condition. Additionally, this may be the case if a person must leave work to take care of a sick family member.
Women may also choose to forego paid employment when their due date nears in order to devote themselves fully to raising their children until that time comes when they are old enough to care for themselves. It means they’ll be out for longer, increasing the pressure on their employer to find a replacement as soon as possible to keep business as usual. The returning worker should explain that their personal condition has improved enough to focus on their new job.
#5. Changes in the Organizational Structure
As a means of surviving the storm of an economic downturn, the majority of organizations will, as a matter of course, put into effect specific procedures designed to cut their costs as much as possible. It’s possible that laying off some employees whose services won’t be needed until the economy starts to improve will be an essential part of the strategy to deal with the current predicament.
When the number of employees is cut, the team’s overall morale and productivity go down. This is because the people who still work there are expected to take on more responsibilities now that other workers have been let go. As a result, employee turnover rates rise.
Is It Ok to Resign by Email?
The way you resign matters and may have long-term consequences. Burning bridges with your current employer can hurt your job search and the offers you get in the future. Make things easier for everyone and depart on a high note.
So, yes. Most of the time, you should hand in your resignation in person and with a formal letter. For example, when you work from home or have an emergency, you may need to send a resignation email.
What Not to Say When You Resign
If you want your employer to accept your resignation without feeling responsible, you shouldn’t use phrases like “I’m quitting” or “I’m leaving.” Keep away from statements like “I’ve found a better opportunity” or “I’ve outgrown my position.” Instead of being so harsh, ease up on them.
Should I Resign in the Morning or Afternoon?
You should carefully plan the time you will formally leave your job. Quitting on a Monday or Tuesday at the day’s end is ideal. If it is scheduled for the evening, it is for your convenience. If you plan your resignation meeting for 5:00 p.m., you can avoid any awkwardness by leaving work right after it. Then hand in your resignation first thing in the morning; otherwise, you’ll be stuck looking at your employer all day.
If you give your boss your resignation letter first thing in the morning, you’ll have to see him all day. Nonetheless, if you resign at the end of the day, you can go after the night has passed and you’ve had time to calm down. As an additional perk, you’ll have the entire day to pack up your things and say your goodbyes if your employer rejects your resignation (some will appreciate the two-week notice but may ask you to leave anyway).
How to Write a Resignation Letter
- Maintain brevity as your top priority. The letter is primarily transactional in nature, therefore it’s best to keep it brief.
- Write the letter to your manager or to human resources, whichever you feel is more appropriate.
- Give a precise and concise explanation of your departure time and the following steps. Keep things general, like “I’m leaving to explore the next step of my career,” if you don’t have anything specific in mind.
- If you have something to be thankful for, it’s a good idea to say so. It must be pleasant and genuine.
- Think about describing some of the projects you were most looking forward to working on or other achievements of which you are particularly proud.
- Finally, you should discuss the steps that will be taken moving forward, such as the date of your leave and your dedication to a seamless transition of your duties. What you’ve offered here is what you can do to ease the change.
What Is the Best Month to Resign?
Multiple studies, like the CareerBuilder Bonuses Report, have found that the months of December through July are optimal for resigning from one’s job. This makes no sense.
One reason is that this is when employees are eligible to receive two of the company’s most sought-after bonuses. There are two bonuses per year: one at the end of the year and another one halfway through. These amounts often exceed one month’s salary, giving prospective workers at least a month’s worth of financial security while they hunt for or make the move to a new position.
Also, 77% of companies in 2022 said that the most common time to give out incentives is in December. Even more, employees tend to leave their jobs in January more than in any other month. Also, read CONSTRUCTIVE DISCHARGE: What It Is .
What Day of the Week Is Best to Resign?
If you and your boss are both tired on Friday night, you might both benefit from your resignation. If you do whatever you need to do on the weekend, you won’t have to bother your coworkers during the week.
Do I have to tell my employer where I am going when I resign?
There are a number of things you need to do in order to formally resign from your present job. In any case, it’s always a toss-up whether or not you should let your coworkers, and especially your supervisor, know where you’ll be.
So, No. In all honesty, the only information they truly require is that you are leaving, or are at least considering doing so. Where you intend to go or actually go is, however, none of their business. It’s totally acceptable if you want to keep this information to yourself.
Can you be fired after you resign?
To sum up, a resignation doesn’t stop an employer from firing an employee before the end of the notice period, but it does mean that the employee won’t be paid during that time.
Do You Send a Resignation Letter to HR or the Manager?
While every organization is different, most resignation procedures involve handing in a letter to the supervisor and then working with human resources to tie up any loose ends.
Reasons Why You Should Write a Resignation Letter
#1. It Creates a Paper Trail
As a matter of proper documentation, certain employers or HR staff may request that you write and submit a letter. Even if no one asks for it, you can still hand in a resignation letter to ensure there is a record of the day you gave notice and the date you will be leaving your position. This might help with the paperwork for your last paycheck and taking over your new responsibilities.
#2. You Wish to Manage Public Perception of Your Leaving
You can say when you’re leaving and why in an official letter. Send the letter to your employer and copy HR or your boss’s supervisor if you’re concerned that they may try to spin your departure in a way that suits them (but isn’t the real explanation). By doing this, you can affect people’s perception of you and make them more likely to recommend you.
#3. It’s the Norm for Your Organization or Field
It is customary in some workplaces for employees to give notice by letter. You’ll need to do some research because the answer will depend a lot on things like location, field, employer, and so on. You may ask a former employee if they ever sent such a letter, or you could ask a trustworthy member of human resources how such requests are normally handled.
#4. You Think It’ll Be Useful for Keeping the Conversation Under Control
It’s not easy to have that difficult conversation with your employer where you break the news that you’re leaving. Your resignation letter, sent via email just before your scheduled meeting, can serve as a conversation starter. That way, they’ll be prepared for your conversation and have time to take in the news before you continue.
Conclusion
Giving the employer notice of your resignation is not required by law, but it is often helpful. Depending on when you send your letter, your boss will have time to find a replacement or train a coworker to do your job.
As an official record, HR and your employee file will benefit from having a copy of your resignation letter. Even if you tell your boss you’re leaving verbally, many of them will still want you to sign paperwork to get your leave benefits.
Resignation Letter FAQs
What are things to avoid in a resignation letter?
- In your resignation letter, please do not specify the reason for your departure.
- Please don’t be rude to the organization.
- Please don’t boast about your successful job search.
- Never speak ill of your employer or fellow employees.
What should I include in my resignation letter?
- Give your full name and your official firm name.
- You should begin your resignation letter with a paragraph explaining why you’re leaving.
- The departure date you’ve set.
- A brief paragraph in which you express gratitude to your company for the chances they have given you.
- Include a paragraph in which you express your desire to help with the changeover.
- Your signature.
How do you tell your boss that you're resigning?
- Submit a meeting request in person.
- Provide an explanation for your decision to leave your current job.
- Send a two-week notice if possible.
- Make an offer to help smooth over the changeover.
- Express gratitude.
- Share your thoughts in a positive way.
What is the difference between a two weeks' notice letter and a resignation letter?
They’re essentially the same. They both have the same purpose: to announce your resignation. A resignation letter can be given at any time, while a letter giving two weeks’ notice must be given at least 10 business days before the employee’s departure.
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