If you are in the process of resigning from your job, you need to know how to write a resignation letter. In the first instance, you may imagine that this is the easiest step in the world because, basically, all you have to say is that you’re leaving but, unfortunately, there is a lot more to writing a resignation letter than that.
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There are many different types of resignation letters. Below are just a few examples why an employee might write a resignation letter. It would be impossible to list everything in an article of this size.
Although your letter is the end of your time with the company, don’t be tempted to let standards drop.
Use the first sentence to make your intentions clear. It is no use being flowery so that your boss or HR have not got the faintest idea what you are talking about until they get to the bottom of the page. You should inform the reader of the position that you wish to leave and the date that you intend to leave. In some cases, two weeks’ notice is the official requirement and in some it is one working month. You should check your contract before you write your resignation letter. For instance:
Dear Mr Peters
I am writing to inform you formally that I am resigning from my position as Head of English at the Bronte College of Literature. My final day will be April 24th 2018.
In the next paragraph, it is a good idea to demonstrate how thankful you are to have worked in the position. If at this point, you read that and your jaw drops because the job has been less than desirable, remember what was mentioned earlier – references or maybe even returning to the company. It useful to mention specifically some of the duties that you have enjoyed doing or even anything that has been a useful learning experience for you. This will make your letter appear more genuine. For instance,
“I wish to thank you for the wonderful opportunity that you gave me when employing me as Head of English at your college. I have enjoyed many wonderful experiences coordinating the college Shakespeare Festival and have learned so much whilst editing the college magazine. All of these skills and experiences will help me in my future career.”
In the next paragraph, you need to make it clear that your heart will be in the job up until the very last moment. In other words, you will ensure that all the paperwork is up to date where possible and it will be easy for anyone taking over your job to step into your position because everything will be tidy and organised. Incidentally, don’t make any rash promises that you cannot keep. This will make you stressed and also leave you looking like you don’t keep your word. For instance,
“During my final month at the college, I will make sure that I leave all my records clear and organized and I will do everything possible to help with a smooth transition. If you wish to discuss any particular requirements that you may have, please let me know.”
After that, you should wish the company success in the future and also indicate that you will still keep in contact with them. Even though you may not feel like saying this, it brings about a positive closure and will leave you in an encouraging light.
“The college has proved such an inspirational place to me and so I hope it continues with every success in the future. It does not need to be said that I will stay in contact and also follow the college’s progress with enthusiasm.”
You should end your letter with ‘yours sincerely’. Do not use ‘yours faithfully’ as this only applicable if you don’t know the name of the person that you are addressing. In other words, if you began your letter Dear Sir or Madam. Also, even if you know the person that you’ve written the letter to quite well, it is better to avoid ‘kind regards’ or ‘best wishes’ in this instance. The reason being that the letter is a formal one and therefore traditional closure should be adhered to.
We have now covered how to write a resignation letter in the blanket sense. If you have other circumstances; you can work these into the basic letter.
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