There are many ways of writing a resignation letter. The good way of writing one is in a manner that helps you remain in the good books of your bosses and colleagues, puts you up to make complete use of your previous position and helps you network and gather good references for future job opportunities. A refined and charming resignation letter comprises of the following characteristics:
It should be official yet friendly– The first thing to consider writing a resignation letter is that you should be friendly yet not to forget that you are writing an official letter. Never use contentious or emotional words in your letter; it may spoil your elegant image.
It should be clear and concise- The resignation letter should use straightforward and unambiguous sentences such as “I am notifying my resignation effective from [date]”. It should not leave you open to counteroffers. Thoughtfully, you should give sufficient time to your boss to fill the position. Additionally, you may also consider giving your time to train the replacement if needed.
It should be supportive and assure full cooperation– The resignation letter must assure your supervisor of your complete cooperation in the transition during the notice period. Make sure that you include your contact details with a note that you can be called even after you have resigned and that you will be happy to answer doubts and queries and perform the complete knowledge transfer before and, where needed after you have left, to your successor.
Make sure to get all the details of employee benefits– Do not forget to inquire about the salary or employee benefits you are entitled to. Ask about your health insurance or pension plan if any.
Avoid Negativity– There should be no negativity in the letter, since it goes in your personal file. That being said; you never know when you would come across the same HR employees down the future. Hence it is best to keep all your bridges, instead of burning them down. Positive sentences can help you achieve that. Potential employers often contact your ex-employers for employment verification etc. Naturally, you must make a note of that. If you write negative sentences in the letter, it is certainly not going to go down well with employers who are called to vouch for you.
It should show gratitude– Avoid using the harsh words even if you are leaving because of some unpleasant reasons. Instead, show gratitude to the immediate supervisor for getting the new position owing to the professional experience you have gained while working on his job etc. Examples include: “I will always be indebted to you for your professional help and support and hope that my new colleagues are as accommodating as you and [names of colleagues]” etc. The letter should be signed with your first name.
[Your address]
[Your phone number]
Date
Person’s name
Simple Resignation Letter
[Title]
Company name
Address
Dear [manager/ first name of person],
Kindly consider this letter as a formal/official notice of my resignation from my position as [name of position] for [name of the company]. My resignation will be effective on [date]. This includes the notice period of [no. of weeks] weeks.
As you probably already know the reason for my departure [this is optional, you can either mention that you have received a new offer at Xyz Company, or that you are relocating etc].[Here you can thank your manager for help in getting the new position since you gained a great experience while working with him]
I would like to thank you for the many opportunities I have had with this organization. I would especially like to thank [names of colleagues] for their support and guidance and [mention positive experiences you have had at the workplace].
I wish you and [company name] the very best for the future. Kindly let me know if I can be of any help during the transition and help my replacement into his/her new role. [Mention that you will mentor the new person even after your last date]. [Ask how you can clean off loans or accruals of assets that you might have gained from the company]..
Thanks again for everything.
Yours sincerely,
[Your name]
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