How to Write a Professional Resignation Letter

So, you have finally decided to resign from your current position and move on. The decision could be due to unbearable hectic schedule, office politics, prolonged illness, better opportunities, or anything else.

It is, therefore, a good idea to write your resignation letter and send it to your manager. However, it is always better to discuss the matter with your manager before sending such a message.

A resignation letter is a formal document that states your reasons for leaving a position. It formally conveys your decision to the management and starts all related official processes.

It should be written as clearly and as succinctly as possible, stating only the truth. In order to be effective, it should be written immediately following an interview for a position in which you are applying.

Though it may take quite some time depending upon the magnitude and culture of your company, it is a standard practice to provide at least two-weeks notice before resigning from your current position.

A professionally written resignation letter can help to maintain a healthy relationship with your current employer and ease out the transition.

Moreover, such a note makes it easier to get a good recommendation and other benefits. Therefore, we advise you to draft your resignation letter very carefully, and in this article, we will help you with composing such a letter.

Tips for Writing a Professional Resignation Letter

Resignation letter is an official document. Keep it precise.

Include the Date of Submission, Address of Your Company, Addressee, Declaration of Resignation, Date of Resignation, and optionally Reason of Leaving.

Addressee could be your manager or the head of your institution. If someone is handling some of your accounts, you may optionally forward your resignation letter to him/her.

Acceptable Reasons for Leaving could be prolonged illness, relocation, job change, or anything explainable. However, this section is optional.

You should also consider the reason why you’re leaving your job before you write your resignation letter. If you are leaving because of a disagreement, then you could include this in your letter.

However, if you are leaving for personal reasons such as a health concern, then you should mention this in your letter as well.

Do not sugarcoat your letter with overstatement or show your dissatisfaction.

Resignation letter is a written document. All kinds of conflict should be avoided.

The tone should be positive. You should always be courteous when making a statement of your resignation.

It is also advisable to add your phone number so they can contact you if they have any questions or concerns.

Show your gratitude at the end of your letter. Knowing the proper etiquette can really make all the difference in how well you write your letter and what you say.

Things to Avoid in Your Resignation Letter

There are some words that you should never use in your resignation letter.

It’s easy to get caught up in the moment and make mistakes that could affect the relationship between you and your employer. When composing your letter, try to be careful about what you say and write every word carefully.

Words that should be avoided are: “That won’t do”, “I’m leaving”, “I can’t continue”, “I’m tried”, “It’s no good”, “Not true”, “No thanks”, “This is an unreasonable request”, “I would have taken it”, “I want you to know I am quitting”, “I’m sorry”, “You’ve done it wrong”, “Please understand”, “You’re such a bore”.

These words and phrases could be used in a negative manner when speaking with a colleague. But always give the impression that you’re thankful for their service and say it politely.

Another point to consider when composing such a letter is that you don’t misspell the name of the person you are writing to.

It is very common for people to leave out a name or misspell the name of someone they are sending their resignation to. This can be a big mistake and could cause the person to misunderstand your letter and possibly misconstrued what you are trying to convey.

1: Career Change Resignation Letter

August 3rd 2019
Sundaram Pichai
AB Consultancy Services
123 Bannerghatta Road.
Commercial City, Bangalore

Dear Mr. Pichai

I am writing this letter to formally inform you of my resignation from my current position at ABCyS. I took this decision after getting an offer from Cyan Technologies to work as a Senior Technology Consultant. Please consider this letter as a two weeks notice period.

My experience at ABCyS has been some of the best of my life. I want to take this opportunity to show my gratitude to the whole ABCyS family for its support and understanding. Please let me know if I can assist you with anything during these two weeks.

Jini Pinto

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2: Teacher Resignation Sample

The Principal
DAV Public School
August 3rd 2019

Dear Sir,

Please accept this letter as a formal notice of my resignation from my current position as a Trained Graduate Teacher, effective August 31st, 2019.

Teaching has been my first job preference, and I thoroughly enjoyed my tenure at DAV, Barrackpore. However, as already discussed, I want to pursue my postgraduate degree in Geography, therefore, need to focus on my studies completely.

I am thankful to you and the whole DAV family for the support and guidance I received during these days and wish you the best of luck.

Smita Sinha

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3: Relocation Resignation Letter Format

August 3rd 2019

Manoj Kumar
AB Consultancy Services
456 Bannerghatta Road.
Business City, Bangalore

Dear Mr. Kumar

I want to inform you that I am leaving my position with ABCyS as I am relocating to Shanghai with my family. My last working date will be 31st August 2019.

I not only have enjoyed my days at ABCyS but have learned immensely. The professionalism and the knowledge gained from ABCyS will definitely help me to advance my career in the coming future. I will miss the environment and my coworkers who have become close friends.

Please let me know whether I can assist you during this transition. Moreover, I am open to helping if you have any questions or need further information.

Smriti Kumari

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