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How to write a resignation letter

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Before you take the move of resigning from work, make sure you’ve really thought it through. Sometimes hating your job isn’t a good enough reason to throw in the towel if you have nothing else lined up. However, there are also positive reasons to leave, such as relocation, a promotion, more favourable hours etc. But if you have decided to quit, for whatever reason, it’s usually best to resign in person and then follow up with a formal resignation letter which will go on your employment file.

Why is a resignation letter important?

Although it should be brief, your letter of resignation is very important for a number of reasons.

  • First of all, it will be included in your file and could be made available to potential employers in the future and so needs to be professional and polite.
  • You may also need a reference from the company so it wouldn’t serve anyone’s interests to be anything less than courteous and to the point.
  • Once you have decided to leave there is no point criticising your employer or your job – especially not in the official record, so regardless of why you’re resigning, or your feelings on it, don’t include anything negative about the company or your co-workers.

What should your resignation letter include?

resignation letterYou should include basic details only. Your name, address, the position you are resigning from and the date you are leaving; the latter may be determined by the notice period you are required to serve as per your contract of employment with the firm.

Include your reason for resigning if you’re leaving under positive circumstances, such as relocation or a return to studies, but if it’s for negative reasons it’s best to keep them to yourself. Be polite about quitting without burning any bridges.You can also add a line to say you have enjoyed your time with the company and express your gratitude for any opportunities you have had during your employment.

It’s also good practice to offer your help during any transition period. It may not be taken up, but the offer will be appreciated and shows good grace.

Writing your resignation letter

If you need to email your letter of resignation, make sure you write it as professionally as you would a paper version. Here is an example of how the body of your letter could read:

“I am writing to inform you that I am resigning from my position as Field Sales Executive for Smith’s Ltd, effective September 1. I have enjoyed my time with the company and would like to express my gratitude for the support, training and development opportunities you have provided me during my three-year tenure.

Please let me know if I can be of any help or assistance during the transition period.”

Finally, good luck with your new venture!

 

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