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A Guide on How to Write the Perfect Resignation Letter
Learning how to write a resignation letter in the era of the ‘Great Resignation’ is key to retaining essential long-term workplace relationships. A March 2022 SHRM report claims that 47.8 million workers quit their jobs in 2021, topping the 2019 total of 42.1 million. So, if you are thinking about quitting your job, you are definitely not alone and will find this blog on how to write a resignation letter useful.
Why Should I Write a Resignation Letter?
A well-crafted letter of resignation ensures positive communication about leaving your current employer and a frictionless transition to your next professional space. So, what should you include in your resignation letter, and what should you not? Let’s find out.
Step-by-Step Guide on How to Write a Resignation Letter
Despite job shifts becoming commonplace, the art of how to write a resignation letter is still difficult to master. Here are some tips to help you through this daunting process:
Focus on What You Say
Everyone knows conversations around resignations are difficult to conduct. There can be a tendency to ramble, and that is essential to avoid. Try to focus on what you are saying and avoid going astray, and an effective way to do that is to use ‘I’ statements. ‘I’ statements are a recognized tool in relationship management and focus more on the emotions and beliefs of the communicator. They reinforce feelings about any issue in a clear and concise manner, and tend to not convey or invite negativity.
Here is an example:
In the beginning I used to find it quite challenging to work here. I was often worried about freely expressing my views about an issue. But I have always found warm support from my colleagues who have been warmly patient throughout the time.
These three sentences clearly state the writer’s feelings without any distractions, and will only help resolve conflicts faster with quicker identification of circumstances.
Talk About How it Has Been a Good Learning Opportunity
Every company has something worth appreciating and learning from. Jot down those points and be specific when you’re writing your resignation letter.
Here is an example:
I appreciate the time I spent working here as a [position title]. I have learned a lot in the role such as [list some skills learned or responsibilities]. I know the knowledge gained here will be an asset to me throughout my career and I’m thankful for the opportunity. I also deeply appreciate the work culture of this organization and how the top management is highly invested in everyone’s mental well-being.
Employers like to see their efforts and resources getting acknowledged by their employees. Moreover, writing about these positive contributions earns you a potential recommendation in the future. Major companies always check employment history and positive recommendations are assets of developmental growth in any domain.
ALSO READ: 17 Recession-Proof Jobs and Top Skills for a Stable Career in 2023
Avoid Harsh Feedback and Criticism
A resignation letter is also the final official document about your employment. It is a professional letter related to your tenure and not a space to voice out your grievances: There’s an exit interview for that. So when you are thinking about how to write a resignation letter, remember to end your employment on a positive note.
Keep the Content Short and Simple
Apart from using ‘I’ sentences, it is also important to keep the letter short and simple. A resignation letter isn’t a space that demands any literary prowess but only a clear intent in a concise declaration.
Include Dates: Notice Period and Last Working Day
A key part of learning how to write a resignation letter is keeping in mind all its formal rules:
- If it is an email resignation, state the subject line with clarity
- Start with your position at the company alongside the resignation statement
- The resignation statement should mandatorily comprise the notice period, company name, and the effective last date of employment
- The letter should necessarily include the date of resignation
ALSO READ: 14 Employee Retention Strategies for Your Company in 2023
Sample Resignation Letter
If you want to know how to write a professional letter of resignation, you can use our downloadable template. Here is the letter sample:
Email Subject Line: Letter of Resignation for [Your Name]
Dear [Employer’s name],
As we discussed in our meeting today, I am resigning from the position of [Designation] at [Company name]. My last day at the office will be [insert end date of notice period].
Thank you for teaching me how to thrive in a fast-paced environment and accommodating my professional journey in situations with changing parameters. I want you to know that I am grateful for your support and have thoroughly enlightened myself amid the ever-growing work culture.
During this time of transition, I will resume my duties as a [designation] while also screening candidates for my replacement.
Please let me know if there’s anything I can do to make the transition as smooth as possible. I wish you and the team continued success.
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There have been monumental shifts in the traditional office culture, especially with employees reevaluating their ideas, reasons, and purpose behind joining a workforce. With the rising closures to exciting professional journeys and collaborations, learning how to write a resignation letter is even more critical.
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Written by Bishwadeep Mitra
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