A resignation letter is an advance notice an employee gives you the employer to inform the employer that such an employee will no longer be working for that particular organization. There are various reasons an employee might decide to tender their resignation letter to their employee. Some of the reasons an employee might decide to quit their job include the following;
- Most people quit their jobs usually when they secure another job with better pay.
- Some people also resign from job their jobs for personal reasons like relocation, marriage, and the like.
- An employee may resign if they are finding it difficult to balance their personal life with work life
- An individual might decide to resign from their present job if they want to explore another career
- Other reasons an employee might resign include a lack of development opportunities, bad ethics, and a lack of competitive benefits.
Guide on Writing a Resignation Letter
Begin with a formal header
This header should consist of the name of the employee, the mobile number, and the e-mail address at the top of the letter. Leave a space, followed by the date.
Address it properly
Address the letter to your immediate supervisor or manager, using their formal title followed by their last name (e.g., “Dear Mr./Ms. Smith”).
State your intention to resign
Give clarity to the reason you have decided to quit your position in the organization. Use direct and concise language, such as “I am writing to formally resign from my position as [your job title] at [company name].”
Provide notice period
It is important to include the period the resignation will take effect. Consider the standard two weeks’ notice, but adjust it based on your company’s policies or your specific circumstances.
Express gratitude
Express appreciation for the opportunities you had during your employment. Keep this section brief and professional, highlighting positive experiences and personal growth.
Offer assistance during the transition
Offer to assist with the transition period by mentioning your willingness to train a replacement or help in any way possible to ensure a smooth handover of your responsibilities.
Format the letter
Organize the content into separate paragraphs, keeping the tone professional and avoiding unnecessary details about your decision to resign.
End the letter
At the end of the letter, wish the company success in the future ahead. Use a closing such as “Sincerely,” or “Best regard” followed by your full name and signature.
Proofread and edit
Thoroughly proofread the letter for any errors or typos. Ensure accuracy and maintain a professional and respectful tone.
Deliver the letter
Print the letter and hand it directly to your supervisor or manager. Alternatively, send it via certified mail or email if that is preferred. Keep a copy for your records.
Differences Between Quit Notice and Resignation Letter
Quit Notice
- A quit notice is a legal document issued by a landlord to terminate a lease or rental agreement due to breached terms, such as non-payment of rent, illegal activities, or property damage.
- Upon receiving a quit notice, the tenant must vacate the premises within a specified period mentioned in the notice.
- If the tenant fails to comply, the landlord can pursue legal action and eviction proceedings.
Resignation Letter
- A resignation letter is a formal document submitted by an employee to their employer, voluntarily informing them of their intention to leave the job permanently.
- It allows the employer to plan for a replacement and manage the transition smoothly.
- The employee specifies the notice period they are willing to serve before leaving the job, which can be predetermined or follow industry norms.
- Through a resignation letter, an employee formally cuts ties with the company and may provide reasons for leaving or express gratitude.
- Unlike a quit notice, a resignation letter does not have legal consequences if the employee does not comply with their specified notice period. However, it may impact their professional reputation and result in a negative reference.
