How to Write and Submit a Resignation Letter: Email vs. Hard Copy
Source www.ah-studio.com
The Best Structure for a Resignation Letter
Writing a resignation letter can be nerve-wracking, but it’s important to do it right. A well-written resignation letter will leave a positive impression on your employer and help you maintain a good relationship.
Essential Elements
Every resignation letter should include the following key elements:
- Your name
- Your address
- The date
- The name of your employer
- Your employer’s address
- A clear statement of your resignation
- Your last date of employment
- Your signature
Format
Email:
- Use a formal email address.
- Subject line: "Resignation from [Your Position]"
- Body of email: Include the essential elements listed above.
Hard Copy:
- Use high-quality paper.
- Handwritten or typed letters are both acceptable.
- If handwritten, write clearly and neatly.
- If typed, use a 12-point font size and 1-inch margins.
Paragraph Structure
Opening Paragraph:
- State your intention to resign from your position.
- Express your gratitude to your employer for the opportunity.
Body Paragraphs:
- Briefly explain your reasons for leaving (optional).
- Offer to assist with the transition.
- Express your best wishes for the company’s future.
Closing Paragraph:
- Reiterate your last date of employment.
- Thank your employer again.
- Sign your name.
Bullet Lists and Table
Bullet Lists:
- Use bullet lists to highlight specific reasons for leaving.
- Example:
- Seeking new challenges
- Pursuing higher education
- Starting my own business
Table:
- Use a table to provide a detailed list of your accomplishments during your tenure.
- This can be helpful if you are applying for a higher-level position.
Additional Tips
- Keep your letter concise and to the point.
- Proofread your letter carefully before submitting it.
- Submit your letter in person or by mail. If emailing, follow up with a phone call.
- Be prepared to meet with your employer to discuss your resignation.
Resignation Letter Templates for Various Reasons
To Pursue an Exciting New Opportunity
Dear [Manager’s Name],
I am writing to express my gratitude for the past [number] years I have spent at [Company Name]. My time here has been invaluable in my professional development and I have thoroughly enjoyed working with such a dedicated team.
After much consideration, I have decided to resign from my position as [Your Position] to pursue an exciting new opportunity that aligns with my long-term career goals.
I am committed to ensuring a smooth transition during my departure. I will do everything I can to support my team and ensure my responsibilities are handed over effectively.
Thank you again for the incredible experience I have had at [Company Name]. I wish you and the company all the best in the future.
Sincerely,
[Your Name]
To Relocate for Personal Reasons
Dear [Manager’s Name],
I am writing to inform you of my decision to resign from my position as [Your Position] due to personal relocation.
My family and I have made the difficult decision to move to [New Location] to be closer to our extended family. This move will provide us with valuable opportunities for personal growth and support.
I am grateful for the opportunities and experiences I have gained during my time at [Company Name]. I have learned a tremendous amount and have made lasting friendships.
I am committed to supporting the team during my transition and will do everything I can to ensure a smooth handover of my responsibilities.
Thank you for your understanding and support. I wish you and the company all the best in the future.
Sincerely,
[Your Name]
To Return to Education
Dear [Manager’s Name],
I am writing to submit my resignation from my position as [Your Position] to pursue full-time education.
After much deliberation, I have decided to return to school to enhance my knowledge and skills in [Field of Study]. This opportunity will allow me to further my career aspirations and contribute more effectively to the workforce.
I am deeply grateful for the support and guidance I have received during my time at [Company Name]. The experiences and lessons I have learned here will remain invaluable as I embark on this new chapter.
I am committed to assisting in any way possible to ensure a smooth transition during my departure.
Thank you again for the incredible opportunities you have provided me. I wish you and the company continued success.
Sincerely,
[Your Name]
To Start a New Business
Dear [Manager’s Name],
Please accept this letter as my formal resignation from my position as [Your Position]. My last day of employment will be [Last Day of Employment].
After careful consideration, I have decided to pursue my entrepreneurial aspirations by starting my own business. This decision has been driven by a long-held passion and the belief that I can make a meaningful impact on [Industry].
I am grateful for the support and opportunities I have received during my time at [Company Name]. The skills and experiences I have gained here will be invaluable as I embark on this new venture.
I am committed to ensuring a smooth transition during my departure. I will do everything I can to support my team and ensure my responsibilities are handed over effectively.
Thank you again for the incredible experience I have had at [Company Name]. I wish you and the company all the best in the future.
Sincerely,
[Your Name]
Due to Disagreements with Management
Dear [Manager’s Name],
I regret to inform you of my decision to resign from my position as [Your Position], effective [Last Day of Employment].
After careful consideration, I have come to the difficult realization that our visions for the company and my role within it are no longer aligned.
While I appreciate the opportunities and experiences I have been given, I believe that the current work environment is not conducive to my professional growth and personal values.
I am committed to ensuring a smooth transition during my departure. I will do everything I can to support my team and ensure my responsibilities are handed over effectively.
I wish you and the company all the best in the future.
Sincerely,
[Your Name]
For Health Reasons
Dear [Manager’s Name],
I am writing to inform you of my decision to resign from my position as [Your Position] due to health reasons.
In recent months, my health has declined, making it increasingly difficult for me to perform my job effectively. I have consulted with my doctor, who has advised me that I need to take time off to focus on my recovery.
I am deeply grateful for the opportunities and support I have received during my time at [Company Name]. I have learned a great deal and have made lasting friendships.
I am committed to ensuring a smooth transition during my departure. I will do everything I can to support my team and ensure my responsibilities are handed over effectively.
Thank you again for the incredible experience I have had at [Company Name]. I wish you and the company all the best in the future.
Sincerely,
[Your Name]
To Take a Sabbatical
Dear [Manager’s Name],
Please accept this letter as my formal resignation from my position as [Your Position]. My last day of employment will be [Last Day of Employment].
After much contemplation, I have decided to take a sabbatical to pursue personal interests and explore new possibilities.
I have thoroughly enjoyed my time at [Company Name]. The experiences and skills I have gained here have been invaluable. I am grateful for the support and opportunities I have been given.
I am committed to ensuring a smooth transition during my departure. I will do everything I can to support my team and ensure my responsibilities are handed over effectively.
I hope to stay connected with the company and my colleagues in the future. I wish you and [Company Name] continued success.
Sincerely,
[Your Name]
Resignation Letter: Email or Hard Copy?
Which format should I use for my resignation letter: email or hard copy?
Answer:
The choice between an email or hard copy resignation letter depends on company policy and your personal preference. However, it is generally considered more professional to submit a hard copy letter.
Advantages of a Hard Copy Letter:
- Physical documentation: Provides a tangible record of your resignation.
- Formal appearance: Projects a professional image and demonstrates respect for the employer.
- Legality: May be required by certain companies or industries for legal purposes.
Advantages of an Email Letter:
- Convenience: Quick and easy to send, especially if working remotely or from a different time zone.
- Accessibility: Can be easily forwarded to multiple recipients or stored electronically.
- Speed: Delivers your resignation instantly, ensuring timely processing.
Does the format of my resignation letter affect my eligibility for benefits?
Answer:
No, the format of your resignation letter (email or hard copy) does not affect your eligibility for benefits such as severance pay or accrued vacation time. Your eligibility is determined by company policy and any applicable laws.
Is it acceptable to submit my resignation letter verbally?
Answer:
While it is possible to verbally inform your manager of your resignation, it is strongly recommended to submit a formal written letter. A written letter provides clear documentation of your resignation date and terms. It also allows you to express your gratitude and professionalism in writing.
Hey there, folks! Thanks for sticking with me through this little adventure. I hope you found it helpful. Feel free to pop back in any time if you’ve got more burning questions about the world of resignation letters. Catch ya later!