Crafting a Resignation Letter: Breaking Down the Format

The time has come. You’re moving on from your position, even accepted a new position, and perhaps have already given your two weeks notice. Somewhere in the midst of this process, it is either required, but most definitely suggested to submit a resignation letter.  Nowadays, the conversation around quitting your job happens before submitting a resignation letter; this document is a formal announcement to your superiors and HR of your departure from the company and will be stored in your employment record.  Nonetheless, it is an important step. Also, a resignation letter will set the tone for your last weeks or remaining days at the office as well as your relationship moving forward.

To aid you in crafting a resignation letter, here is a breakdown of how to best organize your parting thoughts.

How to Write a Resignation Letter

Introduction: State What Position and Why Are You Leaving

When crafting a resignation letter, be straightforward and start by stating the position that you are resigning from and the date the resignation will take place. That date is normally agreed upon when giving your two weeks notice.  If you feel inclined to reiterate your reason for leaving, here is the place to do it. No need to make it long-winded. Keep it brief and concise considering you have already shared your reasoning.

Body: Thank Your Employer

Following your reasons for leaving, take the opportunity to thank your employer for the experience gained during your tenure. Reflect on the key things you have learned on the job, and speak to the things you enjoyed most about working for them and the company. Leave on a high note, whether you are thrilled to be leaving or not. Keep in mind, your boss and colleagues may be utilized for a reference down the line, so it is important to leave on good terms.

Conclusion: Transition Plan

When an employee resigns, nothing stresses out employers more than the proverbial hole it will leave. To conclude your resignation letter, state your willingness to help with the transition. Concisely, share your responsibilities and a detailed plan on how you will ensure a smooth information transfer. Reassure your employer that you will be one-hundred percent available until the agreed-upon end date.

A resignation letter is only one step within the resigning process. With this letter being a formality, steer clear of sharing (and putting in writing) your grievances. Use the time within your exit interview to have an open discussion, if need be. Taking the time to craft a well-written, well-thought-out resignation letter will allow you to leave on a positive, professional, and most importantly, respectable note.

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