Resignation Letter

There are certain basic rules of letter writing that apply to all kinds of letters that you may need to write in your life, or your career. Some of these are simple, common sense ones, but they need to be kept in mind anyway. And some rules are specific to particular types of letters you may have to write.

First of all, always try to make it clear and simple. Choose short words, and use clear, specific words as much as possible. Always try to avoid jargon or vague, generalizations, which can confuse the reader. Also avoid spelling mistakes and poor grammar in your letters. It is better if you can prepare your letters on a computer, because with its word check and spell check facilities, it will be easier, as well as neater. And the most important cardinal rule to remember -- always be polite. This is an essential and invariable basic necessity of letter writing in any form. It is all the more important in all kinds of formal letters, not the least so for a resignation.

When you write a letter of resignation, it is important to make it simple, brief, and as focused as possible. It is also quite important that the letter should be positive. Once you have decided to move on with your life and your career, there really isn’t any point in criticizing or bad-mouthing either your employer or your job. Avoid any unnecessary statements, and don’t defend yourself. Also avoid all temptation to voice opinions or settle scores. This is regardless of why you are resigning or how you really feel about them. If you do mention a reason why you are leaving, always make sure that it does not say anything negative about the company, your direct supervisor, or even your co-workers and subordinates. Remember, this letter will go into your employment file and may, at some point, be shared with potential employers. So, make sure it is professional, non-vindictive, and polite. Bad-mouthing of any sort will make a terrible impression on someone who is thinking of hiring you.

Your resignation letter should obviously have the necessary information about when you want to leave, and the date when your resignation should become effective. It is a good idea to date your resignation letter to officiate the day you give official notice, even if you actually write it before that. Address the letter of resignation directly to your manager or immediate supervisor. Be sure to mention exactly what it is you are resigning from, i.e. the title or official designation of your position. Also, make clear when, exactly, your last day of work will be. This should typically be a Friday. Make sure that you have provided sufficient notice as per company policy. A standard of two full weeks notice is practiced in the United States, but your company may require more. Also, some other countries and companies based in those countries require different periods of time as notice.

Let the employer know that you appreciate all your time with the company. Thank your employer for the many opportunities you had during your employment. And mention what a pleasant experience it was and how much you appreciate it.

You can use a standard business letter format to type out your resignation letter. After all, it is being written for the sole purpose of officially documenting your dates of both resignation and notice. Once you are done with writing it, proofread it and make any necessary corrections. Sign and submit your letter of resignation to your immediate superior, whether manager or supervisor. Don’t forget to retain a copy of the resignation letter for your own records. Before you actually submit it, make sure you are prepared to leave immediately if necessary. Remove all personal items and files etc. It is possible that you may be directly escorted out of the office as soon as you give notice.

If you are unsure about what to write, review the resignation letter samples that are available online, to get some idea of how to go about it. These samples will give you examples of what exactly you can write when you are resigning from a job. Remember, don’t burn any bridges, write a polite resignation letter and leave gracefully.

SAMPLE LETTER OF RESIGNATION:

9. 2. 2003
Mr. John Doe
ABC Firm PVT LTD
1st street
X city, Y state, 219836

Dear Mr. John Doe:

This is to inform you that I wish to terminate my employment with ABC Firm PVT LTD effective from 9. 2. 2003. I have recently accepted a new position and am moving on with my career. I would like to express my gratitude for the rewarding experience that I have had with ABC Firm PVT LTD and with you personally. This decision to take up another opportunity was not easy, but is right for me at this stage in my career, to reach for my career goals. I hope you will understand and respect my position. I will wrap up my ongoing projects by my end date and turn over my responsibilities smoothly to the next incumbent.

Please let me know if there is any particular expectation so that this process can be completed to your full satisfaction.

Again, thanking you for all that you’ve done for me.

Sincerely,