A resignation letter is a formal document that you submit to your employer, explaining why you are leaving.
Despite the formality of the paper, it’s essential to keep in mind that this is your last chance to go on good terms with everyone.
For this to happen, it’s best not to list reasons and facts about why you’re quitting; instead, use a light-hearted tone and include anecdotes from your time at the company.
This will show coworkers that even though they won’t see each other again soon, they had some fun together while working together!
What is a resignation letter?
A letter of resignation is a formal notice that you submit to your employer explaining why you are leaving.
The first step in writing this last act for your employees is making sure that it’s the right decision. You should always take all of the options into account before concluding whether or not it’s best for you and the company if you stay or go.
One thing to keep in mind is that it’s often true that you shouldn’t burn any bridges, even if you’re forced out of a job.
Who knows what will happen in the future? Nothing is set in stone. If there are some things explicitly bothering you on the job, then write those down and mention them so that everyone will know that you had valid concerns and complaints.
This is a good idea because if in the future you’re approached by anyone from your old company, you’ll be able to mention these disagreements as positive criticism of the company rather than saying nothing at all about why you left.
Why Write a Resignation Letter?
In a way, a letter of resignation is like saying goodbye to all of your coworkers, bosses, and managers. It’s important to express yourself with sincerity about how much you enjoyed working for the company while you were there and how thankful you are for having that opportunity.
This is so important because you never know if you’ll ever be working again with any of the people who will read your resignation letter.
A resignation letter is also a way for you to let go and move on from being employed at that company.
This document can act as closure, so make sure to leave things in an open-ended manner for both parties’ sake.
Say that you’re sorry to go, but you’re looking forward to your next opportunity so that they won’t feel bad for not being able to keep you around.
Is it better to write a resignation letter or talk to the boss directly?
Talking to your boss directly about resigning is a good idea because it gives you and the employer a chance to work things out.
Resigning over the phone or through email never allows anyone to explain themselves, ask questions, or evaluate the situation from different angles. It’s like being pulled into court for a civil offense without getting any warning that you’re in trouble of any kind.
The only thing is, you don’t have a lawyer to defend yourself or your position!
Whenever possible, it’s best to talk directly with the person or people responsible for making your decision known.
If someone higher than them brought up this issue about if you should stay with the company or not, then it’s possible that they didn’t have much say in the matter.
If this is the case, then you’ll want to talk directly with them about how former and current employees can be treated in the future if something like that happens again.
For an employer to value your resignation letter as anything more than just another document to file away and forget about, you should prepare it with care to show your employer that you care about the company enough to say goodbye as a real professional would.
To whom do I write my resignation letter?
Your resignation letter should be addressed to your employer directly. Even if someone with authority over you works for someone else, it’s still a good idea to send this document straight to them (rather than going through a chain of command) because it shows that you care about what they think and feel.
They may not call you back or reply to you about this, but they’ll still notice that you’re putting in the effort to communicate with them directly.
This is important because it can help you get your foot in the door for a future opportunity if something happens and your employer realizes how much good work you did while working with them.
If it’s impossible or illegal to talk directly to your employer, then you can still send them a letter expressing your feelings and concerns.
This letter will be just as important to future employers because it’ll show that you’re willing to speak up for what’s right regardless of the consequences or who gets hurt in the process.
This is an essential quality that employers look for in future team members, so you can never go wrong by showing that trait.
What should I include in my resignation letter?
Your resignation letter is a chance for you to say goodbye, so that it’s essential to express your feelings about the company or organization and your coworkers and managers.
It’s also an opportunity to reiterate some of the things they’ve mentioned about how good you are at doing what you do.
If there are specific things about your work that you feel have been negatively impacted due to working with them, then now is an excellent time to request some change or improvement.
If you’re quitting because you’ve found a better opportunity elsewhere, then this is the place for you to tell them where you’re going and why you think it’s a company you’ll enjoy working with.
It’s also important to mention that even though the employment opportunity is better, you still want to be able to say goodbye to them because they’ve done so much for you already.
What if I’m not quitting?
If not, resigning from their organization was never an option; it’s essential to communicate this to your employer in the best way possible.
It’s best not to make any statement unless it’s necessary, so if rumors are going around about why you’re leaving that aren’t true, then it’s a good idea to try and clear up the confusion on your own before doing something more dramatic like sending out a resignation letter trying to convince people why you’re not leaving.
You should try and make an appointment with whoever is in charge of hiring new employees or covering for absent people because of ill health.
They’ll be able to give you a better idea of what’s going on if they feel like you have a good reason to believe that some of the information you’re receiving is inaccurate.
This also helps set up a future opportunity to express your feelings and concerns about what’s going on in person rather than through an impersonal resignation letter with no options for follow-up or clarification.
What if I don’t have a specific reason?
Sometimes you’re just not happy with the work environment. It happens, and it’s something that most employers are aware of.
These types of resignation letters help clarify that you’re not interested in finding new employment because you’re unhappy or because anyone is forcing you to leave – you do think that the grass is greener somewhere else.
If you don’t like how the organization does business or many issues are going on, it is impossible to stay.
It’s best not to say anything because a resume with blank lines isn’t usually looked upon favorably by future employers. It does depend on your current situation, but if you’re feeling so unhappy that it’s hard to focus on work, then resignation letters without a specific reason might not be the best way to go.
How do I send out my resignation letter?
You should always hand-deliver your resignation letter (or have someone else hand-deliver it for you) because emailing anything is impersonal and gives you less control over the situation.
It’s also a good idea to send it on a day that works best for your employer instead of just deciding that tomorrow is “resignation letter day” because some people may be out sick or taking a vacation.
What kind of paper should I use?
It depends on what kind of relationship you have with your employer. You should use cardstock if they’ve shown you some form of appreciation in the past, like a gift or bonus for doing such a good job, but regular printer paper will work too if that’s all you have access to.
If not using email, it’s also essential that the paper you use is thick enough to be folded over without being easily damaged, and it’s also generally a good idea to personalize your letter with a handwritten signature.
How should I sign my resignation letter?
The most professional thing to do is put your full name and underline it twice after the last word. The next best thing is the initials of your first and last name, but if that’s not an option, then you can also put a dash between them.
There isn’t anything worse than seeing someone do a big scribble with their name after it or signing in all caps because it looks unprofessional.
What about a salutation?
It would help if you always put your employer’s name in the salutation because it shows that you have a basic understanding of speaking with someone formally.
This goes for any letter, not just resignation letters. If multiple people need to read your letter, then you should address it “To Whom It May Concern.”
What not to include in your resignation letter
Never say anything that has to do with their financial situation or relations with other employees.
Not only does it make you look bad, but you can be sued for defamation of character if your statements aren’t factual. You should never speak negatively about your work environment or your coworkers, and you should never include anything that is not entirely professional.
How much time do I need to give?
It depends on the relationship you have with your employer, how many people work for them, and whether or not they outsource any of their work. The best thing to do is give as much notice as possible while also being realistic about what will be expected after you leave.
If you aren’t sure if your employer will have a problem with the amount of notice you’re giving, then it’s best not to put anything in writing.
Anything that might be seen as damaging or offensive should be spoken about first to resolve it before the resignation letter is sent out.
If you’re not sure about any of the above, then try to play it safe and give a month’s worth of notice.
Resignation letter tips
Proofread your letter multiple times to ensure that everything is spelled correctly and that there are no grammatical errors.
You’re going to look unprofessional if you can’t even get a simple letter written without mistakes.
How do I write my resignation letter?
The best way to write your resignation letter is to first start with a positive mindset.
You want to convince your employer that you are a good worker who is leaving on amicable terms not to need worry or concern.
You should then thank them for the experience and tell them how much it meant to you.
Please don’t go into too many details about why you’re leaving because that will likely come up in the interview, and you don’t want to give them any reason not to hire you.
How do I know if my resignation letter is good or bad?
If it gets your name out there, then it’s a good thing – even if it isn’t exactly the kind of thing that will land you a new job.
Some people might see it as a bad thing, but you’re likely not going to make any of them happy regardless, so don’t worry about it too much.
What can I do to help my resignation letter get noticed?
The most important thing is that you have the name of your boss and their email address.
If they happen to have a job listing posted online, then that’s even better. You can also think about contacting them through LinkedIn and letting them know you’re interested in the position but don’t write it up as a formal letter.
How to deal with a no reply from a company after your resignation?
If you don’t hear anything within a couple of days, then it’s best to send another email or call their office to be sure.
This will help them remember that you’re interested and show that you’re serious about the job. Don’t get upset if they don’t reply, but always follow up with an email or call so that you know if they are interested or not.
How long should my resignation letter be?
It depends on several factors, but generally, one page is sufficient. If it’s too short, then you might seem disinterested in the position, but if it’s more than two pages long, then you’ll waste their time and possibly make them angry for taking up their valuable reading time.
How do you send a resignation letter in an email?
It would be best always to wait until you get the official invitation to submit your resignation letter. Generally, companies will contact their employees with this information before asking them to complete the formalities online or by mail.
However, it’s still important to make sure that they know exactly what is going on.
Resignation letter sample example:
Always be sure to explain why you’re leaving the company and don’t mention anything negative.
This is a good thing, even if it means that they may think poorly of you for not staying with them longer. You also want to make sure that you follow everything up by sending your resume and getting an interview.
A well-written resignation letter can help you get an interview that leads to a new job, even if the only reason for leaving is that it’s not fulfilling your needs and desires.
At the very least, you’ll make some good contacts at the company and have something positive to talk about during future interviews with other companies in town.
What if the company does not approve the resignation letter?
You should be prepared for this possibility, as it is something that even large companies struggle with.
It’s generally not a big deal, and they will likely accept the resignation letter after making some minor changes to avoid any legal issues down the road. If they’re particular about specific details, then you can always send them an email back telling them that you’ll take care of it and get back to them when you have the final draft.
There are several reasons why a company might reject your resignation letter.
Some of the most common issues include ensuring that you give them enough notice, being aware of any legal obligations you have to fulfill when leaving, and trying to be as professional as possible.
If the company doesn’t accept my resignation letter because I am not giving them enough notice?
It would help if you still tried to get your resignation letter accepted. You can always send the company an email back saying that you will fulfill your obligations and notice their requirements.
If they’re not open to working with you, it’s better to write a new resignation letter than being stuck in a position that isn’t fulfilling for you.
What if the company refuses my resignation letter because they want to stop my last paycheck?
This is one of the most challenging situations for many people. If you can’t get your resignation letter accepted and then suddenly find out that you don’t have enough money to pay your bills, then it’s time for some quick thinking.
Call the company back and tell them that you are willing to give them two weeks.
If they say no, then it’s time for an even bigger shocker … tell them that you’ll stay until your last paycheck.
You could also write a resignation letter while at work and hand it in right away so they won’t suspect anything about what’s going on.
This process may be a little stressful, but the money that you get from your last paycheck will buy you some time to find another job and start saving up some cash for when you do leave.
This is something that even the best resignation letter writers wouldn’t want to go through but is worth it if it means getting out of the job as soon as possible.
What if they ask me to fulfill a certain amount of time?
The only reason that you should agree to this is if it means getting out faster or helping your case down the road.
Working through another month at a job that isn’t fulfilling for you and makes you miserable each day isn’t worth it unless it’s a nice chunk of cash or something else good.
It’s also important to remember that when you work through your last two weeks, they can’t fire you and instead have to let you go with no strings attached.
This is part of why some companies are willing to accept a reduction in force letters as a way for people to leave or for people to stay while their department is being reduced in size.
What if they want me to sign something stating that I was never forced to leave?
This is a widespread request, and it shouldn’t be too difficult for you to fulfill.
If they genuinely believe that you were so unhappy and wanted out so badly, then why would you sign something stating that you were never forced to leave?
There is also a chance that the company will be more serious about this and try to get an official paper from you stating that they did not force you to resign.
If this happens, you should reach out to a legal professional or advise you. There may even be a lawsuit in the future if you’ve been forced to leave your job involuntarily.
Of course, you may get to a point where there’s just no way to work something out with your company. If this happens, then it’s best to start fresh somewhere else and don’t drag things on any longer than they should be.
How much notice does my state require me to give?
You can refer to your state’s labor laws or the Fair Labor Standards Act (FSLA). The FSLA is a federal law that covers most of the country and requires that you give reasonable notice based on how long you’ve been at the job in question.
According to the FSLA, you have to provide at least 30 days’ notice if you’ve been at a job for one month or more.
If you’ve worked there for less than a month, then it’s only 8 hours of work, so it doesn’t make sense or matter what state this is in.
When you’re just starting at a job, it might not be a bad idea to give a little more than what’s required in the event of an emergency.
This can vary by state, and each person should consult with the labor laws in their area to ensure that they understand how much notice is required for their situation.
Employees who have worked for an employer for a definite period (for example, six months) are not required to give any notice when resigning from their positions.
They may avoid having to pay severance in this case, which is another nice thing they can prevent. In some cases, employees have signed agreements that prohibit them from working.
Conclusion
Any good resignation letter should be able to reflect the values and standards of the person writing it.
While you may not get a chance to use one in this way, the best resignation letters will also stand up against any claims that your company might make about why they are letting you go or forcing you out.
Depending on how much notice is required in your state or quitting without warning, it would be a good idea to get some advice from an employment attorney.
If they agree that you have been forced out and there is no chance for reconciliation, then make sure that everything you save as proof of your time at this company can be backed up somehow.
It’s also essential to understand that if your employer was sincere and wants you to continue working at the company, they will not force you out. Instead, they will try to work with you, so keep that in mind when thinking about how much notice I should give?
Finally, if you can shift roles or take a different position in the company, then you should do that rather than resigning from your job.
You never know what kind of situation might arise, allowing you to have a much better job and position with this company.
It’s best to keep those lines of communication open and not burn any bridges so you can always come back if necessary.
Some good templates can be found here.
If you are ending up leaving a company and have the inspiration to start your own then a startup incubator might help you in that regard.
