There comes a time in your life when you may decide to quit your job for reasons best known to you. If you work in a formal organization, it is really vital you understand the importance of giving your current employer a formal notice in writing of your intention to quit the employment. This may be for diverse reasons such as gaining a new employment, moving outside the locality where the organization is situate, or maybe to further your education.
It is basically an issue of professional courtesy to write a resignation letter to your employer as many people deem it ‘their right’ to quit a job without adequate notice. In order to avoid this lacuna, most organizations draw up a formal agreement and include the writing of a resignation letter as a clause in the said agreement, coupled with adequate notice to be given to the employer before quitting an employment. This is to enable the employer look for a replacement before the end of the notice you have given to him.
This article is however not about the reasons why we quit our jobs but rather, it will focus on how to write a resignation letter. Whatever the reason may be, the standard of a resignation letter remains the same just like writing a formal letter but only dissimilar in content.
What then is a resignation letter?
A resignation letter is an official document sent to an employer to record the end of one’s employment with the organization. This can be sent in person or via email. For record purposes, an organization may file same to be addressed to the human resources department to enable them fill in the vacancy or make other allied decisions.
It is pertinent to write a good resignation letter that will capture the essence of your application with detailed information. Writing a resignation letter is easy if we can follow some outlined steps we will examine together in this article. This will also tell you what to include in your resignation letter. Apart from the your address, the date of writing the letter and the address of the organization, the other key points will include;
No boss wants to be treated as a wave off as such, it will be nice to give your letter a befitting salutation. The common salutations include; DEAR SIR/MA or DEAR MR. JONES.
Whether you are submitting via email or in person, it is important to note that your resignation letter must have a heading. The heading is the part of the letter where you caption the purport of the letter. For instance: RESIGNATION LETTER OR APPLICATION FOR MY RESIGNATION AS THE MANAGING DIRECTOR OF XYZ LTD OR NOTICE OF RESIGNATION.
Always ensure that your heading is capitalized and in bold fonts.
An introduction basically expatiate the purport of your letter. At this stage, you reiterate what you have stated in the heading in clear terms. For instance: I write to formally give you notice of my resignation as the Managing Director of XYZ LTD OR I am the sales representative of XYZ LTD and I refer to the subject matter above.
- Reason(s) for your resignation:
Like I said earlier, various people quit their jobs for different reasons, as such, the second paragraph should be dedicated to briefly explaining the reason for your letter and when you intend to stop coming to work. For instance: I have gotten another job with ABC LTD and would be leaving by the end of the month OR I have been offered an admission to further my education at the prestigious Harvard University and would be joining the summer classes this year.
Like every formal letter, your resignation letter should also have a conclusion. The conclusion should encapsulate your appreciation to the organization and/or your desire to ensure a smooth transition to a new or another employee before the due date of your notice.
These are some extra tips that may help you write a good resignation letter.
- Tell your Employer: It is always wise to talk to your boss first before you decide to quit. Sometimes, he/she may suggest you put it down in writing.
- Be brief in your writing: There is no need for story-telling, just make sure you capture the essence of writing a resignation letter as enunciated above.
- Be professional in your writing: A resignation letter is not an avenue to settle a score with your employer. Remember, your letter may be kept in the archives for record purposes.
- Proofread your letter: Ensure you proofread for typographical errors but more importantly, make sure the information contained therein is true and accurate.
- Seek legal advice: if you have a formal agreement with your employer, ensure you consult a lawyer to interpret certain clauses to you before you pen down your resignation letter. This will help you not to breach a term of the contract which the employer may take advantage of.