Free Steps to Write an Official Resignation Letter

Quitting a job is a big choice that should be made carefully and in a professional way. Leaving a job requires you to write a resignation letter. The resignation letter is a formal notice that you are leaving the company and explains how and when you will leave.

We’ll talk about how to write a resignation letter to manager and HR in this article.

Why Is It Essential to Write a Resignation Letter?

A resignation letter is an essential document that helps to maintain a professional relationship with your employer. It indicates your intention to leave the company and outlines the reasons for your departure.

A well-written resignation letter can help you leave a good impression on your employer. It can also help to preserve your reputation and future job prospects.

When Should You Write a Resignation Letter?

As soon as you have made the decision to quit your current employer, it is prudent to put your resignation in writing. It is essential to give your employer as much notice as possible, ideally at least two weeks. This is to allow them time to find a replacement for your position.

However, if you are leaving due to unforeseen circumstances or an emergency, you should provide as much notice as possible.

How to Write a Resignation Letter to Your Manager

Writing a resignation letter to your manager requires careful consideration and attention to detail. Here are the steps you should follow when writing a resignation letter to your manager:

Step 1: Open With a Formal Greeting

Begin your letter by addressing your manager with a formal greeting. For example, you could start with “Dear [Manager’s Name]” or “To Whom It May Concern.” This is if you are still determining who will be receiving the letter.

Step 2: State Your Intention to Resign

In the next paragraph, state your intention to resign from your position. Be clear and direct, and include the date your resignation will take effect. For example, you could write,”I wanted to send you a letter to let you know that I am resigning from my employment.”

Step 3: Express Gratitude

In the next paragraph, express your gratitude for the opportunities you have had while working at the company. Highlight the positive experiences you have had and the skills you have developed during your time there. This is an opportunity to leave a positive impression on your manager and maintain a good relationship with the company.

Step 4: Provide a Reason for Your Resignation (optional)

If you feel comfortable, please briefly explain your decision to resign. However, it is unnecessary to do so, and you should avoid being negative or critical in your explanation. If you choose to provide a reason, keep it brief and professional.

Step 5: Offer to Assist With the Transition

In the next paragraph, offer to assist with the transition process. Let your manager know that you are committed to ensuring a smooth handover and willing to help however you can. This will help to maintain a positive relationship with your manager and the company.

Step 6: Close the Letter

Close your letter with a final expression of gratitude and well wishes for the company and your colleagues. For example, you could write, “Thank you again for the opportunities I have had while working at [Company Name]. I wish the company and my colleagues all the best in the future.”

Step 7: Sign and Date the Letter

Sign your letter with your full name and date, and keep a copy for your records.

How to Write a Resignation Letter to Manager and HR

Writing a resignation letter to HR is similar to writing a letter to your manager. There are some additional considerations to keep in mind. Here are the steps you should follow when writing a resignation letter to HR:

Step 1: Open With a Formal Greeting

Begin your letter by addressing the HR department with a formal greeting. You can start with “Dear HR Department” or “I am writing to notify you of my decision to retire from my current employment.”

Step 2: State Your Intention to Resign

In the next paragraph, state your intention to resign from your position. Be clear and direct, and include the date your resignation will take effect. For example, you could write, “I am writing to notify you of my decision to retire from my current employment.”

Step 3: Provide a Reason for Your Resignation (optional)

If you feel comfortable, please briefly explain your decision to resign. However, it is unnecessary to do so, and you should avoid being negative or critical in your explanation. If you choose to provide a reason, keep it brief and professional.

Step 4: Highlight the Positive Experiences

In the next paragraph, highlight your positive experiences while working at the company. This is an opportunity to leave a positive impression on HR and maintain a good relationship with the company. Express your gratitude for the opportunities and skills you have developed during your time there.

Step 5: Offer to Assist With the Transition

In the next paragraph, offer to assist with the transition process. Let HR know that you are committed to ensuring a smooth handover and are willing to help in any way you can. This will help to maintain a positive relationship with the company.

Step 6: Include Any Outstanding Items

In the next paragraph, include any outstanding items that must be addressed before your departure. This could consist of tasks that need to be completed or projects that need to be handed over. Provide a timeline for completing these tasks and offer to help in any way you can to ensure a smooth transition.

Step 7: Close the Letter

Close your letter with a final expression of gratitude and well wishes for the company and your colleagues. For example, you could write, “Thank you again for the opportunities I have had while working at [Company Name]. I wish the company and my colleagues all the best in the future.”

Step 8: Sign and Date the Letter

Sign your letter with your full name and date, and keep a copy for your records.

Conclusion

Writing a resignation letter to manager and HR is essential to leaving a job. Maintaining a professional relationship with your employer and leaving a positive impression on the company is essential.

Follow the steps outlined in this article to write a clear, professional, and courteous resignation letter. Remember to provide as much notice as possible, offer to assist with the transition process. Express your gratitude for your opportunities while working at the company.