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How to Write a Resignation Letter

Uttara Manohar
For those of you planning to resign, a well-written resignation letter needs to be given to the management alerting them about this. This write-up tells you how to write a resignation letter when it comes to resigning from your organization.
If you feel the time has come to quit your job, the first thing to think about, is the way to communicate the decision. You know that the situation is going to be uncomfortable. So, to make things easier you can be prepared for the discussion that is bound to follow.

What to Do Before Resigning

  • Make sure you have taken the right decision. Never take hasty decisions. Weigh the pros and cons of the opportunity and take a responsible decision.
  • If you are in two minds about the decision, talk to your family and friends.
  • Once you have decided to resign, be professional enough to communicate your decision to the supervisor or manager, before you spread the word amongst your colleagues and other staff.
  • Check the notice period mentioned on your employment contract, or in the HR handbook. See to it that you do not resign on the spot. Although it is possible to negotiate the duration of the notice period, it is always advised that you serve your notice period, and avoid inconvenience for your employer.

How to Write a Resignation Letter

Here are a few pointers that need to be addressed as part of the letter.

» Be Precise

Your resignation letter should be very precise and to the point. You cannot afford to beat around the bush while you are writing an official document. Keep it short, and mention "Letter of Resignation" in the subject line.

» Provide Exact Date

Mention the exact time and date from when you want your resignation to be in effect. Also, make a reference to the notice period that is mentioned in your contract, and assure your employer that you will serve the notice period. In case you wish to negotiate on the notice period, you can add a line regarding it.

» Sound Polite

No matter how discontent you are with your employer, act like a professional. Do not use any phrase or any sentence that might sound disparaging or offensive to the employer.

» Provide Necessary Explanation

Make it a point to briefly mention the reason for your resignation in a line or two. An explanation or a reason for resignation indicates your politeness and professionalism, and is highly valued in the corporate world.

» Provide the Status of Work

Mention the status of the projects, or any responsibilities that were assigned to you. In case you share a good rapport with your employer, it can be gracious gesture to offer to train the person who will be replacing you.
Make a separate document of pointers, and important information that will be necessary for the person who will handle your job in the future. Attach it with your resignation letter to make things convenient for you employer.

» Be Positive

People who have enjoyed their work and have to leave their jobs for other practical reasons, can always mention how great their experience has been. Thank your employer for the opportunity that was made available to you, and express your gratitude for the learning experience.

Things to Remember

  • Formal opening (Respected Sir/Madam)
  • Accurate Subject Line (Letter of Resignation)
  • Precise body text with terse sentences (mentioning the date of resignation and notice period).
  • A sound reason or explanation for the resignation.
  • A cordial closing line.
  • Attachment of any other documents required.
No matter how upset you are with the management or your boss, keep you temper in control, and avoid immature or unprofessional behavior. No matter what profession you are in, a single bad reference from your previous employer can create a lot of trouble for you.