How To Write A Letter Of Resignation As A Professional (with sample)

Filed in Articles by on July 20, 2022 0 Comments
Letter Of Resignation

The purpose an employee may choose to resign could be for various reasons which could be pursuing other opportunities, limited growth at the company, or feeling undervalued or underpaid. A letter of resignation is written to announce the employee’s intent to leave a position currently held, such as an office, employment, or commission. Typically, a resignation letter includes the employee’s intent to leave. Also, the purpose of writing a resignation letter is very important because it gives the employer the knowledge of his employee’s departure from the organization ahead of time so replacements can be quickly made.

How To Write A Letter Of Resignation

There are structures and patterns to follow in writing a letter of resignation which must not be ignored. These structures are what make up a resignation letter, and it is very vital to follow them. These formats are;

1) Your name/address: The writer’s address is usually the first thing to include in a resignation letter, and is written at the top center of the letter. It contains the writer’s name, address, city, and state.

2) Date: This is aligned or written on the left side of the letter which is usually the date of submitting the letter, which gives the employer an appropriate notice of when the letter was submitted. Here is an example of the date’s format;

July 19th, 2022

3) Companies address: Write out the Company’s name, address, city, state, and zip code which come after the date. Below is an example of the company’s address format;

The Management,

Royal Kings College,

32 Ring Road,

Uyo,

Akwa Ibom State.

4) Salutation: This comes after the company’s address which has to do with addressing your boss or company.  Use examples like “dear sir/ dear ma”. At times, it could be necessary to address your supervisor/director by name or address the whole unit team, department, or company.

Note, If you’re on a first-name basis with your boss, use their first name. Otherwise, use their formal title and last name (for example,” Dr. Luke”).

5) Body of the letter: Include clear paragraphs to outline each point. This format is as follows;

  •  Statement of Resignation: This is usually the first paragraph that states the writer’s aim for the letter. It contains the employee’s position name, company’s name, and effective date of departure. Example of a statement of resignation;

I would like to bring to your notice my resignation from my position as a geography teacher (employee’s position name) at Royal Kings college (institution’s name), which will be on 31st July 2022 (date of departure)

  • State the reasons for resigning (Optional): This is the second paragraph after the statement of resignation. Your reasons should be brief and polite. Example;

 I received an offer to serve as a lecturer at James Tom University, and after careful consideration, I realized that it is an opportunity in taking my career to the next level.

  • Express gratitude to your employer for hiring you: It is the next outline after stating the reasons. Express appreciation for the opportunity to render services in the said organization. Make a highlight of the period/ time of rendered services.
  • Transition Details: Resignation letters often offer help in the transition whether it could be by training or recruiting your replacement on the rudiments and working ethics. This makes it easy for the employee/ employer to find a replacement ensuring your replacement is well equipped and competent to service.
  •  Contact info: Provide your email address, phone number, and address to enable the organization to contact you if need be.
  • Sign off: End the letter with a formula for ending a formal letter in which the recipient is not addressed by name (for example, ‘yours sincerely’ or ‘yours faithfully’). The next step is your signature (if you are submitting a hard copy of the resignation letter) followed by your name.

Simple Resignation Letter Sample

Alex John

3 Uyai Street

Uyo, Akwa Ibom state

July 19th, 2022

The Management,

Royal Kings College,

32 Ring Road,

Uyo,

Akwa Ibom state.

Dear sir,

      I would like to bring to your notice my resignation as a geography teacher at Royal Kings College, which will be effective from 31st July 2022.

     I received an offer to serve as a lecturer at James Tom University, and after careful consideration, I realized that it is an opportunity in taking my career to the next level.

    Working with your institution for the last 6years has been remarkable, and has helped develop my teaching skills.

       If I can be of any help during this transition, please let me know. I wish you and the institution the very best in the quest of achieving your goal.

Thank you once again for the opportunity to render services at Royal Kings College. I look forward to staying in touch. You can email me at [email protected] or call 09099933345

Yours sincerely,

Signature

Name

FAQS About Resignation Letter

What is a resignation letter?

A letter of resignation is written to announce the employee’s intent to leave a position currently held, such as an office, employment, or commission.

Why should you write a resignation letter?

Writing a resignation letter is a professional thing to do when quitting a job, whether you work at a hospital or a coffee shop. It officially gives notice to your boss that you’re leaving the job so a replacement can be made. Writing a letter of resignation also helps you get a letter of recommendation from your previous boss or organization for your next job.

When to write a letter of resignation

A resignation letter is written and submitted at least two weeks before the resignation day. This gives your boss or organization notice ahead of time.

What not to include in a letter of resignation

For a simple and smooth departure free of negative effects, avoiding the following would be necessary;

  • A lengthy explanation of why you’re leaving.
  • Reasons you hated your job so much. If your relationship with your previous employer deteriorated by the end of your time at the company, you might be tempted blunt when handing in your notice. But approach with caution.
  • Avoid negative comments about your loss.
  • Criticism of your peers/ colleagues
  • Inappropriate language; Do not include complaints or abusive/ aggressive words.
  • Unnecessary information on career plans.

How should you submit a letter of resignation?

Submitting a resignation letter could be done face to face with your boss/organization or through an email if your boss is not currently in town.

How long is a resignation letter?

A letter of resignation is not more than one page. Format: A resignation letter should be single-spaced with a space between each paragraph.

Conclusion

A resignation letter should be brief, factual, and gracious. Follow the writing formats which include the writer’s name/ address, date (submission date), company’s address, salutation, and body of the letter which contains the aim of that letter. The body of the letter should provide effective departure date and offer to help with the transition. Keep your letter simple and direct. Avoid complaining because you can only get a letter of recommendation from your employer for another job on good terms.

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Source: Sabonews.org

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