It is an official document that records the termination of your contract with the company. The idea behind that is to contradict the contract that you signed at the beginning of your job. Just like the contract is to acknowledge that you are now an employee of the company and will enjoy benefits given by them, the resignation letter is to say that this contract is now terminated, and you will no longer be associated with the company.
The letter is a formal method of informing the employer and the company that you are no longer in a contract with them.
What is the Importance of a Simple Resignation Letter?
The resignation letter holds tremendous importance for your professional behavior and impression as an employee. This impression will make a difference for your current employer as well as your future employer. It will buy your current employer time to find a suitable replacement and tell your prospective employer of your professional mannerisms. Most importantly, it is a legal denotation of the termination of the contract.
What Should a Resignation Letter Include?
It is essential that the resignation letter include a termination date. This allows the company to deal with timely salary calculations and such. Include a reason for termination. Remember, do not be bitter about this. Simply state your intentions in a neutral manner to ensure that you depart on a good note. This leads to the next point where you include small gratitude for all the things you learned working with the company. Complete all the work that you have been assigned and mention the completion of the last tasks with the company. Promise to be of assistance in the transaction and help with everything you can. Any other related information specific to your job profile should also be mentioned. The last thing will be your signature.
10 Tips for Drafting a Simple Resignation Letter
Now that we know what the letter must include let us begin to write one.
Follow these instructions in the order and manner given below to complete writing a simple but effective resignation letter.
Format of the Resignation Letter
The format of the resignation letter must be the same as any formal letter.
Begin with the sender’s address, which is your address. Place this on the top left corner of the page.
Date and Time
Encase the date and time as per standard time. This facilitates the recording of time stamps. Emails, however, do not necessarily need as they manually keep a digital record. In any case, it is preferable to avoid sending resignation letters through emails.
Receiver’s Designation, Name, and Address
As every formal letter, the resignation letter should include to whom the letter is addressed. Continue on the left top side of the page. Begin with the designation of the authority you are writing to. Then mention their name and follow it with the official company address.
The beginning of any formal application has a subject line. Give the reader a sense of what the letter entails. Do not make the subject line very lengthy and complicated. Since this is a formal application, just name it as a resignation letter.
This will be the beginning of the body of the letter. Remember, despite your relationship equation with the person the resignation letter is addressed to, the salutations will remain formal. The reason behind this is simply because it is a formal letter with a professional agenda behind it. Greetings that can be used her are ‘Respected Sir/ Madam,’ ‘Mr./Mrs.’ along with the name, etc.
Statement of Resignation
This is where the body of the resignation letter begins. Clearly, state the purpose of the letter that you are writing. It should formally encompass that you are requesting to quit the company. This is the most essential line of the letter. Include your title or position in the company, as well.
Enlist the Last Day of Work
Define your last day of work along with the date and day. This will give the employer a clear idea as to when you will be quitting. Give them an idea of the timeframe that they have to find a suitable replacement. While most companies follow a two week notice period, your company might have different and specific instructions regarding this aspect. Adhere to these instructions.
Thankyou Note for the Company
Express gratitude for the opportunity you had working for the company. Express what a beautiful and enlightening journey it has been. Thank the authority for being helpful and for great mentorship. Explain that you are grateful for all the things that you have learned while working with the company.
Any Relevant Information
List all the important information pertaining to your job profile that they must know. Add the next steps that are to be taken by you and the company. Assure them that the work assigned to you has been completed and that you will assist them with any help needed in this transaction.
Enclose with formal appreciation and your signature. This could be in the form of ‘Sincerely,’ ‘thanking you,’ ‘regards,’ etc. Sign off with your name and designation one last time for the company.
Before letting you go, here are a few quick reminders while writing a simple resignation letter. Keep the it short and to the point at all times. Be respectful and professional. Do not let the resignation letter reflect any grudges if you hold any. Use a formal manner of writing. Be mindful of a formal tone and avoid using casual language. Be polite. Remember, even if you will no longer be working with the company, their references can make a difference for your future. If you have all these tips in mind, your resignation letter will be as wonderful as the services you have provided the company with so far.