Tips on Writing an Effective Resignation Letter

Depending on how well you write it, a resignation letter can affect your professional career. Here are some relevant tips for writing a respectful and concise resignation letter.

Some time in your professional career, there may be a time when you have to leave your job and submit a resignation letter. While it isn’t required by law, most companies request a resignation letter for documentation purposes. Typically, this letter is usually submitted after you’ve informed your current employers about your decision to resign in person or verbally.

There are several reasons why a resignation letter is important before leaving your workplace for good. If you are planning to submit your resignation letter, here are some tips that you can follow.

Why Submitting Resignation Letter

Inherently, a resignation letter is a formal written document to notice your employer about your decision to resign. It records the last day of your working day and briefly explains the reason of your departure. For some cases where there are any issues related to your leaving, resignation letter serves as a legal record telling that you are not tied to your former company anymore.

A well-written resignation letter is like a respectful letter acknowledging the professional relationship that you’ve built with your soon-to-be previous employer. It expresses your gratitude for the experiences you’ve gained during your time with the company. The professional world is smaller than you think—a good resignation letter will help in maintaining a positive professional relationship even if you are not working for the company any longer.

Tips on Writing a Resignation Letter

While there is no certain rule in writing a resignation letter, it’s essential to make it properly to avoid miscommunications. Here are some tips that you can follow.

Provide the Proper Amount of Notice 

Generally, you need to know your company’s resignation policy before handing in your letter. Some companies have a two-weeks notice period, some have a 30-day notice requirement. Avoid last-minute submission to give your company enough time to plan for the hand-over processes.

Keep It Neat and Direct

Just like any other official document, it’s best to keep your resignation letter structured and concise. Some companies offer a resignation letter form to follow, but generally, it’s advisable to use a business letter format to keep it easy to understand. Focus on the necessary information, like the date of your last employment date, and avoid sharing unnecessary details. There is no need to overshare about the reason why you leave.

Stay Professional

Keep your resignation letter professional. While it’s tempting to vent in your letter, bringing up personal or emotional topics should be avoided. Maintain a respectful tone regardless of how you feel about the company. Focus on expressing gratitude for your past opportunities with the company. If you have urgent problems to address, it’s better to say it during the exit interview or your last one-on-one session.

Avoid Using Negative Language and Tone

Even though you are no longer an employee of your previous company, using negative words in your resignation letter can affect your professional career. It leaves a bad impression on your previous employer, potentially burning any professional bridges that can be helpful in the future. Instead, use a civil and neutral tone when describing the reason for your resignation.

Keep a Copy for Yourself

Keeping a copy of your resignation letter for yourself can be helpful for many reasons. For instance, it serves as a record of your professional career. Your letter contains the date of your last day, which may be important for future references like employment history and tax-related issues.

Final Thoughts

Essentially, a resignation letter is a respectful notice to your employer of your intention to leave the company. It should be clear, professional, and free of personal or emotional details. When thoughtfully written, a resignation letter helps maintain a positive relationship with your former employer, potentially serving as a valuable professional reference in the future.

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