Often the most important part of quitting your job is to write a resignation letter.
You can have a candid discussion with your department head or HR.
But at the same time, writing a resignation letter is a matter of courtesy.
It needs to precise, to the point and focused.
The improving economic condition is often tempting many employees to quit.
Most times, they had to continue with the job for an extended time.
But now with the situation improving, it is time to come out of their shell.
However, that does not mean you can simply kick the job and walk out.
It is very important that you write a resignation letter that creates a positive impact.
One of the basic principles is simply making your point.
Avoid putting in too many details or personal views.
When you consider how to write a resignation letter, this is a very important factor.
You can be hating your boss but making it public will never help.
It is imperative that you make a graceful exit.
You never know where you can meet them again.
Why Do You Need a Formal Resignation Letter?
Often when you set out to write a resignation letter, it is important to understand why?
Graceful exit is important.
But you can argue that you already had an amicable discussion with your boss.
But the fact is, it is always polite to send a resignation letter.
It seals your current planning and makes the dealing transparent.
Try and send the resignation letter within the notice period.
A resignation letter will allow time to your employer to make alternate arrangements.
If you need, you can also undertake a formal handing over.
Your previous employer may also need you to guide the person taking over.
Moreover, a formal resignation letter creates a smooth transition.
The Fundamentals of a Great Resignation Letter
It is important to pay attention to details when writing a resignation letter.
The most critical factor in this is being candid.
Remember no one is doing anyone a favor.
You got a better opportunity, so you are moving out.
The company on the other hand values you, so may want to hold you back.
You don’t have to sugar coat your conversation.
At the same time, it is better not to appear to brusque.
Just mentioning the date of resignation and post you are resigning from is sufficient.
You have already discussed the reasons for resigning from the job.
You don’t have to repeat that again in the resignation letter.
It is always better to keep the resignation letter as short as possible.
This is an important criterion when you look at how to write a resignation letter.
In fact, it sets a positive tone in the overall letter formulation.
The use of language is also critical.
You don’t need to use flowery or flattering language.
But at the same time, keep the tone formal or casual.
Don’t get down direct buddy chat even if you talk like that in office.
Avoid using any type of slag word or unnecessary allegation in your resignation letter.
Keep it as neutral as possible.
Remember this is not the right forum to vent out your feelings.
You can choose other platforms for that.
Raise your issues in the exit interview with HR.
But on the resignation letter, keep it crisp and to the point.
It should just mention resignation date and basic formalities.
The Opening Is Important
The opening of a resignation letter is very crucial.
Remember this is the point where you are introducing your perspective.
Maintaining a balance is extremely important.
Remember your target is to keep a professional tone.
However difficult a situation is, you have to keep the letter amicable.
Begin the letter in a relatively formal manner and announce your resignation upfront.
It is never wise to beat around the bush unnecessarily.
The trick is maintaining a formal but cordial tone.
Don’t sound very indifferent or disinterested.
Engage your reader right from the word go.
At the same time, don’t try to be overly friendly.
It is always a good idea to start off with ‘Dear XXX’.
But again keep a note of office protocol in this matter.
If you call your boss Mr/Ms XXX, maintain that specific address.
Don’t change the way you address suddenly.
Remember your boss will consider you in the same light, they have always been.
They will not change their perspective suddenly.
Therefore, it makes sense to keep a parity.
Also maintain the format for official letters as much as possible.
In case it is handwritten, keep the basic principles of formal letters.
At the same time if you are emailing, take into consideration the related etiquette.
The introduction has to factor in the way you are communicating.
So the opening should factor in this key element.
Moreover, keep the opening crisp and precise.
In this way, you will maintain the focus a lot effectively.
The idea is to clear type out your reason for quitting in the first paragraph.
Remember you have already had an exit interview.
So avoid opening your letter in a convoluted fashion.
State Your Intent Clearly
While writing a resignation letter, always write your intention with clarity.
It is important to clarify your intent, so your plans are very clear.
Your boss should not think that you are open to negotiation.
They should not feel that they can bargain higher salary or designation with you.
You must sound confident about your decision.
You must be clear about your intention to exit the company.
This will make negotiations a lot simpler.
You can place your point of view a lot more succinctly.
Additionally, a clear communication will remove the scope for misunderstanding.
This creates better credibility for you as well.
It helps you come across as a thorough professional who means business.
Show Your Willingness to Help Transition Process
How to write a resignation letter is often about projecting your personality.
You want to quit the organization.
But that is no reason why you need to burn your bridges.
If you think your position is difficult to fill, assure cooperation.
Make it clear in your resignation letter that you are ready to help.
You don’t have to inconvenience your career prospects.
But at the same time show that you are willing to do whatever possible.
That again adds to the credibility aspect.
It reflects the kind of personality you are.
Let’s say you are quitting because of conflict with your boss.
This kind of positive note while writing the resignation letter can offset that impact.
It can convey your sensitivity and good intent.
Moreover, it will remain as a legal document of your cooperative behavior.
So even if people try to raise fingers on your ability, you can easily have evidence otherwise.
This is, in fact, a key option to keep your future opportunities safe.
It sometimes can be a great help for effective communication.
In very simple terms, this will be a good way to resign.
It reiterates your professional virtues.
That can often come handy.
Show Your Gratitude
When you write a resignation letter, the thank you note is very important.
It is, in fact, as crucial as the introduction.
It is always a great idea to thank your organization and boss for the opportunities.
Describe some crucial experiences that you treasure about the organization.
Think of a wonderful spread of food.
But most times if you don’t have a dessert to finish it, it will not taste good.
You will end the meal thinking something is amiss.
Well, that is exactly what the thank you note does.
When you are writing a resignation letter, this note brings in warmth to it.
You can be super excited about the new opportunity, but you worked with these people.
They might provide you with necessary references at a later date.
So, it is always a good idea to keep them in your good books.
A positive gesture does not cost you too much.
But at the same time, you can reap rich benefits from these.
It helps create a positive impact on the readers.
The thank you note in your resignation letters also reflects your sensitivity.
Make an Impactful Closing
When you are exploring how to write a resignation letter, remember closing is essential.
In fact, the closing most times need to be as impactful as the opening lines.
After all, the reader should end your resignation letter with a positive note.
They should feel happy about sparing the time to read your letter.
Always make sure that you end the resignation letter with a positive note.
This will leave a positive aftertaste in their mind.
Let’s face it; the resignation letter is a mere formality.
Then why do you need it?
It is hard document sealing your resignation intent.
At the same time, it also documents your positive attitude.
This note at the end makes you a thorough professional.
This indicates the balance in your personality.
It also shows your ability to keep calm in the face of any kind of adversity.
On an average, the closing of the resignation letter seals your position.
The way you frame it, it can help you emerge a hero or a zero.
It also shows how grateful you are towards the company.
So when other companies contact this one for reference, this can help you.
The chances are you get more positive references than negative ones.
Remember to Ask for Reference
This is an optional element when you are drafting the resignation letter.
You can always request your ex-Boss for reference.
Professionally it looks great on your resume.
You have the written assurance from all your ex_Bosses.
This can go a long way in enhancing your professional career.
It shows that you are a matured professional and you mean business.
It also reflects respect towards your fellow professionals.
By asking for their reference, you are also respecting their achievement.
You can also put these on social network sites like LinkedIn.
They help create greater value in the brand that you feature in.
The Cardinal Dos to Write a Resignation Letter
That brings us to the key dos and don’ts of a resignation letter:
- Consider Your Decision Carefully
- Check Your Contract
- Draft Your Resignation Letter
- Keep a Direct/Transparent Approach
- Inform Your Boss First
- Sort out Financial Settlement
We all understand that this is more like a marketing means.
It helps you leave the company on amicable terms.
In many ways, it can also enhance your career.
We have already provided a detailed format for writing these letters.
The next step is keeping mind the key dos and don’ts.
These are the cardinal points that can give an edge to your resignation letter.
It will help transform it to extraordinary from ordinary.
1. Consider Your Decision Carefully
Don’t just write a resignation letter.
Consider the pros and cons before you send the resignation letter.
2. Check Your Contract
Before you set out to write a resignation letter, go through the contract details.
Carefully go through every detail.
3. Draft Your Resignation Letter
This is the most critical step.
It pretty much seals your resignation.
Make sure you draft it in a positive manner.
This help generates positive vibes.
4. Keep a Direct/Transparent Approach
Make sure that your resignation letter, your chats all carry the same story.
Avoid conveying different versions to different people.
That can create confusion.
Just maintain the same line of explanation
5. Inform Your Boss First
This is basic decorum.
Draft the resignation letter and inform your boss first.
It is not just courtesy but also shows that you are a professional.
You are mindful of hierarchy and respecting it.
6. Sort out Financial Settlement
According to regulation, you need to get your normal pay during the notice period.
Also, you are liable for other financials perks till you quit the job.
Always make sure that you settle all of these before writing a resignation letter.
What Are the Don’ts While Drafting Resignation
Along with this, you also have to remember the Don’ts:
- Don’t Rant Against Your Boss
- Don’t Get Into Conflict
- Losing Your Cool Is Not an Option
- Avoid Email/SMS
Often these are simple slips that can lead to the costly aftermath.
However, with just a little care, you can avoid these.
Often these are very simple elements.
1. Don’t Rant Against Your Boss
If you don’t like something about your boss, don’t rant about it publicly.
You should not mention it in the resignation letter.
In this context, the resignation letter should not have any personal feelings.
It is important to keep it as emotion-neutral as possible.
Unnecessarily calling the boss names or complaining against your colleagues can affect you.
You can face challenging times but learn to come out of it unscathed.
Your professional poise is important.
That helps you maintain a neutral stance and a balanced attitude.
2. Don’t Get Into Conflict
If you have problems, try sorting it out amicably first.
It is never a good idea to just send a resignation letter.
Look at the various factors carefully.
Writing a resignation letter should be the last thing.
Make sure you have weighed all other options.
Probe the various elements of the conflict carefully.
Look at amicable alternatives before you send the resignation letter
3. Losing Your Cool Is Not an Option
Whether you are writing a resignation letter or a dialogue with your boss, keep calm.
Don’t raise your voice or hurl abuses.
You should never include abusive language while writing a resignation letter.
That is a big no while drafting a resignation letter.
4. Avoid Email/SMS
However angry or frustrated you might be, it is never good to quit over email.
There is always something very powerful about direct face to face conversation.
Don’t just send a resignation letter.
Always speak to your boss first.
Tell them about your decision.
Therefore, we can conclude that writing a resignation is tricky business.
It can make or mar your professional future in a matter of minutes.
Therefore, it is imperative to maintain a balanced approach.
When you are writing a resignation letter, keep your personal feelings at bay.
Don’t let that cloud the professional approach.
Also, it is never a good idea to write lengthy resignation letters.
Short, crisp and precise are the buzz words.
These define how you need to write your resignation letter.
In case, you have no experience, refer to online examples.
Try looking for some real resignations.
That will help you develop a fair idea.
These examples give you a realistic solution to your problems.
In fact, these can be the best guides on how to write resignation letters.