How to Write a Professional Resignation Letter? Complete Guide

Updated on: February 22, 2022

Job-hopping has become quite the norm in recent years; people look for better prospects and more exciting work to do and therefore, change jobs quite often.

But every time they leave a job, they need to write a resignation letter.

The following points will help you to write a professional resignation letter.

Resignation Letter Format

Begin your resignation letter by informing your employer that you intend to leave on a specific date and that you are serving your notice.

The second paragraph is a little about your reason for leaving and a lot about “niceties.” Be as honest as you can be; tell them briefly about why you wish to go – new job, illness, and relocation are three of the most common reasons for people to want to switch jobs.

Give your reason. If there is a better work opportunity that has let you decide on leaving your present post, mention briefly why you chose to switch.

While you may think that information of this sort will hurt the employer, this may not always be the case.

If it is the case, then you need to indulge in a little sweet talk and write how much you “enjoyed working in this company” and “how much you learned from it.”

In the last paragraph, say thank you to your employer for their “valuable” time in training you and giving you an opportunity to work for the company.

Be Cautious

Typically, a resignation letter is nothing more than a single-page document that states your reasons for leaving a particular job and provides a notice period.

But some protocols must be followed if you want a smooth transition.

Remember that resignation letters are not usually perceived as “pleasant” documents by employers – some employers may even suppose it as an offense.

Therefore, you should make sure that your employer does not feel negative when he reads your resignation letter.

Use Polite Tone

Resignation letters are usually written to a supervisor or a human resource manager depending on the hierarchy of your office.

A resignation letter needs to be very polite – even if your reason for leaving is far from pleasant, it is not recommended to gripe about your affairs in a resignation letter.

Offer your Services

Since you want a smooth transition from your present job, you must be tactful when writing a resignation letter.

Tell the employer that you are willing to train your replacement during your notice period.

This will give the employer a sense of security and he will be bound to make things easier for you.

Ask for Reference Letter

If you require any reference letters, set the stage for obtaining them in your resignation letter.

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