Resignation Letter Due to a Career Change (With Samples)August 26, 2020
Resigning from a job is an important career decision, and submitting a resignation letter is an essential part of the transition process. A good resignation letter can help you maintain a cordial relationship with the existing company and serve your notice period in an amicable manner. A resignation letter should follow a proper format and tone while informing your employer of your exit date. In this article, we discuss how to write an effective resignation letter and provide you some samples to help craft your own.
Why should you submit a resignation letter?
Most companies require you to serve a stipulated notice period before leaving a job. A resignation letter formally tells your employer within the company guidelines that you intend to leave your job. Your notice period usually begins from the date you submit your resignation letter. Even if your company does not require you to submit a resignation letter as a matter of rule, your employer likely expects you to submit one as a matter of respect and professional courtesy.
A resignation letter becomes a part of your employee records. A well-written resignation letter goes a long way in ensuring that you remain on good terms with the company even after you leave your job. This can be extremely helpful in the future course of your career, say for example, when you need a reference from your previous employer or want to join the company again.
How to write a resignation letter
Your resignation letter should include all the essential details to help your manager plan for a timely handover of your duties and provide for your smooth exit. Use the following steps to prepare and format a professional resignation letter:
- Review your company's employee handbook. Review your employee handbook for your company's resignation policy. Find out the stipulated notice period and the right person to submit your resignation letter to. You may also find the required notice period in your appointment letter under the terms of service section. Contact your human resources department if you need any further help or information.
- Begin with a header. Include the following information in the header: your contact information, the submission date, the intended recipient and the company information.
- Address the recipient. Address the recipient with a proper salutation followed by the person's title and last name. For example, “Dear Mr. Gupta.” If you are adding any suffix as a sign of respect, such as “Ji,” you may either use the first name or the last name of the recipient without any title such as “Mr.” or “Ms.” For example, just say “Dear Guptaji” instead of “Dear Mr. Guptaji.” If you do not wish to mention the name, you may simply say “Dear Sir” or “Dear Madam.”
- Make a formal statement of resignation. Offer your resignation formally in a clear sentence. You may write, “I hereby offer my resignation as senior content analyst from Creative Info Media.”
- Specify your last working day with the company. Include your intended last working day with the company. The number of days between the date you submit your resignation letter and your intended date of departure should match with the stipulated notice period, which usually ranges between 30 to 90 days. If your notice period is shorter than that specified in your terms of appointment, you should have prior approval from your manager or HR department.
- Include a reason for your exit. Your employer will usually like to know the reason for your leaving the company. Although it's not mandatory, it's advisable to specify an honest reason for your departure from the company. So, whether you are leaving to follow your passion in a different field or to take a break for higher studies, make it a point to mention it in your resignation letter.
- Express gratitude. Thank your manager, company and colleagues for giving you the opportunity to work with them. Talk about the things you learnt and how you had a pleasant time with the company. This will give a polite and courteous tone to your resignation letter.
- Offer help. Offer to help with essential steps like knowledge transfer, project documentation and the reassigning of clients before you leave. You may also make an open-ended statement offering your help for any other task related to your resignation, including finding and training your replacement.
- Conclude and sign. Give a professional closing to your letter with a phrase such as “Warm Regards,” “Yours Sincerely,” or “Thanking You,” and add your name and signature below it. You do not need a handwritten signature if you are sending your resignation through email.
- Proofread for errors. Once you are done writing your resignation letter, proofread it for grammatical mistakes and readability issues. Check the accuracy of all the important information, such as your contact details and your last working day in the company.
An error-free and well-formatted resignation letter prevents miscommunication and leaves a lasting impression on your employer.
Simple resignation letter format
The following is a simple format for a resignation letter:
Dear Mr./Ms. [recipient's last name],
I hereby offer my resignation as [job title] from [company's name] with an exit date of [date of last working day].
It has been such a pleasure working with you in the company. I cannot thank you enough for all the help and support extended to me during my time in the company. The knowledge and experience I gained here will be immensely helpful in my career. The time I spent in this company will always form part of my fond memories.
Please let me know how I can help you in making this transition as smooth as possible.
Formal resignation letter sample
The following resignation letter sample will give you an idea as to the content, tone and format of a formal resignation letter. Feel free to modify the content according to your specific requirement:
11 March, 2020
Creative Thinkers Solutions
35, Brigade Road
Bangalore, Karnataka 560001
I hereby offer my resignation from the position of senior content analyst for Creative Thinkers Solutions. My last working day with the company will be 17 April, 2020.
This was a difficult decision, but I have decided to pursue my lifelong dream of working in the education sector. It has been a pleasant experience working in the warm and friendly atmosphere of the company. I will take this opportunity to extend my sincere gratitude to Creative Thinkers Solutions and my managers for giving me the opportunity to learn and grow in the organisation. The experience gained during the course of my employment will definitely help me in my new career. I will cherish the fond memories of my stay in the company for a long time to come.
Before leaving, I will return the laptop, USB drives and other electronic devices that Creative Thinkers Solutions has provided me. I will continue to coordinate with the designing team and plan to finish all the pending work by the end of this month.
Please let me know if there is anything else I can help you with during this transition. I would be glad to train and hand over my duties to my replacement.
Resignation email sample
You may have to submit your resignation through email, say for example, when you are working in a different location than that of your manager. The language and style of a resignation email would be similar to that of a physical resignation letter, but it may differ in some aspects of formatting. For instance, instead of a header, a resignation email has a subject line that includes your name and clearly states that you are resigning. Here is an example of a resignation email:
Resignation with effect from 17 March, 2020 — Divakar Madhav
This is to let you know that I am resigning from my position as Research Executive with Big Bull Securities Limited, effective 17 March, 2020. It was a tough decision, but after detailed consideration, I have finally decided to enrol for a full-time, on-campus program offered by the Institute of Chartered Financial Analysts of India.
Working in Big Bull Securities Limited has been a fantastic experience. I am grateful to the company for providing me various opportunities and experiences during this three-year period. The skills and learning I gathered in this organisation will be immensely helpful in my new career. I will fondly remember the time spent in this company.
Please let me know if I can be of help in any manner during this period of transition. I would be glad to offer my help in transferring knowledge and handing over my duties to my replacement.
I would also like to know about my provident fund accruals and the other employee benefits I am entitled to. Can we have a meeting when you visit Vizag next week?
By correctly formatting and including the necessary information in a well-written resignation letter, you help your former employer to prepare for your exit. You also create the opportunity to garner positive recommendations and future employment opportunities.