If you plan on leaving your workplace, it's important to take the proper steps leading up to your resignation. One of these involves giving your employer the details of your resignation. This shows respect to your employer while also providing them with an official statement that they can add to the company's records. In this article, we explain what a simple resignation letter is, list the steps for how to write one and provide you with tips and examples to help guide your writing.
What is a simple resignation letter?
A simple resignation letter is an official way of announcing your intention to leave your current position at a company. Some employers require you to submit a resignation letter as part of your contract, while others consider it a professional courtesy. Submitting a resignation letter gives your employer time to find your replacement, and you may need to take part in training said replacement. Sending a resignation letter in with ample time ensures you can leave the company while still keeping a positive connection.
How to write a simple resignation letter
If you need to write a resignation letter, it's important to know the steps to take to ensure its effectiveness. This includes your reason for writing, the elements to include and the overall tone of your letter. Follow these steps when writing a simple resignation letter:
- Include the reason for your resignation
- Mention your last working day
- Give thanks
- Offer help for a replacement
- Add your contact information
1. Include the reason for your resignation
Start your letter by clearly stating why you intend to leave the company. There are several reasons to resign for a company, including:
- Your contract with the company is coming to an end
- You found a better job
- You're uncomfortable with the working environment
- You're moving to another place
- You have a personal issue to attend to
If you would prefer to keep your reason private, you can omit this part, or simply state that you're leaving for personal reasons. Most employers prefer learning about the reason for leaving to better their working environment, so a simple explanation can be helpful.
2. Mention your last working day
Your employer also needs to know when you plan to leave the company. Notify them by including the date for your last working day early in the letter. This can be two weeks or even a month from the time you give your resignation letter. Be sure to clearly mention the day, date and month for your last working day.
Make sure you provide the company with an adequate amount of time before leaving your current position. There needs to be enough time from the handing in of your resignation letter to the last day of your employment for your employer to make other arrangements for your duties. Typically, two weeks' notice is appropriate at a minimum. This allows the company to make preparations for your replacement, such as posting an ad for your job, conducting interviews and training a prospective employee.
Depending on your circumstances, you may give more or less notice. If you have an urgent matter to attend to, you may not be able to give two weeks' notice. Likewise, if you plan to attend school in a few months, notify your employer as soon as possible to help them prepare.
3. Give thanks
When you write a resignation letter, it's important to display common courtesy. Be polite by thanking your employer for the opportunities they may have provided you over the course of your time at their company. Showing your modesty and gratefulness highlights the respect you have for your employer and helps maintain a professional tone throughout your letter.
4. Offer help for a replacement
Although it's not necessary, consider offering assistance to your employer to make the transition easier. This can help you leave on good terms and earn more respect from your manager. Since finding a new and experienced employee can be challenging, your employer may appreciate the gesture. Offer your assistance by helping them find your replacement or training the new employee.
5. Add your contact information
Your resignation letter also needs to include your contact information for further queries from your employer. They should be able to contact you for various reasons such as wanting to invite you to attend ceremonies, asking you for help regarding your previous work at the company or seeking your assistance in general. They should also have a way to contact you about any residual benefits. Be sure to include your personal mobile phone number and your email.
Simple resignation letter tips
Along with understanding how to format a resignation letter, consider heeding advice that can help you refine your writing. This can help it be more effective and professional. Here are some tips that can help you as you draft a simple resignation letter:
- Inform your employer in person: It is essential for you to inform your employer in person even if you have submitted your resignation letter. Try to notify them in person prior to submitting your official resignation letter. This is necessary to maintain a respectful and healthy relationship with your employer. If you can't meet in person, attempt to contact them by phone.
- Keep your letter concise: Keep your letter brief by sticking to the most necessary details. Include only the most important elements that make up a proper resignation letter. You can give a thorough explanation when you meet in person.
- Proofread and edit your letter: Read through your resignation letter and correct any grammar or spelling errors. Make sure your letter makes sense and uses clear language. You can also consider asking a friend or family member to read through your letter in case there was an error or typo you missed.
- Act professionally: A resignation letter might be your last chance to make an impression on your employer. Because of this, it's important to remain professional. Use respectful language and a professional tone throughout. This can increase your chances of getting a favourable referral from your employer for another job. It's also useful if you plan on staying in the same industry, as you may encounter them at a later date despite parting ways with the company.
- Stay positive: No matter your experience at the company, be positive in your resignation letter. A resignation letter is an opportunity to show appreciation for your employer and offer suggestions from your personal experience. Offer helpful advice while staying optimistic.
Simple resignation letter template
Before you start writing your resignation letter, consider the format and structure you plan to use. Ensure you're using the required elements that comprise a proper resignation letter. Here is a general template for a simple resignation letter that you can use to help guide your writing:
[Position at the current company]
[City or locality and zipcode]
Please accept this letter as a formal notification that I am resigning from my position as [job title] of [your department or company]. My last day will be [date].
I am really grateful for all the opportunities you have provided me with your company. My experience at [company] has been incomparable for the past [years you have worked there]. I had the chance to [one or two things that you learned/acquired]. I will always remember this position as one that helped me advance in my career.
I'd love to make my transition as smooth as possible. I would be delighted to help recruit another employee and help train them over the next [period of time]. If you need to, feel free to contact me for further assistance. My phone number is [number] and my email is [email]. Thank you again for the opportunity to work for you.
Simple resignation letter example
If you need assistance writing your resignation, reviewing examples can help you better understand the direction your letter needs to take. Consider the following example of a simple resignation letter as you write your own:
Jets Company Lodhi Road
New Delhi 555555
1 January 2020
Dear Mr Patel,
Please accept this letter as a formal notification that I am resigning from my position as an Assistant Manager of the Media department. My last day will be 14 January 2020.
I am really grateful for all the opportunities you have provided me with your company. My experience at Jets Company has been incomparable for the past six years. I had the chance to learn multiple new skills, software and tools and I enjoyed working alongside some of the industry's top talent. I will always remember this position as one that helped me advance in my career.
I'd love to make my transition as smooth as possible. I would be delighted to help recruit another employee and help train them over the next two weeks. If you need to, feel free to contact me for further assistance. My phone number is 248-579-3821 and my email is firstname.lastname@example.org. Thank you again for the opportunity to work for you.
(Signature on the hard copy)