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Karen Bespalov
Karen Bespalov

The Ultimate Guide to Writing a Resignation Letter - Free Examples and Templates

Resignation Letter PDF Free Download

If you are planning to quit your job, you might be wondering how to write a resignation letter and where to find a template that you can use. A resignation letter is a formal document or email that lets your employer know that you intend to leave your position. It is not only a courtesy, but also a legal requirement in some cases. In this article, we will explain what a resignation letter is, why you need one, what to include in it, how to write it, how to deliver it, and where to find free resignation letter templates that you can download or print.

resignation letter pdf free download


What is a Resignation Letter?

A resignation letter is a short, formal letter that informs your employer that you are leaving your job. It usually states the reason for your departure, the effective date of your resignation, and your gratitude for the opportunity and experience. A resignation letter serves as a written record of your intention to quit and helps you end your employment on good terms with your employer.

Why Do You Need a Resignation Letter?

There are several reasons why you need a resignation letter when you decide to quit your job. Here are some of them:

To Maintain a Positive Relationship with Your Employer

A resignation letter shows that you respect your employer and appreciate their support during your employment. It also helps you avoid burning bridges and leaving a bad impression. By writing a polite and professional resignation letter, you can maintain a positive relationship with your employer and leave the door open for future opportunities.

To Get a Good Reference for Future Jobs

A resignation letter can also help you secure a good reference from your employer for your future job applications. A reference letter or recommendation letter is a document that vouches for your skills, achievements, and character. It can boost your chances of getting hired by other employers. By writing a gracious and sincere resignation letter, you can show your employer that you are reliable, trustworthy, and respectful, and that you deserve their endorsement.

To Follow the Company Policy and Protocol

A resignation letter may also be required by your company policy or contract. Some employers have specific rules and procedures for resigning employees, such as giving a certain notice period, submitting a written notice, or completing an exit interview. A resignation letter can help you comply with these requirements and avoid any legal issues or penalties.

What to Include in a Resignation Letter?

A resignation letter should be concise and clear, and include the following elements:

Your Name and Contact Information

You should start your resignation letter with your name and contact information, such as your phone number, email address, and mailing address. This will help your employer identify you and reach out to you if needed.

The Date of Your Resignation Letter

You should also include the date when you wrote and submitted your resignation letter. This will help your employer keep track of your notice period and plan for your replacement.

The Name and Position of Your Recipient

You should address your resignation letter to the person who is responsible for accepting your resignation, such as your manager, supervisor, or human resources representative. You should include their name and position, as well as the name and address of the company.

A Formal Salutation

You should begin your resignation letter with a formal salutation, such as "Dear Mr./Ms./Dr. Last Name" or "To Whom It May Concern". You should avoid using informal or casual greetings, such as "Hi" or "Hey".

A Statement of Your Intent to Resign

You should state clearly and directly that you are resigning from your position and the company. You should also mention the effective date of your resignation, which is usually the last day of your employment. For example, you can write "I am writing to inform you that I am resigning from my position as Marketing Manager at ABC Inc., effective June 30, 2023."

The Effective Date of Your Resignation

You should specify the date when your resignation will take effect, which is usually the last day of your employment. This will help your employer prepare for your departure and arrange for a smooth transition. The effective date of your resignation may depend on several factors, such as your notice period, your contract terms, or your personal preferences. Generally, it is advisable to give at least two weeks' notice before leaving your job, unless otherwise agreed upon with your employer.

A Reason for Your Resignation (Optional)

You may choose to include a brief explanation of why you are resigning from your job. This is optional, but it can help you express your appreciation for the opportunity and avoid any misunderstandings or hard feelings. However, you should avoid mentioning any negative or personal reasons for leaving, such as dissatisfaction with the management, salary, or work environment. Instead, you should focus on positive or neutral reasons, such as pursuing a new career opportunity, relocating to another city, or going back to school.

A Thank You Note for the Opportunity and Experience

You should express your gratitude for the opportunity and experience that you gained from working at the company. You should highlight some of the achievements or skills that you acquired during your employment, and thank your employer for their support and guidance. You should also acknowledge the contributions of your colleagues and team members, and wish them all the best for the future.

An Offer to Help with the Transition (Optional)

You may also offer to help with the transition process before you leave your job. This can include training a new employee, completing any pending projects or tasks, handing over any documents or files, or providing any feedback or suggestions. This will show that you are responsible, cooperative, and willing to go the extra mile for the company.

A Closing Remark and Signature

You should end your resignation letter with a closing remark that reiterates your appreciation and best wishes for the company. You can use phrases such as "Sincerely", "Respectfully", or "Best Regards" followed by a comma. Then, you should sign your name either by hand or electronically below the closing remark.

How to Write a Resignation Letter?

Writing a resignation letter can be challenging, especially if you have mixed feelings about leaving your job. However, by following these steps, you can write a professional and courteous resignation letter that will impress your employer:

Keep It Short and Simple

A resignation letter should be concise and clear, and not exceed one page in length. You don't need to provide too much detail or explanation about why you are leaving or what you are going to do next. Just state the facts and focus on the positive aspects of your experience 71b2f0854b


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