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Basic Resignation Letter Format for Employee

Quitting a job might seem tough, but sometimes it’s needed. There are many reasons, like finding a better job or being unhappy.

It’s important to leave on good terms. Nobody wants a bad reputation. So, writing a proper resignation letter is super important. It keeps your reputation good and shows respect to your boss and the company.

What is a Resignation Letter?

Whenever an employee decides to leave a job they are expected to drop a resignation letter for the company manager or their boss. It is an official declaration written in the form of a formal letter from an employee to their employer, intending to inform them that they have decided to leave. A resignation can also be in the form of a resignation mail. It includes the following points:

  • A valid reason for quitting.
  • A word of thanks for the given opportunity and experience gained.
  • The last day of work.
  • A few good words about the company and colleagues.
  • An assurance that they will wrap up all work before leaving.

Here is a resignation letter template that includes all the above points, and hence, can be used by any employee to structure their letter:

The do’s and don’ts of writing a resignation letter

The tonality should be polite and formal.Strictly avoid rude words or language.
Be precise with reasons and facts.Never let dissatisfaction or frustration with the job reflect in the letter.
Drop a few words of thanks.Never demean or disrespect the company, boss, or colleagues.
The resignation letter format for the company should be abided by.Don’t beat around the bush in the resignation email or letter.

Guide for writing the appropriate Resignation Letter

If someone is going through the quitting process for the first time, it is understandable that they would be dreading making any mistake or displeasing their superiors. After all, leaving with hard feelings is the last thing anyone would want. Here is a helping guide for writing the best resignation letter:

Use a proper resignation letter format: It should be formal and abide by all the rules of the company or institution they have been a part of. Let’s have a look at a sample format for a resignation letter.

This is a basic resignation format that shows the general structure of how the letter should be. As seen in the resignation letter sample format, a proper letter must necessarily contain the following points:

  • The recipient’s address
  • To the point resignation letter subject
  • The employee’s name.
  • Precise beginning mentioning the necessary information followed by the reason for quitting.
  • Word of thanks.
  • An assurance on the employee’s part.
  • Signature.

Also Read: Best Resignation Letter Examples

Use appropriate tone: It is not unnatural that an employee might have had an unpleasant experience at a job. Several disappointments might have fallen in the way, and expectations might not have been met, etc. All these can be an employee’s reason for quitting.

However, they should never mention these things while resigning.

The employer should get the appearance that they had a good time during the work duration and that they gained excellent and valuable experience.

Hence, keep in mind to use a positive and hopeful tone. Let us see a resignation letter example to understand this point:

Keep it precise: Never get carried away while mentioning your work experience, or never try to justify your reason for quitting. Keep it precise and short.

Mention only what is necessary but remember to include all the required details. An informative resignation letter is appreciated, not an exaggerated one! Here is a resignation letter sample to explain this point:

1. The exact date of quitting must be mentioned: Regardless if it’s a two weeks’ notice, a month prior notice, or immediate notice, it is essential to mention the exact date they wish to quit. It is simply because:

  • It helps in upholding clarity on both ends.
  • It gives the company the time to look for a replacement.
  • The company can plan future projects accordingly.

2. Focus on the minute things: Writing the letter is only the beginning of the process of quitting. The employer must try to keep it as positive and healthy as possible. Therefore, after writing the perfect resignation letter, other minute things should also be kept in mind. These include:

  • If possible, then deliver it personally. It adds to the excellent impression.
  • Being open to offering a helping hand if the company asks for assistance on anything, such as replacement, mentoring, etc.
  • Being adjustable to the rules of the company.
  • If, in any case, the employer is asked to leave immediately, then they should be prepared for it.
  • Leaving on a happy note!

Resignation Letter Format

Resigning through a formal email is preferred by many companies given growing digitalization. Hence, knowing the basic resignation email format is as important as knowing the paper format. 

A few important things to mention:

  • The content, tonality, etc., remains the same in the resignation letter email.
  • It is equally precise.
  • The only difference is that a resignation mail only requires the correct email ID of the recipient and a proper resignation letter subject.

Also Read: 10 Best Resignation Letter Samples & Format to Quit Your Job

Though there is not much difference between the resignation letter format for company and the company resignation letter format for email, it is essential to keep the following points in mind:

Precise resignation mail subject: The purpose of the subject line in any mail is to draw attention by mentioning the summary of the mail in a few words. Hence, the resignation email subject should be direct and short. 

Formal and straightforward language: Resigning is an official process, and hence, the entire procedure must be formal. Avoid writing a long email. Use short and crisp language putting forward the intention. But remember to keep the tone polite and positive!

Use the correct email ID: The last thing an employee would want while resigning is sending the resignation mail to the wrong address. Hence, double-check the email address before sending the resignation.

FAQs on Resignation Letter Email

1 When should a resignation letter be submitted?

Ans: It depends upon when the employee is ready to leave their job. However, it is always better to submit a resignation letter with an adequate notice period. If, in any case, the employee has to leave immediately, then they have no choice but to submit the letter just before leaving.

2. Why is a resignation letter important?

Ans: A resignation letter is vital for several reasons: it is the most appropriate and official way of leaving a job. It helps keep things peaceful with the present employer and colleagues, and it helps keep a record of when and why an employee left.

3. Which is a better way of resigning – letter or email?

Ans: Resigning through a letter is traditional and is preferred by many employers because it looks more polite. But with growing digitalization or when an employee has less time or if it’s the company rule, then resigning through an email is equally okay.

4. What should be written in the resignation letter email subject line?

Ans: The subject line in an email is the eye-catching part. Hence, it should be as brief as possible, but it should be able to put forward the real intention of the email. Therefore, in a resignation mail, the subject line could be anything between – ‘Resignation letter,’ ‘letter of resignation,’ etc.

5. Is it mandatory to mention a helping hand in the transition period?

Ans: It is not mandatory to offer a helping hand in the transition period. It just shows care and concern on the part of the employee who is leaving. If an employee needs to leave immediately, they might not be able to offer any help, which is understandable!

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