What is the Resignation Letter?

The resignation letter falls under the category of a formal letter. It is a letter written by an employee to announce his/her intent to leave a position or office of employment currently held. The term resignation letter refers to a written notice an employee provides to their employer when they intend to leave the company. It is generally, written by a person who wants to give up a particular title, authority, job, position, etc. It is used by individuals to formally advise their employer they are leaving the company.  The letter needs to be simple, brief and focused. It can be treated as evidence or record as to the date or time of the resignation of an employee.

Definitely, a resignation letter is written when you want to join the new job but apart from it, you can write it for several other reasons. It is recommended to include your resignation letter reasons as to why you are leaving your job. These reasons can be like:

  • Falling sick
  • Due to pregnancy
  • Meeting with an accident
  • Facing communication issues
  • Low salary issues
  • Due to strict company policies
  • Any kind of personal issues
  • Ending of the contract

Informing about the resignation at the right time is essential for an applicant to the concerned authorities. It is mainly because this can allow the authorities to take the right decision related to a replacement at the right time. Submitting a proper resignation letter at the right time can further make it easy for you to ask for the reference or acknowledgment letter.

Format of the resignation letter

Letter header

  • Add your name
  • Address
  • Contact details
  • Date
  • Name of the recipient
  • Recipient designation
  • Recipient organization name.

Letter body

  • Add salutation
  • Add the first paragraph, inform about the resignation
  • Add the second paragraph, give the reason
  • Add the third paragraph, few lines showing some gratitude

Letter closing

  • Add salutation
  • Add your signature
  • Add your first and last name

Things to avoid adding in your job resignation letter

When you are quitting one job, it should not affect your future career opportunities. While moving out, don’t try to burn any bridges. Here are the few things that you can avoid adding in your resignation letter:

  • It is not always necessary to tell your old boss about your new job, until and unless you want to provide a true reason.
  • Never ever say a few things that you hated about your old job.
  • Don’t try to add some emotional statements because you are writing a formal resignation letter. Be calm and maintain the professional tone in your letter.
  • You can express the positive sentiment of gratitude, but that does not mean you will make your letter look emotional.