Resigning from a job, regardless of the circumstances, is an important life decision that should be addressed carefully. A professional notice or resignation letter is an important part of the departure process that can create a lasting impression on past and future employers. We’ll detail what your notice letter should contain and provide an example to help you draft one in this article.
What is a Notice Letter?
A resignation or notice letter is a formal manner of leaving a company. This official document records the end of your job and also provides your employer with important information such as when your employment will finish, gratitude for your time with the company, and any other data that will aid in your transition from the organisation.
Some employers require employees to give a resignation letter as part of the official process of leaving, while others may view it as only a professional courtesy. A resignation letter can be sent by email or as a physical letter.
Why is a Notice Letter Necessary?
It is an official requirement for some firms that all employees submit a resignation letter within a particular time period before leaving the company. Even if your firm does not require a resignation letter, writing one is a smart idea.
A resignation letter demonstrates your appreciation for your employer and your time with the organisation. Gratitude can assist you in maintaining professional contacts with your employer, which can be useful in the future if you require a reference or recommendation. It’s also a fantastic approach to keeping track of your previous employment with the organisation. Having this letter on file with a corporation aids in the validation of your employment.
Types of Notice Letters and its Example
There are different notice letters and examples depending on the reason for your resignation. Here are some popular notice letters, example and tips on how to write them:
#1. Resignation due to a change in career
When leaving one organisation to join another, it is critical to draft a professional and correct resignation letter. Not only will your resignation letter be kept on file in HR as an official document, but it can also help you maintain a cordial and constructive connection with your employer. If you want to return to this firm or industry in the future, this final positive interaction can be beneficial.
Please accept my formal resignation as [job title] from [company name]. My last day of employment will be [last day of work]. I have made the tough decision to pursue a career in healthcare administration.
I am happy to help with the transition process, and I’m able to adjust my last date of employment by a week if needed. Also, I have some excellent training materials I know will be of use to my successor.
I know my time at [company name] will help me in my new career. Four years as [job title] has more than prepared me for a career in healthcare administration, and I am so grateful for all I have learned.
Best wishes,
[Your name]
#2. Resignation because of relocation
A relocation resignation letter informs your employer that you will be leaving the company to relocate to a new city or country. This resignation letter should explain to the employer why you are leaving the company for personal reasons. Explain why you are moving and provide a thorough plan for completing unfinished jobs before your departure in your letter.
The following is my formal resignation from [company name] as [job title]. My last day of employment will be [last date of work]. I will move with my family to Norwich in the next few months.
Let me know how I may be of service until then. I am happy to help with anything needed during the transition process.
Thank you for all the opportunities I received as a [job title]. I hope I find another company in my new city that has equally kind, competent and helpful colleagues.
Sincerely,
[Your name]
#3. Resignation because of a return to education
A resignation letter due to returning to school should explain why further education is a vital step in your career. If you’re returning to school to learn new skills for your current job, your supervisor could be a valuable resource in the future. If you work as an intern, your employer will be aware that your position is transitory. To demonstrate your professionalism, you should still send an official resignation letter document.
[Your supervisor’s name],Please accept my resignation from [company name] as [job title], because I have decided to return to education. I will attend the University of Birmingham to further my studies in engineering.
Part of the reason that I want to return to university is because of all the amazing experiences I had at [company name]. The many projects I completed during my time as [job title] have convinced me to return to education to expand on what I’ve learned during my employment.
Let me know how I can be of service during the transition period. I one day hope to return to [company name] after I have completed my course.
Thank you,
[Your name]#4. Resignation because of personal reasons
It is critical to stay professional throughout a resignation letter that mentions personal reasons for leaving. Because the reason for leaving may be a family concern, it is okay to make the resignation letter broad and avoid discussing specifics. However, if you choose to discuss your reasons for leaving, keep it to one or two phrases.
[Your supervisor’s name],Please accept my resignation from [company name] as [job title]. My mother has become ill, and I am her primary carer. I have decided to leave the company to spend more time in my caretaker’s role.
Thank you for all you have done for me. I have enjoyed my time with the company, and I’m grateful for all the help I’ve received from my co-workers in the past few years.
I will be available over the next two weeks to help with the transition.
Thank you again,
[Your name]#5. Resignation because of maternity/paternity leave
You may decide not to return to work after taking maternity or paternity leave. Employees in the United Kingdom can take up to 52 weeks of maternity leave, according to the government. Many individuals may reconsider their job ambitions after spending time with their child, which may include wanting to stay at home. Your resignation letter should explain why you are leaving, thank your employer for the opportunity, and offer to assist with the transition. Mention your want to work in this industry again in the future. HR will see this and may make a note of it for future employment opportunities.
[Your supervisor’s name],During my maternity/paternity leave, I have decided not to return to [company name] as [job title]. I plan on staying home with my child for the foreseeable future.
This was a tough decision to make as I have enjoyed my time at [company name]. I hope you will remember me in the future as I plan to return to this industry in the next few years.
I am more than happy to help with the transition process. I am available over email and on my cellphone. Also, I can also return to the office for a few days to help with the more technical aspects of the transition.
Sincerely,
[Your name]
#6. Resignation because of changes at a company
If you are having problems at work and are unable to fix them for any reason, it is time to draft a resignation letter. It is best to focus on the positive experience you may have had and express gratitude to your management in this letter. Avoid explaining why your current workplace is no longer a favourable atmosphere for you, and instead, explain how a change will boost your career.
[Your supervisor’s name],This is my official resignation as [job title] at [company name]. I will leave on [date] at the end of my contract.
While I have enjoyed my time at [company name] recent changes in my position as [job title] are no longer in line with my ultimate career goals. I believe it is best to seek a career that has all the elements I require.
As my contract ends in two months, I have plenty of time to be of help during the transition period. Please let me know of any way I can be of help.
Best wishes,
[Your name]
How to Write a Notice Letter
The greatest advice for writing a resignation letter is to make it short, to the point, and to the point. You are not compelled to state your reason for quitting, especially if it is detrimental to the organisation. Instead, thank your boss for the knowledge and abilities you’ve gained during your time there.
Here are some pointers to remember when writing one:
#1. Address it to your immediate supervisor.
When composing a resignation letter, address it to your immediate supervisor rather than an HR representative. There’s no need to be unnecessarily formal if you normally call them by their given name.
#2. Keep it brief.
A resignation letter should be no more than one typed page long. Remember that going into excessive detail is not essential.
#3. Maintain a positive, professional tone.
Despite taking on a new position, you may need to contact your old company for references in the future. In your letter, use a positive, professional tone and avoid using any derogatory words against the organisation, your supervisors, or your coworkers.
#4. Offer to assist after you have left.
This is optional, but it will help you keep a good relationship with your soon-to-be ex-colleagues. Don’t indicate that you intend to be on call for the company, but let them know if you’re willing to answer a few questions here and there.
What Your Notice Letter Shouldn’t Say
It is also important to understand what not to mention in a resignation letter. Many employees make the mistake of inserting excessive personal information and emotional sentiments in official communications.
When writing a formal resignation letter, leave out the following:
#1. Extensive details on why you’re leaving
Although you may feel compelled to explain why you’re leaving, lengthy details aren’t required in your resignation letter. For example, if you’re changing jobs, you don’t have to tell your new employer that they offer a better product, service, working environment, salary, or benefits package. Keep your language professional and upbeat, and keep your message brief and straightforward.
#2. What you dislike about your employment
A resignation letter is not the place to voice issues or disparage your soon-to-be-former employer or coworkers. Before writing the letter, Roque suggests letting go of any resentment and having a neutral party examine it to ensure it’s sufficiently polite and brief.
#3. Emotional expressions
In your letter, use a professional yet calm tone. A hostile or otherwise emotional letter will simply serve to aggravate you. Twersky urges not to resign angrily, even if you’ve been overworked and disgruntled. Avoid using phrases like “I feel” or “I think” unless they are followed by a positive statement.
Try not to burn any bridges when composing your letter; you may need support from these people in the future.
Can You Handwrite a Notice?
It makes no difference whether you type or handwrite the content as long as it is completely readable. Although it is not specifically stated, you should sign it. Signatures are only accepted in handwriting. So, the standard procedure would be to type a letter, print it, sign it, and deliver it.
How Do I Tell My Boss I Give Notice?
You must take the following actions to notify your manager that you are resigning:
- Request a face-to-face meeting.
- Explain why you’re leaving.
- Give at least two weeks’ notice.
- Offer to help with the transition.
- Express your appreciation.
- Please provide your proper resignation letter.
Do I Have to Give 4 weeks Notice?
You must give at least one week’s notice if you have been at your employment for more than one month. It’s preferable to resign in writing so that there’s no confusion about when you did it. Send a letter or an email outlining how much notice you’re providing.
Is it OK to Resign via Email?
Writing a resignation email is both a professional politeness and a good idea for documentation purposes, and it is often required. It is always preferable to begin the leaving process in person with your manager. A resignation email should express your intent to quit as well as your departure date.
When is it Okay to Quit Without Notice?
Most people work under the terms of at-will employment, which means that neither the employer nor the employee has a legal responsibility to give notice before ending employment.
Conclusion
It is critical to end your time in one role on a high note before moving on to the next. Writing a precise, short notice letter free of emotional expressions assures that you are following the proper procedure. A strong resignation letter can also open the door for favourable references from former coworkers – you never know who you might cross paths with.
Maintaining solid professional relationships at all stages of your career requires courteous and respectful resignation.
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