Congratulations on your new job! Once you have a finalised job offer and start date with your new company, it's time to hand in your notice at your current job. To help you, we have created a quick career services guide for crafting a professional resignation letter (or email).
Why a resignation letter is the professional way to resign
A resignation letter is your formal notification to your employer. By providing written notice, you allow them to begin finding your replacement and making necessary arrangements for your departure.
Your resignation also clarifies your last work day and any remaining responsibilities. That information will be helpful to your line manager, payroll department, and HR team.
Writing a well-crafted resignation letter can do more than notify your employer of your departure. It can help demonstrate professional courtesy and show that you value the relationships you've built. This can be crucial, especially if you plan to stay in the same industry, as networking connections will be important, and how you treat people will make a difference.
Remember that your current employer may be asked to give you a reference in the future, so keep things positive.
A step-by-step guide: How to compose your resignation letter
Step 1. Start with a formal greeting, addressing your manager or supervisor.
Using a formal greeting shows respect and acknowledges seniority. It also shows that you recognise the process of leaving a company.
Step 2. Clearly state your intention to resign and provide your working dates.
When you state your reason for leaving an employer, keep it respectful and factual. Whether you have loved your job or not, your decision to move on should be what you discuss here. Mention things like increased responsibilities or a more senior position. Refrain from mentioning what you did not like about your current role or company. Negative sentiments can quickly turn otherwise positive relationships sour.
Consult your original contract to determine your final working day. Do you have a month or a few weeks' notice period? Calculate this into your timeline for leaving and state it in your letter of notice.
Here are some "good" reasons to give as you hand in your notice:
● "I'm changing career paths/industries."
● "I've been given a better opportunity/a more senior role."
● "My job has altered due to organisational changes."
● "I am relocating to..."
Avoid saying:
● "I'm bored in my current role."
● "I don't get along with my co-workers/line manager/boss."
● "I haven't been given a promotion."
Step 3. Express gratitude for the opportunities the company gave you.
Your current role will have taught you many things, and sharing your gratitude for this opportunity will enhance relationships as you leave.
Step 4. Offer to assist with the transition and provide your contact information.
Your notice period is there for you to hand work over. More than that, it is an opportunity to help your company and team transition from one employee to another. Showing you can be helpful during this time will benefit those around you. It will also look favourably on you. So make the offer of assistance. And if they do not need your help, don't be upset.
Always provide contact details where future contact is necessary. Remember that things like your final payslip, references, and other administrative items may need to be forwarded to you after you finish.
Step 5. Ask for a reference.
A formally written reference is always helpful for your work portfolio and future job applications. Asking for one in your resignation is not an unprofessional move. Instead, it gives your employer time to prepare this alongside your final pay and benefits.
Step 6. Close the resignation letter with a formal sign-off, such as "Sincerely" or "Best Regards."
Remember you are writing a formal letter, so you must close it with a respectful sign-off.
Resignation letter template
Here is our resignation letter example.
[mselect example]
Resignation letter FAQs
Q: How quickly should I hand in my resignation notice?
If you have received a written job acceptance letter with a start date and have confirmed pay and benefits, you can offer your resignation to your current employer.
Do not offer your resignation without this!
Q: How do I find the right time to tell my boss I am leaving?
There is never a perfect time for an employee to leave a company. The best thing you can do for your employer is to tell them as soon as possible after you have accepted a job elsewhere.
Take time to write your resignation letter, but be prompt enough to give your boss a reasonable notice period.
Q: Is it better to resign by letter or email?
When resigning from a position, a letter rather than a resignation email is considered more professional. It provides a tangible departure record and can be added to your employment file. It also allows you to express your gratitude and briefly explain your resignation.
However, an email may be more practical sometimes, especially if you need to resign quickly or work remotely. When deciding which method to use, it's essential to consider your specific circumstances and company culture.
Q: Should I give my job resignation in person or by email?
Delivering your resignation letter in person is generally more professional, as it allows you to discuss the situation directly. However, email can suffice if you cannot provide a letter in person.
Please allow time in your diary for a face-to-face meeting later. Again, your professionalism and openness in this transition period will benefit future relationships.
Q: Why is resigning in person so awkward?
Everyone feels awkward in situations like this. Both you and your employer will find this conversation difficult, but if you go into the resignation process with grace, you will find that the response you get isn't as awkward as you thought it might be.
Q: How should I format a resignation email?
If you choose to resign by email, you must be as formal as you would have been in a written letter.
Start with a clear subject line, such as "Resignation - Your Name," and follow the example of our resignation letter above for the body of your email.
Q: Can I tell my colleagues before I hand my notice in?
No. Your decision to leave has to be given with respect, so avoid office gossip and take your resignation directly to your employer first.
Once you have handed in your notice, keep office gossip to a minimum. By all means, let people know where you are going next, but show professionalism in your reasoning.
Another thing you can do for your team is be open about your departure process. How will you be handling the transition, and how will you leave finished and unfinished work?
Q: How will my employer respond to my resignation letter (or email)?
When you submit your resignation letter or email, your employer may respond in various ways.
They may acknowledge your resignation, express gratitude for your contributions, discuss the transition process, or even conduct an exit interview to gather feedback. The response may include details about the final work days, handing over responsibilities, and other administrative procedures.
Alternatively, you may be asked to leave immediately. This approach is generally rare, but depending on the security level of your job, it may be a corporate response.
You may be offered a better position, pay, or benefits to remain with the company. Take time to consider this as an option. What would your response be?
Be prepared for a formal approach, however it transpires. And remain professional throughout the process and committed to your work. The lasting impression you leave behind determines future relationships and opportunities.
Wishing you the best of luck from us here at mselect!