Everyone desires growth and recognition in their field, but sometimes people don’t receive the acknowledgment they deserve at work. At times, resigning becomes the only choice to pursue a higher role or switch fields.
Regardless of the situation, knowing how to write a proper job resignation letter is essential. It allows one to leave gracefully, maintaining a good relationship with the employer while subtly explaining the reason for leaving.
Depending on the circumstances, various resignation letter formats are available for the reader’s convenience.
Prior Notice Resignation Format
Some companies need an employee to give prior notice of resignation well in advance before leaving their post. This notice period can be one month prior, four weeks prior, three weeks prior, or just two weeks prior. Anyhow, the template to write such letters is:
While writing the letter, make sure to:
- Keep the letter as brief as possible.
- If one wants to, he can also mention his new job role at the new company.
- Always mention the last date of your work.
- Remember to thank the company for the support and have a generally positive outlook in the letter.
Resigning due to Personal Reasons
Sometimes the work environment has nothing to do with one decision to resign, and it’s just elements in his personal life taking a toll on him. However, one may choose a personal reasons resignation letter format to quit a job if he doesn’t want his reason to quit to be public and does not want to reconcile with the company in any way. In such a case, the following format is of use :
While writing the letter, make sure to:
- Thank the company properly while not being overly grateful
- Do not discuss the reason for resigning. Just stating ‘personal Matters’ is enough.
- Be cautious never to mention your new place of work or your new job role in the letter as it can lead to bitter feelings with the management.
Resigning due to Work Reasons
In contrast to the sample above, sometimes work conditions do cause a person to resign. In such case, a person can choose this format, the sample for which is:
While writing the letter, make sure to:
- Thank the company and state why one’s leaving in detail. A diplomatic approach stating the reason for leaving is highly effective over an angry rant. Also, the angry rant won’t lead to a job reference from the company.
- If one wants to reconcile with the company, he should also state steps that the management can take to make the situation better.
Resigning due to Job Switch
This kind of job resignation letter is used while switching fields. The sample for such a letter is as follows:
While writing the letter, make sure to:
- Thanks to the company for inculcating the deciding factors in the new field or contributing positively to the new job role. Even if one does not feel that his current job has cultivated any significant skills for the new job, it is always nice to include skills like – Management, Punctuality, Teamwork, Communication, and others in the resignation letter.
- Be sure to include the new field one is opting for in brief. Do not state the job role and any other details, just the fields and the reason for switching in brief.
Related: Notice Period For Resignation
Resigning due to work conditions: Rude Resignation letter
Although the cause for resignation may be similar to the formatted state above, the tone is different from the previous entry. Choose this format only and only if one has deep-seated resentment for his present company and that one wouldn’t be working there even a day after submitting the letter. Also, rude resignation letters wouldn’t fetch any good recommendations and references from the present company. That being said, here is the resignation letter sample to quit your job.
While writing the letter, make sure to:
- Not using any expletives, curses, slangs, or obscene words in the letter as their use can cause legal action against the writer. Words like – dirty, unrewarding, mismanages, and other light offensive terms should be used.
- Always state the prime reason that pushed one to write this resignation letter and that too in detail.
Resigning due to Pregnancy or Letter for Maternity Leave
This resignation letter format is for the working women who either want to resign from their position due to their pregnancy or want to request a maternity leave from their job. The sample of this resignation letter is:
While writing the letter, make sure to:
- Give an approximate month in which the baby is expected
- When asking for a leave, do specify the total duration needed as leave and the latest month when one would be able to resume his post.
Resignation with Immediate Effect Format
Often certain circumstances force a person to resign from his post with immediate effect. Leaving with immediate effect means that the person would be leaving his post within 24 Hours. The sample job resignation letter is provided below:
While writing the letter, make sure to:
- Include the reason for resigning immediately. One can state ‘Personal Reason’ as in the previous format, but for immediate resignation, the details of that ‘Personal Reason’ must be stated.
- Be sure to express regret multiple times for resigning immediately.
- Be sure to forward a copy to your subordinates as well.
Resignation letters particular to certain professions
These resignation formats are written specific to a particular profession, examples of which are-
Nurses Resignation Letter
Teacher Resignation Letter
Software Engineer Resignation Letter
Summing Up on Resignation Letter Samples
These formats can be pretty helpful and sufficient enough for anyone wanting to resign gracefully and adequately.
There are many other particular resignation letter formats – for Part Timers, for Freelancers, for Teachers, for nurses, and other professions, but all of them directly or indirectly a variation of one of the above formats.
Hopefully, by now, one has the basic idea of ‘how to write a resignation letter to quit your job’ and can take a step forward towards his growth – for both his character and career.
FAQ on Resignation Letter Samples
Q1. How do I choose the right resignation letter sample?
A1. Find a sample resignation letter that matches your situation and job role. Consider the tone, format, and content that best represents your intentions and maintains professionalism.
Q2. What should I include in my resignation letter?
A2. Your resignation letter should include:
- A clear statement of your intention to resign
- The date of your last working day
- A brief expression of gratitude for the opportunity to work with the company
- An offer to assist with the transition, if applicable
Q3. Can I personalise a resignation letter sample?
A3. Yes, you can personalise a resignation letter sample by adding specific details about your employment and the reasons for your resignation. Just ensure to maintain a respectful tone.
Q4. Should I send a printed or emailed resignation letter?
A4. It depends on your company’s culture and policies. In most cases, an email resignation letter is acceptable. However, a printed and signed letter is recommended for a more formal approach.
Q5. What if I need to resign immediately?
A5. If you need to resign with immediate effect, clearly state the reason for the urgency, express your regret for the short notice, and offer any assistance to make the transition easier. Ensure that you notify your direct supervisor and relevant team members promptly.
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