Nowadays, it is quite common for people to resign from a job at least once in their career. Though resigning is not pleasant, it might be necessary for several reasons. As such, it is important to know how to craft a proper letter of intent to resign to make the process of resigning smoother and to leave the company on a good note, without damaging the relationships you have with your superiors and colleagues. Here, let’s know the Sample Letter Of Intent To Resign.
Reasons For Resigning
There are several reasons why you may choose to resign from your job. Some of these reasons are listed below.
- You may need to quit your job if you intend to relocate to another part of the country or move to a different country for family or personal reasons. If the company you work at does not have a branch which you can transfer to at the place you are relocating to, then you have no option but to quit your job.
- If the work environment is toxic and there is too much pressure put on you, then you might want to resign from the job and look for another job with better work conditions.
- If your company does not offer any growth opportunities, then you may want to resign because you don’t want your career to become stagnant.
- If you have found another job with a better salary and career opportunities, then you have to resign from your current job.
- If you are bored with your career and you want to switch to a different field. Then you should resign from your current job and look for jobs in the field that interests you.
- If you need to stay at home to take full-time care of your children or elderly relatives, you need to quit your job.
Format Of A Resignation Letter
There are five main components in a resignation letter and they are explained in detail below.
Component 1: State your current job position and the date you intend to resign from.
Write concisely and in a straightforward manner about the details of your resignation. You do not need to elaborate on the reasons why you are leaving your job.
Format:
Dear (Your Boss’ Name),
Please accept this letter as formal notification that I am resigning from my position as (title of your job) with (your company’s name). My last day will be (the date which is 2 weeks from your notice date)
Component 2: Thank your superiors and the company for your job opportunity.
In this component, you should write about the things you have enjoyed and skills you have learned during your time at the company and thank your superiors and the company for providing you with the opportunities to grow in your career.
This will show your boss that you are grateful for what the company has done for you and this will create a good lasting impression on you. On top of that, it will make it easier for you to approach your boss for a letter of recommendation in the future should you require one because your boss will be more inclined to oblige your request if he or she has a good impression on you.
Sample Format:
Thank you for the chance to work as a (your job title) for the past (duration of your tenure at the company). I have had great moments at this company, and I am grateful for the opportunities that (you company’s name) has provided me, that enabled me to grow. I am sure that the skills I have learned such as (mention the skills you have learned) will help me throughout my working life.
Component 3: Let your employer know that you want to help the company out while they find a replacement for you.
This will show that you are considerate and responsible, which will help you to maintain a good impression. Additionally, your relationship with your colleagues will not be strained if you take up some responsibility instead of leaving your colleagues to work extra hours to do your work until your company hires a replacement for you.
Sample format:
I will complete the tasks assigned to me during the two weeks of the notice period and brief my colleagues on what they need to do next. I would be happy to help if anything is required of me during my notice period.
I wish the company success in its future endeavors, and I hope to stay in touch in the future.
Sincerely,
[Your Name]
Component 4: Ask about any queries you may have
In this component, you should ask about things you are unsure of such as when you will receive your last salary and other benefits that you are eligible to receive from the company.
Component 5: Provide your contact information
Provide your boss with some form of contact information so that you can keep in touch with him or her if you have a good relationship. You can provide your phone number or your email address. This will help you to continue to maintain the good relationship you have even after you join another job. This may be beneficial in the long term if there is a better job available at your old company and you would like to return to work there.
Examples Of Resignation Letters
Example 1: Standard Letter of Resignation giving notice of two weeks.
Dear Ms. Amy Colton,
I am writing to give my formal notice that I will be leaving my job as a sales assistant for Anderson Technology on December 15.
I have been offered a job as a sales manager at a family-run bakery, and after thinking about it for a while and consulting my friends and family, I am eager to venture into this new role and leadership position.
I have had great memories with my sales team for the past three years. I consider myself lucky to have received the career-growth opportunities (Company’s name) has offered me. It has been awesome working for a reputable company such as (Company’s name) and helps in meeting Anderson Technology’s mission to create technological products which will make the world a better and conducive place to live in for mankind.
If there are any tasks I can help you with during these two weeks, please free to let me know. Thank you for your understanding and consideration. I wish you and the company the best in whatever you do next, and I look forward to keeping in touch with you.
Best regards,
Robert Miller
Example 2: Resignation Letter for a job that does not suit you.
Dear (Your Boss’s Name),
I am writing to inform you formally of my resignation from the position of (title of your job) at (your company name). My last day with the company will be (two weeks from your notice date).
While working at (your company name) for (duration of your work), I have come to realize that the breadth of the job does not suit my capabilities and interests, and as such, I would like to explore other job opportunities.
Thank you for understanding, I am very grateful for all the support and mentorship you have provided me during my tenure at (your company name).
Please let me know how I can help to enable an easy transition over the next two weeks.
Sincerely,
(Your full name)
Example 3: Resignation letter with an advance notice
Dear (Your Boss’s Name),
I am writing to notify you of my decision to resign from (your company name), effective (date of resignation). I know that hiring someone to replace me for this job will take some time and as such, I would like to give you as much notice as possible.
At (your company’s name), I have grown both as a person and professionally. I have also gained valuable skills and knowledge which would surely be useful to me in this industry. I would like to thank you for your constant support and help during my employment here.
Please feel free to contact me regarding any details regarding my work and I am happy to help you and my colleagues with this transition process. I am also willing to train my replacement about the various tasks involved in this job.
I wish you and (your company’s name) success in all future endeavors.
Best Regards,
(Your full name)
Editing Your Resignation Letter
Once you have completed drafting a resignation letter, you should read through it and edit it so that it is professional. Your resignation letter needs to be professional so that it shows that you have put careful thought into writing it and it creates a good last impression on you. Below are some of the things you should be editing in your resignation letter.
- Grammar and spelling: You can use online apps such as Grammarly or software such as Microsoft editor to help you edit any grammar and spelling mistakes in your letter.
- Repeated or redundant information: Having repeated or redundant information in your letter will make your letter unnecessarily long, which makes it confusing for your boss to read it. As such it is important to make your resignation letter concise by removing unnecessary information from it and removing information that is paraphrased differently and repeated.
- Miscellaneous items: Ensure that you have used formal salutations to ensure that your resignation letter is formal. On top of that, you should make sure that you have written the correct resignation date to avoid any confusion.
Conclusion
In a nutshell, resigning is not a pleasant thing to do but it is sometimes necessary so that you can have better career opportunities or the free time to do the things that are important to you. To resign on a good note, you need to write a professional resignation letter and check it thoroughly before giving it to your superior. To do this, you need to follow the format of the resignation letter given above properly.
Frequently Asked Questions
1. How much notice should I give in my letter of resignation?
You should check with your company on what their policy is on the notice period. If you have worked at the company for less than a month, then there is no need for you to submit a letter of resignation. If you have worked for more than a month at the company, then you need to give your employer at least one week of notice. The standard practice at most companies is for employees to give two weeks of notice before they resign.
However, if you are in the position to inform your boss about your resignation before the two weeks, then it is good to do so. This is because it will give your boss more time to find a replacement for you and your colleagues will appreciate having more time to fill in your shoes during the transition period.
2. How do I submit my resignation letter?
Firstly, speak with your boss directly about your decision to quit your job. Then submit your resignation letter to the human resources department at your office physically or email them a soft copy of the letter.
3. What are the things I should not include in my resignation letter?
Your resignation letter should not include any negative things about your work, your boss, and your colleagues. Even if the reason why you are leaving your job is due to your dissatisfaction with the job or the attitude of your boss and colleagues, you should not complain about it in the resignation letter. Instead, try to leave on a good note by keeping the tone of your resignation letter positive.
4. What is the best time to resign?
According to several people, the best time to resign is at the end of the working day. Resigning at the end of the day will allow you to leave your office once the meeting with your boss is over. This will help you avoid any awkward or uneasy situations in the office where you need to continue working after letting your boss know that you are leaving.
