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Tips To Write A Professional Resignation Letter content –
While giving a resignation letter to employer definitely isn’t the first step to quit your job, but it’s an official document which tells your employer that you’re about to leave the organization.
Now, how you would write the professional resignation letter to employer to make your employer smile even while letting you go? No not because you’re a bad employee, really. But on the other hand, it’s your resignation letter ideas that did the trick.
In this article, we will first talk about a few things you need to consider while writing a resignation letter to the company. Then we will provide you a step-by-step process of how to write a formal resignation letter content.
At last, we will talk about what not to write in your letter, so that you can get a comprehensive idea about writing a resignation letter content.
Without much ado, let’s get started.
Few things to consider while writing a resignation letter content
There are things most people ignore, but not you. Have a look at the following pointers before you begin to write a formal resignation letter content.
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Be polite
You may have a lot of anger boiling inside you against your employer. But don’t show it in your letter. It’s usually a stupid idea to thrash your employer on the resignation letter ideas.
The letter is an official document. And if you’re not polite, it may show who you are. And the people who would try to prove you as an inappropriate person for a job could do that by citing the resignation letter content. So leave no room for being called a misbehaved fellow.
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Don’t write the letter on the same day as the fight
It’s not unusual to see that executives (especially fresher) submit their resignation letter with short notice on the day of the fight with their boss. They simply go to their desk after the fight and write a resignation letter with short notice and then leave. But it’s not a great idea at all.
Having a fight is naturally a common thing in an organization when employer and employee both don’t try to understand each other and moan and groan with their own demands and righteousness of their ideas.
But the truth is any decision taken just after the fight won’t be by any means a right decision. Rather, take your time, find out why you want to resign and then if you still feel, you need to submit the resignation letter with the notice period, go and do it.
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Don’t resign before you have an opportunity or idea
It seems obvious, but we have seen many executives resign even before having a job in their kitty or an idea about how to make ends meet. Don’t make this mistake. Once you write formal resignation letter with notice period and send it to the office of your employer and if s/he accepts the letter, you can’t take it back.
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Say ‘thank you’
Even when you really feel excited to leave the job, don’t forget to say ‘thank you.’ We will share how you should say ‘thank you’ in the following section. Don’t think that saying words of gratitude will make you an imposter. Even if the job isn’t good enough, it has offered you a bare minimum to live. You can be grateful for that at least.
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Find a replacement
Employers don’t say it always, but if you know that your position is an impactful one and if you just leave, it will affect the company, you should find a replacement. You can talk to the employer about it and train a junior for a month or two and then you can submit your resignation letter with notice period.
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Maintain a healthy relationship before leaving
Before you think to about submit a resignation letter with notice period to your employer, make sure you have a warm relationship with everyone (may not be everyone, but most of the people).
Leave all the conflicts at bay and greet everyone you know and meet the important persons in the company before writing the resignation letter with notice period. It will help you later when you need to offer any reference/s in your future employment/s.
How to guide about how to write a resignation letter content (including a sample)
Writing a resignation letter content is a process, a thing of art and a finishing line to end something that has started some time back. Most of the people don’t take the time to think about the resignation letter with notice period much, but if you, you have some benefits.
We will talk about the benefits afterward, but for now, let’s look at the process of how you can write a great resignation letter with notice period with ease.
There are just 3 steps to write a great resignation letter content. Let’s look at them now.
First step: Introduction
The first step is to write the introduction for your resignation letter content. To start with don’t try to overwhelm your employer with flashy words and fluffy phrases. Keep it simple. Start with simple addressing and as you do the introduction for other letters.
Example for introduction:
Dear Sir,
Please accept this letter as a formal intimation that I am resigning from my position as (mention the position) with (company name). My last day of working with (company name) would be (date of official resignation from your post).
Second step: Saying thank you
It’s simple. You need to say thank you in the body after you break the news. As we mentioned earlier that you don’t need to feel like an imposter to say thank you.
You would do it for two reasons – one, even if this job you’re resigning from is not good enough, at least it fed you and your family; two, you need the reference of your employer at a later stage of any employment opportunities. So, keep the windows open and say thank you.
Example for ‘Saying thank you’:
…..
I would like to thank you from the bottom of my heart for giving me this opportunity to serve and I really had a great time working with you. I have greatly cherished the opportunities I’ve been given (mention some job responsibilities) and the things I learned (mention some things you’ve learned) while working here.
Whatever I’ve experienced and learned here will add tremendous value to my future prospects and will greatly impact my career.
Third step: Dealing with transition
While you will give your resignation, the employer has to find someone to replace you. So to help him/her with the transition and to prove that you’re there till your last day, you need to add one or two lines.
Don’t write anything that you can’t deliver, meaning don’t promise anything that would not be possible for you. But it’s to ensure that you’re there with the employer till the last day and ready to help him/her with this transition
Example for ‘dealing with transition’
…..
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During this period while I will be on notice, I will make sure that the work I have taken over has been completed and I will train my team members to take care of the rest. Please let me know if I can do anything to aid during this transition.
I wish the company magnificent growth and continued success in the years to come.
Now, if you read this far, you would be able to write a resignation letter content on your own. But we want to make sure that while writing your resignation letter content, you don’t go anywhere else.
Thus we will make it more comprehensive. Let’s look at the types of resignation letter content and how they’re relevant.
Types of resignation letter content
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Resignation letter content – detailed
If you have quite good years of experience with the employer, you may want to provide some details about why you’re leaving the organization.
In this sort of resignation letter content, after the introduction, you need to add a paragraph detailing the reason for leaving the job. But make sure, you need to understand that mentioning the reason may act against you. So think a while before you write a detailed resignation letter content.
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Resignation letter content – standard
It’s just the normal resignation letter content that we described above. It will have three sections – introduction, thank you note and transitional details.
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Resignation letter content – formal
In this type of resignation letter content, you don’t want to share any information with the employer. In this case, just a bare-bone sort of information you will provide through your resignation letter content.
This type of resignation letter content only contains two sections – introduction and the date of resigning officially and nothing else.
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Resignation letter content – shorten notice
It’s often difficult to write because the employer doesn’t accept the letter with shortening notice. In this case, you need to write exact similar standard resignation letter content with an additional paragraph.
You need to mention that even if you are supposed to give a notice period of specific time (months or weeks); you’re reducing it to days/weeks/months (the time duration for which you’re serving the notice).
You also need to clearly say why you want to reduce the notice period (the additional paragraph). You should also need to convince your employer by stating that you would ensure the smooth handover of the project you’re handling currently.
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Resignation letter content – extended notice
Very few people do this, but this type of resignation letter content is written when you don’t want to leave your current project unfinished. You need to write the standard letter along with that you also need to mention why you want to extend the notice period.
When you decide to extend the notice period there are two things the employer may feel. One, s/he will feel proud to have you as an employee to see your work-ethic which will work very well for you in the later stage.
Two, if the employer has already found your replacement and planned to reduce cost (as you’re leaving within a few months), s/he may not feel happy. But convince him/her about the same.
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Resignation letter content – retirement
This type of resignation letter content should be written a bit differently as the person who is writing is going to retire from the company. Maintain the same form but add some more. Describe your experience in the company in brief and thank the employer for helping you grow in this company.
There are a lot of benefits to be able to write a great resignation letter content. Here are some of them –
- Resignation letter content serves the need for conveying the hard thing in a simple digestible manner
- It serves as a reference for future employment
- It shows that how good you’re as an employee and how well you served the company during your tenure
- It helps the employer understand the situation clearly and to decide upon the next course of action
- By writing a nice, articulated resignation letter content you make sure that you’ve really thought upon your decision to leave the organization and you didn’t decide to leave the organization just in a spur of a moment.
- A resignation letter content is a formality you should do to ensure that the process of employment is duly closed by serving the same.
What not to include in the resignation letter content
We’ve discussed in detail how you should write a resignation letter with notice period that helps you bid adieu to the company you’re currently working. But there are things you shouldn’t include in your resignation letter content. Here’s a list.
- Don’t write your letter in an informal manner, even if the employer is your friend in personal life. Maintain formality.
- Don’t be impolite in your tone of voice.
- Don’t complain, even if you have many complaints against your employer. As this can be a proof of your character, not theirs.
- Don’t make it more than 4-5 paragraphs. To get an idea about words, don’t write a resignation letter content which is more than 500 words.
- Don’t write anything in detail. A letter is just a place to mention the outline. If you need to express in detail, talk to the employer directly.
- Don’t forget to include a thank you. If you’re really angry or depressed with the employer, you can skip it (not the norm), but not otherwise.
- Don’t use any fluffy words or sentences. Write it in simple and conversational words.
If you read this guide and apply your learning while writing the resignation letter with notice period, you don’t need to go to any other place. Simply take a pen and paper, keep this article as a guide and start writing. Happy ending!
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