When you have to write a resignation letter, it should be an exciting time in your career. In any scenario, a solid resignation letter is important. You never know what’s down the road, after all, and people often return to previous employers. Even if you don’t rejoin an old company, it’s not worth burning a bridge or harming your personal brand equity. There are a few simple guidelines to write a great resignation letter, and it can impact the impression you leave behind.

There are a few simple guidelines and samples to write a great resignation letter The first, and most important thing about a formal resignation letter is that it must be clear. That includes stating clearly your desire and intent to leave your current role and company, your timeline for departure, including your last day, and the reason you’re leaving.

It’s normally very simple to express that you intend to leave the company. Your letter should begin with this sentiment; something as concise as: “Please accept this letter as formal notice of my resignation from my position as [your job title] at [company name].” Next, plot out how long you are available to transition any ongoing work and responsibilities, and specify your last day. Remember that the standard notice for departing a company is one month. The last point of your letter should detail why you’re leaving. This is important: rarely ever is a resignation letter a place to air grievances. There are always exceptions for difficult scenarios, but feedback needs to be formalised and provided with a human resources representative present. Your reasons for departure in a resignation level can be as simple as finding a new opportunity that offers growth in a different industry or professional function.

Next, your letter should be supportive, conveying a general air of positivity and appreciation. Again, providing notice of your departure of one month allows your employer time to start looking for a replacement or offer training to others to fill in. It’s also commonly accepted that you will offer your time to ease the transition, either working with the replacement or individuals who will take over your work. This includes creating workload documentation manuals or guides to ensure that nothing falls through the cracks. Be sure to only offer what you’re willing to commit to as you certainly don’t want to offer up your services beyond your term of employment.

Lastly, be sure to give thanks. It’s the best to recognise not only your company, but your hiring manager. After all, they gave you a chance and put you in the position you have today. Take the opportunity to mention the key skills and experiences you’ve gained. Mention some of your achievements of which you’re most proud. This is a basic element that should be included whether you’re happy or sad to leave. Even if you can’t wait to change jobs, you’ve likely learned a few things from the position. This is your opportunity to build a bridge and keep a relationship or reference open. You never know when it might make a difference in the future.

At the end of the day, it’s important to keep in mind that this career move is the right thing for you in the long run. While you might think of the process of quitting with some trepidation, it’s just a short period in time. Writing a professional, formal letter of resignation is particularly important because it’s a lasting document (and can serve as evidence of positive or negative interaction with an organisation). It is not a time to complain or bash a company or name names. It’s essential that you capitalise on the opportunity to depart on a high note and the best way to achieve that is by writing a clear, concise letter. A positive, supportive, and thoughtful message offering assistance in easing the transition can contribute to keeping your performance in a positive light. And finally, recognising the role your manager and organisation have played in shaping who you are as a professional is an easy way to ensure that you preserve your network should an opportunity to leverage it come into play in your future.

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Your Key to Write a Clear and Concise Resignation Letter

Career Advice Career counselling, advice and guidance
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Productivity Tips
Workplace English
Industry Stories
Job Search in Hong Kong
HR Career Success
How to Get Promoted
Career Path Planning
Career Coaching & Guidance
Advice Columnist