Resignation Letter | Resignation Letter Format, How to Write, Sample

Resignation Letter | Resignation Letter Format, Resignation Letter Sample, How is Resignation Letter Written

resignation letter

Various Important Topics we discuss in this article

Introduction
What is a Resignation Letter?
Importance of Resignation Letter
Resignation Letter Marking scheme
Resignation Letter Format
Tips for writing a Resignation Letter
Resignation Letter Sample
Top Mistakes in Writing a Resignation Letter
Resignation Letter Templates
Resignation letter FAQs

Introduction

According to the CBSE curriculum, a resignation letter may appear in the Class 10 exams as part of formal letter writing. Since a resignation letter is a type of formal letter, students need to adhere to its specific format to maximize their scores. The typical word limit for a resignation letter is between 100 to 120 words. The marks awarded for this type of letter can range from 5 to 7, depending on the English subject opted by the students. It is crucial for students to include all essential information in their resignation letters and to practice various examples to achieve full marks.

What is a Resignation Letter?

Purpose of a resignation letter

When you begin working with an organization, you enter into a contract of employment whereby you agree to work with them on specified terms. Similarly, when you decide to leave the organization, it is required that in order to end the contract, you write a resignation letter to terminate your employment.

A resignation letter is a formal way of conveying your intent of termination to the employer and the organization. Since the relationship is professional, it is good that you inform well in advance and not just shoo away one day and never come back to work. There may be various reasons behind your resignation like an unsuitable work environment, dissatisfaction, better opportunities, personal reasons, early retirement, etc.

It is recommended that you give the notice at least two weeks before the calculated date of cessation. Show your intention of completing all the pending assignments before you leave and offer your help in training or mentoring your replacement in order to assist the company even after you have left.

Point to be noted; no matter how unhappy you are with your colleagues, your boss, or the work environment, it would be amateurish of you to mention the negative aspects especially when you have already decided to leave. It would leave a substandard impression in the minds of everyone. So, once you are determined to move on, it is imperative you stay on good terms with your peers because it is the current employer’s reference that will lead you to your next job and besides, you never know; you may fall in need of someone in the future.

Importance of a resignation letter

Helps the employer in finding your successor on time.
Symbolic of class and professionalism.
Valuable evidence for future employer’s reference.
Helps in building a whole network of people. Since you are leaving on a good note, you are making friends and references for life.
Legal evidence of your cessation of employment.

A letter of resignation must include the following-

Reasons for termination
Date
Thank you note for the employer for the lessons learned and opportunities deployed
Assurance of completion of the tasks already assigned
An offer to help with the transition

Resignation Letter Marking scheme

The marking scheme is essential for understanding how marks are distributed across the various components of a resignation letter. Students have to follow the requirements of attempting the question of resignation letter so that they can score full marks.

FORMAT (Sender’s address, date, Receiver’s address, subject/heading, salutation, complimentary close)	1 mark
CONTENT	2 – 3 marks
ORGANIZATION	1 – 2 marks
ACCURACY	1 marks

NOTE– No marks are awarded if the only format is given.

Format of Resignation Letter Infographic

Students can refer to this mind map of a resignation letter to gain a clearer understanding of the step-by-step process for writing.

Format of Resignation Letter Infographic

Resignation Letter Format

The format of a resignation letter is the same as that of a formal letter. It should include the following-
Sender’s address
Date
Receiver’s name and address
subject
salutations
body

complimentary closure
signature.

Or in some cases, it may be sent as an e-mail to the concerned authority.

Tips for writing a resignation letter

Here are some valuable tips to help students maximize their scores on resignation letter questions. They should consider these important guidelines for writing an effective resignation letter

It should be written with respect in a polite manner.
It should have a formal and professional tone.
It should be short, brief, and to-the-point.
It is not necessary that you cite reasons behind your resignation because it is anyway going to be asked from you at the time of your exit interview.
Thank the employer and tell them what you learned during your time in the organization. Mention all the positive aspects of working with them. It is advisable not to mention any grudges since it derails the relationship off-track.
It should be delivered to the superior quite early from your intended date of termination. At least a month before you wish to leave the job.

Resignation Letter Samples

Here are a few examples of letters of resignation for you to look at-

SAMPLE 1- RESIGNATION LETTER NOT MENTIONING THE REASON

SENDER’s ADDRESS
DATE
RECEIVER’s NAME
RECEIVER’s ADDRESS
DEAR [NAME] OR Sir/Madam
Please accept this letter as a notice that I will be resigning from my job here at [company’s name], three weeks from today’s date.
Thank you for the immense support and diverse opportunities you have provided me over the course of the last six years. You and the team have created a climate that makes it pleasurable to come here and work every morning. I will cherish our times together forever.
If I can do anything to help with your transition in finding and training my replacement, please let me know.
Sincerely
[Sender’s name]

SAMPLE 2- RESIGNATION LETTER CITING BETTER OPPORTUNITIES

SENDER’s ADDRESS
DATE
RECEIVER’s NAME
RECEIVER’s ADDRESS
DEAR [NAME] OR Sir/Madam
Please accept this letter as notice of my resignation from the position of [job title] at
[company’s name]. I would like to tell you that I was recently offered a new opportunity with
a company headquartered very close to my home and I have decided to take their offer.
As per the terms of my employment contract, I will continue to work for the company for the
next month, completing my employment on [intended date].
I have enjoyed being a part of the team and I am thankful for the opportunities you have
given me during my time here. If there are any areas in particular you would like me to focus
on during my notice period, please let me know.
I hope that I can rely on your for a positive future reference.
Thank you
Yours sincerely
[Your name]

SAMPLE 3: RESIGNATION LETTER CITING PERSONAL REASONS

SENDER’s ADDRESS
DATE
RECEIVER’s NAME
RECEIVER’s ADDRESS
DEAR [NAME] OR Sir/Madam
I am writing to provide you with my formal notice of resignation from the company. My last
day will be [intended date].
This was not an easy decision to make but personal reasons necessitate that I vacate my
position and focus on improving my situation at home. I appreciate your support over the
course of my employment at the company that has really shaped my career thus far. I truly
value the experience, training and knowledge I gained over the past 5 years. It has been a
pleasure working with you and the team.
I will do whatever necessary to ensure a smooth transition after I move on. I have several
team members in mind who I believe would be strong candidates for a promotion to my
position. I wish you all the best as the company continues to grow.
Thank you for understanding
Sincerely
[Your name]

Related: 10 Examples of Resignation Letter

Top Mistakes in Writing a Resignation Letter

Here are the top mistakes made by students while writing a resignation letter. Please avoid these errors to maximize your score –

Students do not mention the reason for resignation.
Students forget to write the last date of attending office.
Many students overlook the importance of thanking the manager for the opportunity.
Use of informal language and impolite tone is not suggested.
Committing grammatical and spelling mistakes can lead to a deduction of marks.

Resignation Letter Templates

Here are some resignation letter templates that you can use and customize to create your desired resignation letter.

Template 1: Standard Resignation
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Manager’s Name]
[Company’s Name]
[Company’s Address]
[City, State, Zip Code]
Dear [Manager’s Name],
I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically one month from the date above].
I have greatly appreciated the opportunities I have had while working here and am grateful for the support and guidance I received during my time with the company. This decision was not easy, but I believe it is time for me to pursue new challenges.
I am committed to ensuring a smooth transition and will do everything I can to hand over my responsibilities effectively.
Thank you once again for everything. I hope to keep in touch.
Sincerely,
[Your Name]

Template 2: Resignation with Gratitude
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Manager’s Name]
[Company’s Name]
[Company’s Address]
[City, State, Zip Code]
Dear [Manager’s Name],
I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].
This was a difficult decision for me, as I have genuinely enjoyed working here and have learned so much. I am thankful for the opportunities for personal and professional growth during my time at [Company Name].
I am dedicated to ensuring a smooth transition and will assist in training my replacement or wrapping up my responsibilities as needed.
Thank you for your support and guidance throughout my tenure. I hope to stay in touch and wish [Company Name] continued success.
Warm regards,
[Your Name]

Resignation Letter FAQs

Q1. Why is a resignation letter important?
Ans. It serves as official documentation of your decision to resign, maintains professionalism, clarifies your last working day, and can help preserve a positive relationship with your employer.

Q2. How should I format a resignation letter?
Ans. A resignation letter typically includes your contact information, the date, the employer’s contact information, a formal greeting, the body of the letter (stating your resignation), and a closing with your signature.

Q3. What should I include in my resignation letter?
Ans. Include your intent to resign, your last working day, a brief reason for leaving (if comfortable), and expressions of gratitude for the opportunities you had.

Q4. How much notice should I give in my resignation letter?
Ans. Standard notice is typically two weeks, but check your employment contract or company policy for specific requirements.

Q5. Can I resign verbally instead of writing a letter?
Ans. While a verbal resignation is possible, it’s advisable to follow up with a written letter for documentation purposes.

Q6. Should I mention my new job in my resignation letter?
Ans. It’s not necessary to provide details about your new job, but you can mention it if you feel comfortable doing so.

Q7. How do I handle resigning from a job I dislike?
Ans. Maintain professionalism by keeping your letter positive and focusing on gratitude rather than negative experiences.

Q8. What if I’m leaving under difficult circumstances?
Ans. Even in tough situations, aim to keep your resignation letter professional. Avoid negative comments and focus on your decision to move forward.

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