No matter what the circumstances surrounding leaving your current position are, creating the resignation letter is a challenge. A poorly written letter can have permanent consequences, especially if you accidentally burn a bridge you did not intend to. Because an employee moving on can be a source of drama, writing an objective, collected resignation letter is not easy. It is not uncommon for these kinds of letters to suffer from emotions slipping in, whether those emotions are positive or negative. One of the best ways to go about writing your document is to review our formal resignation letter with notice period templates and the included writing guide.Formal Resignation Letter With Notice Period Template
Formal Resignation Letter With Notice Period Template
In the following letter, Emily Stanley is resigning from her current position. She no longer enjoys her job and is leaving to pursue a position that is less stressful and more beneficial to her long-term plans. Emily was not terribly fond of her job, and it did not contribute much to her future besides being a paycheck, but her letter remains positive, thankful, and respectful. She avoids expressing her real feelings because it would be unprofessional to do so.
Dear Carrick,
I am officially announcing that I am resigning from my current position as customer service manager. As stated in my contract, I am providing at least two weeks’ notice before leaving. In this case, I will be leaving three weeks from the submission of this letter, meaning my final date as the customer service manager will be October 18th.
I am so grateful for the time I was able to spend here. I enjoyed having the opportunity to assist employees with providing better customer service to our customers. I hope to utilize the experiences I had in my next position.
If it would be beneficial to you and the rest of the management team, I would be more than willing to help train my replacement, whichever employee you choose to promote to this position. If there are any other ways I can make this transition period easier for everyone, let me know and I will do everything I can.
Thank you again for the opportunity to work with an exceptional team for these three years.
Respectfully yours,
Emily Stanley
How To Write a Formal Resignation Letter With Notice Period
A resignation letter is standard procedure for any employee leaving his or her current position. It officially begins the process, informs all co-workers and managers that you will be leaving, and sets a final date in stone that you will work until and no longer. Under normal circumstances, it is required that you include a notice period before you can resign, which means you should write this letter and submit it long before your final day. If your contract does not require you to submit a notice period, you are under no obligation to, but it is bad practice to quit suddenly. There are some situations where it is most reasonable to stop working immediately, although these situations are few and far between.
Our formal resignation letter with notice period template will help you with the small details to include in your own document. As you see in the above example, it is best to be straightforward and clear right from the beginning. Beating around the bush does no one any favors, yourself included. State that you are leaving and which day will be your last. Do not ask for permission to resign, as this is not required.
When writing, think carefully about who will read your letter. Your audience may influence how you write it. You do not need to apologize or admit fault in your letter. The best way to close your letter is to discuss what you will do to make the transition period smoother. It may be reasonable to train a replacement or something similar. Do not forget to thank the reader for the working opportunity.
What To Avoid in Your Formal Resignation Letter With Notice Period
When resigning from a position, it can seem like you are completely leaving everything behind. However, this is not any reason to burn bridges. You never know what the future holds. Even if you never return to this company, the people you worked with could be valuable in your network or they may become useful references. One of the biggest mistakes you can make when writing a resignation letter is to list all the things you did not like about the job. Passive aggressive or negative letters only damage the relationships you have created.
A simple way to make sure your communication is positive is to thank the reader. It is also a good idea to mention a few aspects you appreciated about the position. At the very least, you can mention how it benefitted your future or what you learned. If you truly cannot think of any examples of these kinds of positive aspects, aim to remain professional and inoffensive.
How To Follow Up After Sending Your Formal Resignation Letter With Notice Period
In the case of a resignation letter, the follow up may actually occur before sending the letter. Regardless of whether it takes place before or after, you need to sit down and discuss the situation surrounding your resignation. Both parties must be on the same page. This is also your opportunity to discuss any legality involving your contract if it applies. If your boss ignores your letter, continue reaching out to him or her to discuss the situation. Unless your contract prohibits it, you are free to leave the company on the date you state in your letter, whether your boss recognized it or not. It is also courteous to let your colleagues know you are leaving.
Top 5 Formal Resignation Letter With Notice Period Writing Takeaways
1. It is a good idea to thank the reader
Whether or not the time you spent working in your current position was pleasant, it is simply professional and respectful to thank the reader of your letter for the opportunity you had.
2. There is no need to apologize
It can be tempting to apologize in a resignation letter. You are not doing something wrong by resigning, so apologizing is unnecessary and actually weakens your letter greatly.
3. Be as convenient as possible for others
While you do not need to apologize, resigning can be a bit of an inconvenience for others. Offer to make the transition smoother however you can, whether that means helping finding a replacement or picking the best final date possible.
4. Keep the letter brief and include standard letter sections
We recommend including an introduction, body, and conclusion, just like any other letter. All of these sections should be brief. The entire letter should be less than a page.
5. Always proofread your letter multiple times
It is basically impossible to avoid every single mistake when writing. End your time in your current position professionally by submitting a resignation letter free of typographical mistakes. Reading through your letter two or three times is the best way to catch every error.
