Writing a resignation letter is an excellent way to inform your employer about your exit from the company formally. It is crucial to write a resignation letter to formalize the details of your departure. However, writing a resignation letter can be a bit tricky, some elements must be included while some must be left out of your letter.
It is essential to know how and what to write in a resignation letter to communicate your departure from an organization correctly. This article will walk you through how to write a resignation letter in Canada with some samples.
What is a Resignation Letter?
A resignation letter is a formal document that tells an employer about an employee’s exit from their job. It can be in a printed letter or an email message. Generally, a resignation letter should be short and precise. It should state the employee’s intention to quit, their last day, and how they will be handing over their duties.
In another light, a resignation letter is also an addition to your employee’s file in the organization. It helps the HR department collate the number of staff remaining, who left and on what basis. Generally, it aids the smooth running of staff in an organization.
Although a resignation letter is not a legal requirement, it is advisable to write one to enable your employer and the company to make necessary arrangements for a smooth transition. Most organizations usually request a month’s notice when an employee decides to quit.
This notice helps the organization find a suitable replacement or train co-worker to carry on your duties. A written and signed document is required even if you give verbal confirmation of your intention to resign. This will help your organization process any exit benefit due to you.
How to Write a Resignation Letter
Once you decide to resign, it is essential to quit gracefully and professionally. Ensure to keep the letter short, devoid of unnecessary details, and straight to the point. When writing a resignation letter, the following should be factored in:
- Personal Information
Your resignation letter should include your full name, position at the organization, contact details, and other information that might make it easy for the organization to get in touch with you.
- Your intention to resign
It is essential to give your employer ample notice time before your quit. You can do this by writing a formal resignation letter. Once you submit your resignation letter, you should be prepared to move on. Although it is advisable to state that you are resigning, stating the reason should be a personal choice.
- Appreciate your employer
Remember to appreciate your employer for the opportunities, knowledge, and exposure you have gained while working with the company. You can mention some of the things you valued most about working there.
- State last day of employment
Since you cannot just resign abruptly in most organizations, it is vital to include your last day of employment in your letter. This information will ease the transition for both you and your employer.
- Offer assistance
Transition can be pretty tricky for some people. You can offer to help in the transition so work can go on properly while you are away. Regardless of whether the organization is getting a new staff or an existing staff is taking over your position, offer some training or showing them the ropes will aid smooth transitioning. You can also offer to complete all your current projects and other duties if required.
- Sign the letter
To conclude and formalize your letter, you must append your signature at the bottom of your letter. A signature applies to both a hard copy and email version of your resignation letter.
What should be Avoided in a Resignation Letter
It is always advisable to write your resignation letter in a way that will convey a positive and graceful exit. A resignation letter should not be used to complain or criticize your employer or co-workers.
Bear in mind that you might need a reference from the employer, so you might want to leave on a positive note. So when writing your resignation letter, the following should not be included:
- You do not need to state the reason for your resignation
- Avoid making any negative comments about your supervisors, managers or co-workers
- You don’t have to mention your new job
- Avoid disrespecting the company
Free Sample of a Resignation Letter – Hardcopy
Dear Ms. Janet,
Kindly accept this as a formal notification of my resignation from my position as Communication Executive with M&B Corporation. My last day at the firm will be Friday, June 25.
Thank you all for your support and the opportunities you have provided me over the past three years. I have greatly enjoyed the time I spent working with M&B Holdings. The opportunity provided me has equipped me with so much knowledge about communication which I will take with me throughout my career.
I am grateful for the encouragement and support shown to me. I am assuring the management that I’ll complete my current projects and train other team members to take over my duties. Kindly let me know if there is anything I can do to help during this transition period.
I wish the company greater heights in its future endeavors and hope to keep in touch.
[signature and date]
Free Sample of a Resignation Letter – Email Copy
Subject: Resignation – Benson Joe
Dear Mr. John,
I’m formally writing to notify you that I am resigning from my position as a technical assistant for Armbell Holdings, effective June 20.
I am sincerely grateful and glad to have had the opportunity to work with a great team like yours. Thank you for your continued support, mentorship, and guidance over the past five years.
As I proceed to the next step of my career, kindly let me know if I can be of assistance during the transition. Thank you for all your support and guidance. I wish the company all the best and look forward to staying in touch.
[Signature and Date]
A resignation letter or email formally confirms your intention to quit your job. Your letter should carry your name, position, and last day of work. Usually, a resignation letter is given to an employer.
However, you can email or hand it to your HR manager or supervisor. Note that you do not need to announce your resignation to the entire company. Your resignation letter does not need to carry any unnecessary information either.