HOW TO WRITE A RESIGNATION LETTER
Resigning from a job can come with some nerves and awkward moments, especially when trying to leave on good terms. We sat down with Shania Saunders, store supervisor & HR manager at Best & Less, to get her tips on how to resign well.
What to do once you decide to resign
“Making the decision to resign can often bring up mixed emotions,” Shania says. “It’s an exciting time as you look forward to new opportunities, however leaving your current company is often bitter-sweet.” Shania says the first step is figuring out how much notice you are going to give your current workplace, when you would like your last day to be, and when you are going to hand in your resignation letter. “It’s important you put yourself first, but giving plenty of notice and helping your current company with the transition process is a great way to leave on good terms.”
What should you write in a resignation letter?
Writing a resignation letter is relatively straight forward. They all look relatively similar, regardless the role you are in. Shania recommends including the following:
- Who the letter is addressed to
- Company name and address
- Statement of resignation
- Your job title
- Your notice period, including the date your notice starts and when your last day of employment will be
- An offer to help during the transition period and intention to address any outstanding projects
- Your name and signature
How to write a resignation letter for a casual job
If you are resigning from a casual job, it’s important to still adopt the formalities of any resignation. This includes providing your employer with a formal letter of resignation, as well as giving reasonable notice. The amount of notice you are required to provide will depend on your contract. If you don’t have a contract with your employer, two weeks is seen as a fair amount of time to give your employer the chance to find someone to replace you. “If you do need to leave your casual job immediately, it’s a good idea to try and find another staff member to cover any of your remaining scheduled shifts. “I had a staff member who had found a full-time role elsewhere and needed to leave Best and Less immediately. He found other casual staff to cover all his remaining shifts and told us he was leaving as soon as he got the job offer. I really appreciated him going to the extra effort and wrote him a letter of recommendation for any future roles he goes for”, Shania explains. As far as the resignation letter goes, it should follow the same structure as if you were resigning from a full-time role.
Should a resignation letter be short?
Your resignation letter should be short and sweet. Aim to keep it to a maximum of 3 paragraphs and keep it to one page. The length of your letter should be dictated by the information you need to include, without any fluff; with around half a page being the sweet spot. Shania explains that she’s happy receiving a short resignation letter, as she often likes to have a more a personal one-on-one conversation with her staff once they’ve handed in their resignation.
How to start a letter of resignation
You should start your resignation letter by addressing whoever you are writing the letter to. This may be your manager or the HR department. Then get straight into letting them know you are resigning. “A resignation letter should be to the point,” Shania says. “There’s no need to give a spiel about why you’re leaving but simply just include the fact that you are”.
Can I send my resignation letter by email?
Although it can be tempting to avoid any awkward communication when resigning, it’s important that you tell your manager face-to-face about your resignation with a hard copy letter of resignation. If a face-to-face meeting isn’t possible, then schedule a short Zoom meeting to deliver the news before emailing your resignation letter.
How much notice do I have to give?
The amount of notice you are required to give your employer will usually be outlined in your contract. If you don’t have a contract, or your contract doesn’t specify this, then 2 weeks is usually seen as an appropriate amount of notice to get. “I’ve always appreciated employees giving me as much notice as possible when they are leaving,” Shania explains. “Even if they don’t intend to leave the job for a month or longer, extra notice is always appreciated”.
What should you avoid in your resignation letter?
A resignation letter is simply a formal letter to inform your employer that you are leaving the company. It’s not an opportunity to complain to your employer about the job or to even explain why you are leaving. You also want to avoid any spelling errors or obvious mistakes such as the date you are leaving, so it’s best to proofread it a few times over.
Resignation letter template
Use this resignation letter template to help you word your resignation letter well. It’s short and to the point. Simply replace the bolded words with your personal details.
Name of addressee
Company street address
Company suburb, postcode
Dear Name of addressee,
Letter of resignation
I am writing to inform you of my resignation from the position of Job title with Company name. My last day of employment will be Date/Month/Year, Number of weeks or days from today Date/Month/Year.
Thank you for the opportunity to work for the past Duration of role. I have enjoyed working here and am grateful for the opportunities this role has given me.
Please let me know how I can help make the transition as smooth as possible over the next Number of weeks or days left of employment.
Your full name