What Is a Professional Job Resignation Letter?

From an employee recognition letter to an employee transfer letter, there are a lot of documents that the human resources look into during the daily operations of the business. Aside from these documents that are made by the department and/or the management, there are also letters that are written by the employees. These letters or documents allow members of the workforce to voice out the things that they would like the company to be aware of or announce a decision that they have made which can affect not only their professional track but also the operations of the business.

Hays surveyed 2,000 employees and “less than half (44%) of respondents are happy in their current role and 81% said they would consider leaving their current role for the right offer”. Leaving your current employer is a decision that you have to thoroughly think of. As you plan to resign, have you ever asked yourself if you really need to develop your own resignation letter or if it is just okay to verbally state your decision to resign? Even if you select the latter option, it is most likely that the management of your company will still require you to write a professional job resignation letter. Aside from promoting formality with your resignation, the usage of a professional job resignation letter is also important for your employer’s documentation efforts and practices.

In a nutshell, a professional job resignation letter is a formal letter or document that is developed by employees who plan to resign from their current work post. Once you decide to write your own professional job resignation letter, it will be best if you can be well-guided by different kinds of references. Being aware of the things that you have to consider and the process that you need to follow during the entire development of a professional job resignation letter can enable you to come up with a highly usable output.

Factors to Look Into to Ensure Professional Job Resignation Letter Effectiveness

You need to prepare yourself whenever you want to begin writing the professional job resignation letter that you will submit to your current employer. You have to make sure that you are aware of the factors that can impact the quality of the specified document. More so, you have to know the elements and variables that can enable you to have an outstanding letter of resignation. Some of the main factors that you have to look into to ensure the effectiveness of your professional job resignation letter are as follows:

The cohesion and accuracy of all the information that you will put together in the letter documentThe clarity of your statement to formally resign from your work postThe language, tone, and mood that you will use and incorporate in the professional job resignation letter’s developmentThe completion of the details that are commonly expected to be seen in a standard professional job resignation letterThe organization of your discussion flowThe formality and business appropriateness of the letter layout

Basic Content of a Professional Job Resignation Letter

Do you know what to include in a professional job resignation letter? Even if there are different kinds of resignation letters, there are actually some information that are already expected to be seen no matter what type of professional job resignation letter it is that you are making. If you want to have a comprehensive, complete, and detailed output, the basic content that you should note forget to write in your professional job resignation letter include the following:

The statement of the employee’s decision to resign: You need to state your intention to resign clearly. Make sure that this information is included in the first paragraph of your professional job resignation letter.The effective date of the resignation: For the company to know the amount of time that they have to prepare for your resignation, make sure to include the date in which your resignation will take effect. Giving this important notice or piece of information can let your employer execute necessary efforts and measures for a smooth transition.The duration of the remaining employment days of the employee with the company: Give an idea about the number of days in which you can still render professional services. Through this, you can let your company be aware of the things that you can still do to help them continue particular work processes before you leave.The employee’s message of appreciation: Never forget to thank your soon-to-be former employer. It is important for you to show your gratefulness and appreciation as this can enable you to keep a good relationship with them.The reason of the resignation: Even if employees usually include the reason why they decided to resign on their professional job resignation letters, it is actually not mandatory for an employee to do so. It will depend on you on whether you would like to provide an actual statement or an explanation on why you have decided to leave the company.

10 Steps for Making an Outstanding Professional Job Resignation Letter

The process of the document’s development can surely affect the final professional job resignation letter draft that you will have. Hence, it is imperative for you to know the steps that you have to take so you can create a high-quality letter of resignation that your employer can relate to and understand. Below is a ten-step process that can guide you in making an outstanding professional job resignation letter.

1Find a template that is suitable with the kind of professional job resignation letter document that you plan to develop.2Write the date when you have written and submitted the professional job resignation letter.3Have an inside address which includes the name of the letter receipient, his or her work position in the company, and the address of the business.4Use a formal salutation with the name of your expected letter recipient in it.5Start your professional job resignation letter with a statement of your decision or intention to resign along side the work post that you will resign from and the date of your last day of employment.6If you would like to, you can use the second paragraph of your resignation letter to give an idea about the reason/s why you decided to leave the company.7Leave a message of appreciation not only for the letter recipient but also for the company and its efforts to help you grow as a professional during your employment with them.8Specify any measurable and realistic help that you can give during the time of transition.9Provide your contact information for any concerns and inquiries related to your resignation.10Use a complimentary close, write your name, and affix your signature to finalize the professional job resignation letter document.

Kinds of Professional Job Resignation Letters

There are several reasons why it is essential for you to create a professional job resignation letter. If you already plan to leave your employer, you have to ensure that your professional job resignation letter is as polite and as courteous as possible. You can do this by identifying the specific job resignation letter that is fit with the circumstances associated or aligned with your resignation. Here are some kinds of professional job resignation letters:

Immediate job resignation letter: An immediate letter of resignation is used for instances where an employee needs to resign right away and the notice for resignation is given either on the same day of the resignation or a few days prior to it.One-week or two-week notice job resignation letter: Short-notice professional job resignation letters are almost the same with an immediate job resignation letter and the only difference is that the former provides a longer service render time where the employer can still make use of the resigning employee’s expertise and deliverable.Standard professional job resignation letter: If you plan to follow the standard service render requirements and other policies and regulations of your company with regards resignations, then you may opt to use a standard professional job resignation letter.Professional letter of job resignation and appreciation: You can use a professional letter of job resignation and appreciation if you want the document that you will make to focus not only on your decision to resign but also on the particular reasons why you are appreciative of the things that your company has given or has done for you.Reason-specific professional job resignation letter: Use a resignation letter due to health concerns, resignation letter going back to school, and other reason-specific professional job resignation letter if you have decided to fully-disclose the reason of your resignation.Professional e-mail job resignation letter: An email resignation letter is sent by employees who cannot hand their professional job resignation letters personally to the human resource department or to their supervisors.

Advantages of Writing a Comprehensive Professional Job Resignation Letter

If you are already prepared to resign from your work post, make sure that you will advise concerned entities ahead of time. There are many benefits that you can experience if you will use a professional job resignation letter which is why we truly suggest or recommend you to make one. Knowing how you can maximize the letter’s usage can help you be mindful of all the steps that you will take towards the document’s creation. The advantages of writing a comprehensive professional job resignation letter include the following:

Using a professional job resignation letter can help you to be deemed more courteous, formal, polite, and professional.Creating a professional job resignation letter can allow you to specify the reason why you decided to resign as well as other information which can be very useful for your gracious exit.Writing a professional job resignation letter can enable you to develop a paper trail which can ensure entities that you have noticed your employer with regards your decision to resign and the effective date of your resignation.Making a professional job resignation letter can give the final and formal signal that the activities and processes for your resignation should already begin.

Do’s and Don’ts for Developing an Excellent Professional Job Resignation Letter

Are you already preparing for the development of your own professional job resignation letter? We would like to be of great help and that is why we listed a number of tips that can guide you with the creation of a letter of resignation that is informative, relevant, and presentable. Some of the guidelines for developing an excellent professional job resignation letter are as follows:

Do make your professional job resignation letter as brief and as concise as possible as a longer letter of resignation is actually not really necessary.Do add a ‘thank you note’ in your professional job resignation letter to showcase your appreciation to all the positive things that the company has given and imparted you withDo remember, as specified above, that providing the reason for your resignation is optional which is why you should not feel obligated to write one in your professional job resignation letter.Do look for a pre-formatted template which contains information that is almost similar with the type of professional job resignation letter that you need so you can jumpstart the formatting processes necessary for your own letter of resignation to be presentable and understandable.Do be mindful of the letter format that you will use as this can greatly affect the overall presentation of your professional job resignation letter content.Do not include any promise or offer of help if you cannot commit to it especially within the duration of transition where training or on-boarding the person who will take over your position is greatly needed.Do not include any hurtful and derogatory comments in your professional job resignation letter as these can directly reflect your attitude not only as an employee but also as an individual.

Professional Job Resignation Letter FAQs

Do you want to raise any questions pertaining to the creation, handing, and usage of a professional job resignation letter? Fret not as you are not the only one who would like to learn more about the subject matter. Two of the frequently asked questions with regards professional job resignation letters are listed and answered below.

Why do you need to write a professional job resignation letter?

You need to write a professional job resignation letter, first, because it is usually a part of the standard procedures that you must follow. Companies usually need to get a professional job resignation letter from their employees so that the procedures for the actual resignation can already take place. Aside from this, you must create a professional job resignation letter as it can help you ensure that your resignation is properly-documented. Having the specified document can make it easier for you to transact with the human resource department especially if you have concerns with the specified subject matter or anything that is associated with it like your final pay, clearance, and certification.

How can you format a professional job resignation letter appropriately?

To format a professional job resignation letter appropriately, we recommend you to optimize the usage of professional job resignation letter templates. However, you have to be careful and mindful when selecting a template as there are different kinds of professional job resignation letters. Use a pre-formatted reference that is closely related or aligned with the specific type of professional job resignation letter that you need or would like to create. If you want to format a professional job resignation letter from scratch or without the help of templates and other forms of document formatting guides, just ensure that you will focus on the organization of all the elements and items that you will put together in the letter’s layout. You can also browse and review different professional job resignation letter samples so you can get several strategies and tactics which you can incorporate in the formatting of your own professional job resignation letter document.

Are you now  planning to kick of the procedure of developing an excellent professional job resignation letter? If so, download as much suitable references as you can. Browse through the selection of professional job resignation letter templates and samples that we have listed in this post.