An employee resignation letter is the most effective approach to concluding a professional relationship with an employee. Employers should encourage employees wishing to quit the company to draft formal resignation letters. This is preferable to an uninformed extended leave of absence or absconding without explanation.
What are resignation letters?
The resignation letter is primarily an official document that marks an employee’s termination or end of work with your firm. The employee should submit this letter after informing the company of their intention to resign by email or in person.
Before sending the resignation letter, encourage your staff to speak with their reporting manager directly. This would give you plenty of time to prepare for the worst-case scenario. If your workers work remotely or cannot meet their supervisors in person, ask them to connect with their bosses via phone or video chat.
If the employee has decided to resign, you can present them with a resignation letter template or sample and request that they submit the letter in the manner specified.
In general, the most acceptable resignation letters will include the following information:
- Resignation statement for the company
- Last date of employment
- Statement expressing gratitude
- Important information or next steps
- Signature
Importance of resignation letters
Let an employee go if they have opted to quit the company is considered a professional courtesy. If they require assistance, provide them with a resignation letter format. Resignation letters are critical to the HR department since they allow them to preserve an official record of the employee’s resignation and compute the final settlement and severance pay.
Resignation letters also include crucial operational information that the reporting manager might use, such as the employee’s final working day and the notice term to be served. This will allow them to plan their staffing needs once the employee leaves.
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How to write resignation letters
Writing resignation letters is easy if the individual follows a few essential steps. Before composing the letter, the employee should be urged to meet with their reporting management. This is to ensure that your company’s resignation procedures and regulations are followed.
The following information must be included in a resignation letter:
Date and time: The usual resignation letter should include the date and time and a few other details. It will aid in keeping a proper record of the notice period or the final settlement.
This information may not be necessary for a resignation email because it is already available in the submitted paper. If you intend to compose a handwritten letter, however, you must include these details in the top right corner of the page.
Direct address: The employee should include the recipient’s full name in the direct address. They may utilise salutations such as “Dear”, “Mr/Ms”, or “Hello”, followed by the reporting manager’s last name.
Subject: In the subject area, the employee should explain why they are writing the letter. In this situation, the subject line should be “letter of resignation.”
Resignation statement: Employees should state that they are writing to tender their formal resignation. They may also provide their job title to notify the firm that a position has become available.
Last day of work: Across industries, it is customary practice for employees to give at least 30 days’ notice before departing. You can provide information such as the termination notice period and the company’s last working day.
Gratitude statement: Whatever your experience was throughout your term, it is always preferable to part ways on a pleasant note. To ensure this mindset is followed, encourage resigning employees to express gratitude to their reporting manager or the organisation in their resignation letter. This will assist them in maintaining a positive and professional relationship regardless of whether they remain with the organisation.
Employees should ensure that the tone of their resignation letter is favourable, regardless of the reason for their resignation. This will allow employees to maintain professional contact with their managers even after leaving the organisation.
List the following steps: The employee should list everything their reporting manager needs to know about the move. Include information on the next phase, for example.
Finally, the employee should finish the letter with a suitable closing phrase, such as ‘thank you or ‘yours sincerely,’ followed by their name.
Other things to consider while writing a resignation letter
- Employees should never use their resignation letters to vent their frustrations.
- Remind employees to always give their resignation letters to their reporting managers in person.
- A resignation letter should be concise, simple, and direct to communicate one’s choice effectively.
- Employees must arrange their resignations to ensure the company’s operations run smoothly. This will also ensure that they are not underpaid. If there is a gap between the last day of work at the current/previous firm and the start of a career at the new company, the worker will remain idle for a few days without compensation.
- Employees should follow their reporting manager’s instructions on the subsequent procedures to ensure a smooth transfer and ultimate settlement process. The management may request that they complete any outstanding projects or take specific steps to ensure that the company’s operations run smoothly.
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