Writing at Workplace
Writing a resignation letter
Section A: Definition
Resignation is the action of informing your employer that you are going to stop working in the company in which you are employed.
Section B: Purpose
The purpose of writing a resignation letter is to tell the employer when you will be leaving your job. The reason for your resignation is optional. However, it is better to leave goodwill even though you are not working with your current company anymore.
Section C: Content
1. Date and information of the employer
Put the date of your letter at the top left hand corner of the paper, followed by your employer’s name, job title and the name of the company, with each piece of information on one separate line as follows:
13th May, 20XX
Mr Chan Wai Man Peter
Personnel Manager
Best Wishes Company Limited
2. Salutation
Write the surname of the employer.
e.g. “Dear Mr Chan” / “Dear Ms Wong” / “Dear Mrs Yam”, etc.
3. Subject line
State very clearly that this is a resignation letter.
e.g. “Resignation from the post of Personnel Assistant”
You can underline the subject line in order to highlight your resignation for the employer to notice at once.
4. Introductory paragraph
In the first paragraph, you already need to show that you are resigning from your current position and the starting date of that resignation. You have to write your job title, the name of the company and the date very clearly.
e.g. “I am writing to resign from the post of Personnel Assistant in Best Wishes Company Limited with effect from 13th June, 20XX.”
5. Reason for your resignation (optional)
Although you can make the decision of whether to mention the reason or not, it is always preferable to mention it in order to maintain goodwill and continue a satisfactory relationship in your current employment. No matter whether you are leaving for another job, moving house, or owing to a medical reason, etc., state the reason honestly.
Here is an example:
“It has always been my pleasure working with you and the colleagues in this company. Therefore, it is really very difficult for me to make the decision of resigning from my post here. However, I need to take care of my two children’s meals and homework as they are going to start school in the coming September.”
6. Offer transition
You need to explain your duties and any important information about your job to the person who is going to replace you so that he/she knows what to do when he/she takes up your position. Please offer your assistance without being asked in order to sound professional.
e.g. “If I can be of assistance to the new staff member replacing me about my duties in the job, I would very much like to offer help any time convenient to him/her. Please do not hesitate to inform me about that.”
7. Concluding paragraph
In the last paragraph, show your employer your appreciation of working in the company and say thank you.
e.g. “I must say that I have been very lucky to have such an understanding employer as you and such friendly and cooperative colleagues here. I really appreciate all the help and the experience I have acquired from all the people in this company. Please accept my sincere apologies for leaving my job and wish you and the company all the best.”
8. Complimentary close
Use “Yours sincerely” or “Yours truly” and sign your name with your job title:
Yours sincerely
Henry Lin
Henry Lin
Personnel Assistant
Section D: Things to consider
- Mention the last day of your work and the reason (if you want) very clearly.
- Do not write any negative comments about your company.
- Remember to maintain a good relationship with your company by keeping your professionalism in writing the resignation letter. Be respectful and polite. You definitely want a good reference letter from your employer.
- Give your employer at least two weeks or more in advance. Some organizations may require employees to give a certain period of notice before their resignation; otherwise, there will be a penalty. You need to refer to your employment terms for the exact requirement.
- For some jobs, employees need to have a transition of handing over the duties to the people replacing them. Make the transition as smooth and efficient as possible by explaining your responsibilities clearly so as to leave a good impression to your employer.
Exercise
Watch a YouTube clip about some tips of writing a resignation letter and answer the questions that follow.
Title: Quitting Your Job? How to Write a Resignation Letter
Channel: KISSS Career Coaching
No, it doesn’t matter what the job is because you might not know when you need to contact your previous employer to get a reference for a future job.
A printed copy of your resignation letter
When you have been working at the company for only a short time
Thank the manager and the company for giving you a chance to work there.
You can offer assistance during the transition of your job.
Wish the best for your manager and the team.
The following is a sample of a resignation letter.
13th July, 20XX
Mr Chan Wai Man Peter
Personnel Manager
Best Wishes Company Limited
Dear Mr Chan
Resignation from the post of Personnel Assistant
I am writing to resign from the post of Personnel Assistant in Best Wishes Company Limited with effect from 14th August, 20XX.
It has always been my pleasure working with you and the colleagues in this company. Therefore, it is really very difficult for me to make the decision of resigning from my post here. However, I need to take care of my two children’s meals and homework as they are going to start school in the coming September.
If I can be of assistance to the new staff member replacing me about my duties in the job, I would very much like to offer help any time convenient to him/her. Please do not hesitate to inform me about that.
I must say that I have been very lucky to have such an understanding employer as you and such friendly and cooperative colleagues here. I really appreciate all the help and the experience I have acquired from all the people in this company. Please accept my sincere apologies for leaving my job and wish you and the company all the best.
Yours sincerely
Henry Lin
Personnel Assistant
Further References
1. Resignation letter templates
There are 4 types of resignation letter templates introduced in this website: standard resignation letter, resignation letter for a new opportunity, resignation letter template giving advance notice, and resignation letter template for a role that’s not a good fit.
https://www.michaelpage.com.hk/advice/career-advice/changing-jobs/resignation-letter-templates
2. Resignation Letter Examples (Plus What to Avoid Writing)
In this website, there is information about whether a resignation letter is necessary, examples of resignation letters, what to include and what not to include.
https://www.indeed.com/career-advice/career-development/resignation-letter-example
3. 6 Tips to Writing a Formal Resignation Letter
In this video, the speaker gives 6 tips on how to write a suitable resignation letter and also some sample sentences in writing the letter.