Top Tips for Stellar Resignation Letter Etiquette (Plus What to Include vs Exclude)

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Resignation letters are an ethical way to leave a business. They can help you and your employer to amicably separate if you write the letter according to the etiquette of the resignation letter. In this article, we discuss what a resignation letter is, what to do and what not to include in a resignation letter, and some helpful advice on resignation letter etiquette. to help you write your own letter.

A resignation letter is a professional and appropriate way to end your employment with a job. Resignation letter etiquette refers to the tactics you use to write a resignation letter, the content you include in the letter, and how you deliver it to your employer. Using an appropriate resignation label will help you leave your job in the best possible way.

What to include in a resignation letter

There are certain things you should make sure to include in a resignation letter that states the proper etiquette. The items you need to include are:

A clear statement that expresses your intention to resign

It is important to state at the beginning of your letter that you are officially resigning from your current position. This expresses your intention and the purpose of writing the letter.

Provide the right notice

Before writing your letter, review your company’s resignation policy. They can have two weeks notice or 30 days notice. It is good etiquette to give your job exact notice or more notice than they usually need. You must also indicate the last date of your employment with the company.

Submit a transition plan

It can be difficult for employers to find someone to cover your work, especially if there is no one with your expertise. Offer to help your manager by training other employees to perform your current duties. You may want to consider writing notes on how to complete the job and leaving it organized and in the right place so that it is easier to find and sort after you leave.

A brief explanation of why you are leaving

You need to let your employer know why you are leaving. You can report things like you’ve found a new job opportunity elsewhere, moving, going back to school, etc.

A polite expression of gratitude

Expressing gratitude is appropriate etiquette for a resignation letter because it shows your appreciation for the skills you have learned and the opportunity that has been offered to you. Each job gives you something to be grateful for. Including a short expression of gratitude shows your employer that you are a caring person, even after you leave the company.

What not to include in a resignation letter

There are some things you shouldn’t include in a resignation letter. The things you should leave out are:

Negative comments about your managers

You won’t get along with all the managers you have and even if you leave because of something they’ve done, it’s important to stay professional and leave out any negative comments about your manager. More often than not, the message is not received well and there may be consequences such as a bad referral which may prevent you from finding another job.

Too positive a tone

Knowing that you are unhappy with your job and using overly positive language about the company and its quality can be seen as sarcastic and even offensive. It is best to keep your tone neutral but upbeat and professional.

A declaration concerning your immediate departure from the company

Unless you have to leave in an emergency, it is best to give proper notice. You likely won’t be considered for rehire or receive a good referral if you provide a resignation letter stating you’re leaving immediately. The best practice is to check your company’s quit policy.

Criticize your colleagues

Leave aside the criticism of your colleagues and any opinions you have about them. Negativity or criticism should be avoided in resignation letters. You may be asked to submit a review of your company experience later to HR and it is best to leave your reviews for review after you leave.

Inappropriate language

Resignation letters should be professional and you should refrain from using inappropriate language no matter what you think of why you are leaving. Avoid getting too emotional and write your letter when you are in the right frame of mind to ensure that your letter will not offend the recipient.

Advice on resignation letter etiquette

Go over these tips on resignation letter etiquette and think about how you can apply them to your resignation letter to make sure you can maintain a good relationship with your future former employer. Here are some tips on the resignation letter:

  1. Talk to your manager first.
  2. Be brief.
  3. Use a business letter format.
  4. Include your contact details.
  5. Use formal language.
  6. Stay on topic.
  7. Make sure your dates are correct.
  8. Reread your letter.

1. Talk to your manager first

If you are able, speak to your manager in person or by phone about your decision to resign from your position before submitting your letter. This is a professional courtesy to your manager so that they are the first to know and are not caught off guard by your resignation letter or email. This is also a good time to ask your manager if they would be willing to give you a referral if needed.

2. Be brief

Your resignation letter should not exceed one page. Include all the information you need without providing unnecessary details about your departure, who you intend to thank, information about your new job opportunity, or why you can’t stay with the company. Managers and HR professionals are busy and probably don’t have time to read a long resignation letter.

3. Use a business letter format

To stay professional and adhere to the etiquette of a resignation letter, you should use a business letter size template. These templates help organize your message in a way that is cohesive and easy to understand. Make sure to keep the same format if you are emailing the letter.

4. Include your contact details

Include your recent contact information such as your current cell phone number, address, and non-business email address. Your employer may need to send you specific information regarding benefits or other matters related to your resignation. They may also need you to sign some documents before your last day with the company. The inclusion of your contact information shows your willingness to be open to communication to make the transition smooth and friendly.

5. Use formal language

This letter should be written as a formal business letter. Use formal language to stay professional and make sure your letter is received. Use of formal language is required if you choose to submit your letter by email or hard copy in person.

6. Stay on topic

There may be a lot of things you would like to say to your employer about your departure, but the resignation letter is not a good time to express your feelings on matters unrelated to your resignation date. Your employer can conduct an exit interview with you and you can express yourself verbally at this point while remaining professional.

7. Make sure your dates are correct

Once your letter is submitted, it can be difficult to change your departure date as the schedules of others may be affected by your resignation. Make sure your departure date is correct and does not conflict with your new job, moving date, etc. It could hurt your relationship with the employer if your dates are incorrect and you have to leave earlier or later than you wrote down. in your letter.

8. Reread your letter

It is appropriate to proofread your letter to ensure your spelling, tone, grammar, and format are correct before submitting the letter for review. If necessary, have a friend or family member review your letter to find any mistakes you may have missed.

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