You may need to resign from a job at some point, and if you do, it’s critical that you do so on a positive note. A resignation letter is a formal notification to your employer that you are leaving the organization.
You should offer at least two weeks’ notice if possible, but unanticipated personal events may force you to leave your employment with little or no notice. Even though it isn’t ideal, it is still possible to depart gracefully.
In this article, we’ll go over why it’s important to write a resignation letter when leaving for personal reasons, what to include in one, and how to write one using effective resignation letter samples.
Why Are Resignation Letters Important?
When you decide to resign from your job, it’s critical to maintain a courteous and professional demeanor, as you may rely on the employer as a character reference in the future.
Giving a written letter of resignation with a projected last day of employment, ideally, at least two weeks in advance is an important part of this protocol.
They do not force you to disclose your reasons for leaving unless you are comfortable doing so, and you are not obligated to inform your boss if they ask for one—in most cases, asking for a reason is the conventional legal policy for employers.
If you’re leaving for personal reasons, your resignation letter should be formatted and worded similarly to a standard resignation letter.
It is up to you whether to reveal the nature of your personal reasons for leaving; however, if you do, keep it to 1-2 sentences in the body of your letter. Refer to the examples of resignation letters below.
See the various reasons you should consider in this article; When To Resign From a Job: 10 Signs it’s Time to Quit | 2022 Samples and Examples
What to Include in a Resignation Letter
Statement of Resignation Intent: Your letter should begin by stating that you are resigning. A resignation template for example to refer to will frequently assist you in clarifying your message and keeping it concise and on-topic.
The Last Day Of Work Was: you should always include this crucial information in a resignation letter. Be acutely aware that nervousness and stress might cause us to forget important details, and be sure to incorporate this information.
Thanks To Your Boss/Employer: If you’ve gained and expanded your skillset throughout your time with the organization, resigning gracefully entails saying thank you to your boss/employer.
Offer to help with the Transition: While this is not required, many resignation letters include an offer to assist with the transition by identifying and/or training a replacement. This is a fantastic approach to leave your job on a positive note.
Include your personal contact information, which should be structured formally.
You can make a sample of resignation letter with reasons use to allow your employer to have the knowledge you need to resign for any of the following reasons:
- Personal reasons
- Family reasons
- Personal problems
- New job opportunity
- Health reasons
- Further studies
- Relocation
- Relocation of Spouse
- Career change
- Pregnancy
- Heartfelt
- Unsatisfactory work circumstances
- Full time to Part Time
- With no notice
- Stress
There are a variety of reasons you can use in your resignation letter to inform your employer that you are leaving your current position, and it might be tough to explain why you are leaving to your manager.
We’ve compiled a list of some of the best resignation letters with reasons, so you may use them and tweak them as needed.
There is no better time to read through How to Resign from a Job You Hate in 2022 if not now.
Resignation Letter Format and Structure
The following are the basic components of a resignation letter:
- Your name and contact details should be in the header.
- Name, company, and address of the recipient
- Date
- Greetings/ salutation
- The first paragraph begins with the news of your resignation.
- Second paragraph: Thank you for your time spent with the company.
- Third paragraph: Expression of interest in assisting with a transition.
- Optional: Explain why you’re leaving.
- Sign-off
When drafting your resignation letter, use the correct business letter structure, just as you would when preparing a cover letter for a new job. Include your personal contact information in an attractive header, as well as the recipient’s name, company, and address, as well as the date.
Use a legible typeface with an easy-to-read font size of only 12 points and no less than 10. The text should be justified margin-to-margin, not left-aligned.
Paragraphs should not be indented and should be separated by a space. Include a one-inch margin on the left, right, top, and bottom of the page.
Because resignation letters are usually brief, you may find that the bottom half of your page is vacant. If that’s the case, you can choose wider margins or add a little more white space between page items. Attempt to create a visually balanced page.
Let’s look at each of the structural aspects of a resignation letter one by one.
If you’re treated unfairly, here are Samples Of Resignation Letter Due To Unfair Treatment | 2022
Header
Your name, address, phone number, and email should all be included in the header (also known as a letterhead) at the top of the resignation letter.
You may already have a heading created for resumes or cover letters that you’ve used for job applications, and the goal is the same: to let the recipient of your resignation letter know how to contact you if necessary.
Because your corporate phone and email will most likely be disabled shortly, it’s advisable to use a personal phone number and email address.
Keep in mind that they could keep this letter for years and that the company may need to contact you with crucial information in the future.
Don’t Fail to read through; How To Write A Resignation Acceptance Letter
Recipient
Type your supervisor’s name and title, as well as the firm name and address, in a flush-left block beneath the resignation letter header, as if you were addressing an envelope to be delivered through the mails. You should probably provide the recipient’s email address and phone number as well.
This establishes that you sent the resignation letter to the correct person. It also makes it simple to contact the person to whom they gave the letter if any issues concerning you’re leaving arise in the future.
Quickly go through to see the Best Day of the Week to Resign From Your Job?
Date
Add a space below the recipient’s name and address and enter today’s date — or the month, day, and year you’ll deliver or send the resignation letter.
Although electronic communication is automatically dated, the day you gave notice could become a legal issue, therefore it’s better to state it clearly.
There is no better time to read through How to Resign from a Job You Hate in 2022 if not now.
Salutation
The conventional salutation/greeting for formal resignation letters is “Dear Mr.” or “Dear Ms. / Mrs.” followed by the recipient’s last name. However, if you and your employer are on first-name terms, there’s no harm in using his or her first name.
Resignation Letter Categories
Let’s look at some of the different resignation letters that can be used in different situations. Here are some examples of resignation letters you may require:
- Simple resignation letter with two weeks’ notice
- Resignation letter with professionalism
- Resignation letter in formal format
- When you’re leaving on bad terms, you’ll need to write a resignation letter.
- Resignation letter for a new job Resignation letter for a new job
- Resignation email sent right away
- Letter of resignation because of poor working circumstances
- Resignation letter that is negative (this is one to avoid)
If you just started a job and it’s not what you deemed it fit as, here is the best way to Resign from a Job you Just Started
Example/Sample Personal Reason
Name
Title
Organization
Address
City, State Zip Code
Dear Mr./Ms. Last Name:
I regret to inform you that in two weeks I will leave Bolt Inc. I can no longer fulfill the requirements of my role because of unforeseen personal issues, and I believe it is in the best interests of the company that I resign.
Meanwhile, I hope my departure will not cause you or Bolt Inc. any problems. Please contact me if you believe I can help you find a replacement or if there is anything else I can do to transition easier.
Thank you so much for your patience. Despite my personal difficulties, I enjoyed working with you and am grateful for my time with the organization. I hope we can continue in touch, and I’m excited to see how Bolt Inc. develops in the future.
Best,
Your Signature (hard copy letter)
Your Typed Name”
In this situation, you don’t have to break the wall to leave the board. Read through this article as it clearly shows; Board Resignation Letter Sample in 2022
Example/Sample Resignation Letter with no notice
Alonso Julio
473 Cotton Road
Sweetwater, Maine 56395
295-854-7254
December 2, 2019
Dr. Owen Taft, Director of Library and Information Science
Maine Institute of Information Science
78935 University Way
Sweetwater, Maine 56395
Dear Dr. Taft:
Please accept this letter as my formal resignation from MIIS, effective December 6, 2019, and please accept my deepest apologies for not being able to give two weeks’ notice. I regret I must quit immediately owing to family obligations beyond my control.
In the interim, I’ll do everything I can to complete as much of my work as possible to transition smoother for the next person in the position. Thank you so much for your help and encouragement during my time at the Institute. I respect the years of advice you’ve given me tremendously, and I wish you all the best in the future.
Sincerely,
Alonso Julio (Signature, hard copy letter)
Alonso Julio (Typed)
Example/Sample because of Relocation of Spouse
Robert Ashland
President, Company Name
City, State, Zip Code
Dear Mr. Ashland,
My wife has received her transfer orders, and we will move to City, State, where she will be stationed at a local Air Force installation. Because of this shift in our family, I will have to leave from my work at Ashland Incorporated in two weeks.
I’ve liked my time with the company, and I’ve also appreciated your hands-on approach to running it. I’d like to express my gratitude for the many possibilities you’ve provided me over the years, as well as the many opportunities to advance my profession. I will use everything I’ve learned and every chance you’ve given me to become a better person in the future.
My wife and I understand what it means to be a military family, and I’m confident that I’ll be leaving a future position to pursue a successful career as a military scientist. Please phone me at 000-000-0000 or email me at [email protected] if you need to reach me for any reason. Prior to my last day, I will make certain that they wrap up any loose ends.
Sincerely Yours,
Aaron R. Copland
Example/Sample because of Unsatisfactory Work Circumstances
Charles Tullett
Manager, Company Name
City, State, Zip Code
Dear Mr. Tullett,
Please accept this letter as my resignation from my position as shift supervisor owing to poor working circumstances. I’ve attempted unsuccessfully over the last few months to resolve these issues with you and other members of management.
They have requested me to work back-to-back shifts on weekends and holidays frequently. I initially recognized the need to assist with the increased productivity. However, I was promised that they will hire more people to relieve the strain on the current team.
Many months later, no additional personnel have been hired to relieve the pressure on employees who work upwards of 80 hours each week.
As I previously stated, I have expressed my concerns on multiple occasions and have even written these worries down. The added stress has damaged my health, and I’ve concluded that my requirements are no longer in the company’s best interests. As a result, I must act immediately and quit.
If you have questions, please contact me at 000-000-0000 or email me at [email protected].
Sincerely Yours,
Adam R. Orton
Example/Sample from Full Time to Part Time
To Kerry J. O’Malley
Manager, HR
Company Name
City, State, Zip Code
Dear Ms. O’Malley,
I’m writing to confirm the facts of my forthcoming shift from full-time to part-time telemarketing work. I’m preparing to take three college courses, as I just discussed with my direct supervisor, and I believe it’s better to reduce my workload so that I can focus on my studies. Friday, October 3, 2014, will be my last day of full-time employment. Please accept this as my official two-week notice before I begin my part-time job.
I am grateful for this opportunity, as I enjoy my work here at Company Name. I’ll spend the next two weeks making sure all of my paperwork is in order and assisting in the training of my replacement. If you require any information or have questions, please contact me at 000-000-0000 or [email protected], and I will respond as soon as possible.
Thank you so much for your help and flexibility once again. As I start my part-time job, I’m looking forward to contributing to and learning from the supportive work environment here.
Sincerely,
James Morrison
Telemarketer
Example/Sample because of Pregnancy
To Stephanie E. Perkins
Director, HR
Company Name
City, State, Zip Code
Dear Ms. Perkins,
I’m writing to inform you that, as of October 3, 2014, I will quit my job as a CNA at Sunnyside Nursing Home. I am expecting a child. After much deliberation, I’ve decided that now is the best time for me to focus on my child and family. As a result, please accept this letter as my official two-week notice. I hope my decision does not cause you, my bosses, or my coworkers any inconvenience.
I’ll notify the tenants on my floor of my impending departure in the following two weeks. I’d also be happy to assist in the training of a new Certified Nurse’s Assistant in my absence, as I know that a CNA class has just started on the floor. Please contact me at 000-000-0000 or [email protected] if you require anything from me after these two weeks. I will respond as soon as possible
While it is difficult for me to leave Sunnyside’s amazing staff and residents, I know I am doing what is best for my family. I wish everyone here the best of luck in their future pursuits and appreciate your time.
Sincerely,
Myra Collins
CNA
Example/Sample Due to Stress
Hanson Reginald
Manager, Company Name
Dear. Mr. Reginald,
This letter is to advise you that, due to stress, I will quit Post Upton Corporation immediately. I’ve been noticing a dramatic decline in my health over the last few months, so I sought medical advice. My doctor determined that my stress is severe enough that they must take me off work and allow me to relax after a battery of tests.
This saddens me greatly because I liked my job, the people I worked with, and the firm I worked for. Mostly, you and the management team had made my tasks fun. Please keep in mind that this is a general type of stress that isn’t related to my profession. I’ve provided a copy of a note from my doctor detailing my illness for the company’s education and files.
Please call me at home if you require my help with any daily duties. However, I would ask that you keep the calls to a minimum so that I can rest. You can call or contact me at 000-000-0000 or [email protected]. Please convey my warmest greetings and thoughts to everyone in the firm.
Sincerely Yours,
Keyla Gallegos
Conclusion
Whether you’re dealing with intense personal issues, an awful work environment, or a delicate medical issue, there may come a time when you want to leave your job without telling everyone why.
Sending your supervisor a proper resignation letter because of personal reasons is the most professional thing to do in this situation. This will cause the official record being added to your file without you having to explain why.
References
- https://www.livecareer.com/business-letters/personal-reasons-resignation
- https://www.indeed.com/career-advice/starting-new-job/resignation-letter-sample-for-personal-reasons
- https://optimistminds.com/a-sample-of-resignation-letter-with-reasons/
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