A “Polite Resignation Letter Sample” is what you need once you have decided to quit from your job and want to part ways without hurting the emotional bonds with your employer & reporting boss. Here we have summarized step by step guide on what to write and how to write polite resignation letter (or email) along with few examples of Polite Resignation Letter Sample for your ready use. The site also has many articles on how to write your resignation letter, mistakes to avoid and legal aspects to take care of before submitting your resignation letter.
Before we begin, let us understand – why do you need a polite resignation letter sample ? first of all – why do you need to be polite ? Isn’t resignation an employee’s right ?
Millions of people quit their jobs every month, some of them quit without even writing a resignation letter, while most of them write a formal or a polite resignation letter (or a polite resignation email), many end up writing a not so pleasant letter – with lot of unwarranted complaints about everything from work culture to low salary. The fundamental reason we are advocating a polite resignation letter (or a polite resignation email) is that you never know when you would need to refer back to your employer (or the manager) in future.
One must avoid being negative in resignation letter, it’s always best to leave on good terms with your manager and employer; just in case your future prospective employer want to check on your past employment history. Besides a polite resignation letter (or a polite resignation email) can mean the difference between an awkward goodbye and a chance for a long-term professional relationship. You must remember that it is very important in later part of your career to have viable references on your resume.
A polite resignation letter (or an email) is not only a good professional practice, but it also means that your hard-earned professional connections would be more likely to speak positively of your performance in future when someone calls them for checking reference. Keep in mind that as you grow in your career and take positions of higher responsibility you will need recommendations from your past managers and ending your relationship with a polite resignation will help you in maintaining a relationship.
Why shouldn’t I use this opportunity to give it back ? Give “them” a feedback, share my frustrations and reasons for unhappiness with the job
Remember that more often than not, your future employers are going to do a reference check on your past employment and/or with past bosses. No one will like to hire an employee whose past bosses / employers give a negative feedback. Therefore even if you di not had a good experience with your employer (or boss), you should still be polite and formal.
How to write a polite resignation letter – summarized below is a step by step guide
- Clearly state your intention of resignation in your subject line
The very mention of word resignation in subject line of your email or letter, gives your manager (or HR) a clear idea about the purpose of your communication. If you work in a larger organization and are writing to your HR Manager who deals with lot of employees, you can even write in subject resignation letter and follow that with your name. Like “Resignation Letter – Employee Name”, this will help them in recognizing it and help later if they have to search for it in mail box.
- Start with an opening salutation
An opening salutation like “Dear ABC” is a basic courtesy that is essential in all business correspondence. Remember your resignation is a formal & legal document and you should avoid making it informal. You can start it with Dear or Hello – depending on your relationship with your employer, you can use – Sir, Madam or first name or surname – depending on how formal or informal your work culture and hierarchy in organization is.
- Clearly state the reason for resignation and date of resignation
Start the body of your letter by mentioning that it is a resignation letter and give reason for resignation. Don’t forget to mention date of resignation. In order to make it polite, you must communicate to your manager or employer the reason for leaving.
- Elaborate on the reason
Explain in 2-3 sentences your reason for quitting. If there are multiple reasons, take your time and mention the key 2-3. Be honest (to the extent possible), humble and polite in your explanation. One must avoid being negative, avoid things like – criticism, past work issues or blaming your boss or work culture or lower salary for your decision to quit. Most resignations are due to better compensation and/or work profile elsewhere, avoid stating these in your resignation. You must remember that it is important to leave politely because in your long career you might need to interact again with your past employer and colleagues.
- Reflect on your time spent in organization and express thanks/gratitude
Even if your employment experience was unpleasant, try to mention some of the positive things you liked about the company – its employees, work culture, anything …and thank your manager for the learning….. By talking about moments you enjoyed while working and providing positive feedback about your manager / organization, you will ensure that you are parting ways on good terms.
- Mention notice period (as applicable) and offer assistance with transition
If your employment contract has a notice period, you must clearly mention the notice period days you will be serving and offer to assist with hand over / transition to someone else before you leave. You could decide to even offer to train the individual who will be replacing you.
- End your resignation with a closing salutation
Like an opening, a closing salutation is necessary in polite resignation letter. You should close your resignation with a formal “Thank you once again” or “Sincerely” or “Best Regards”.
- Signoff the resignation letter with your name (if its an email) or signatures (if its a letter)
If its a resignation letter you can add your signature under your name.
If it is a polite resignation email, then below your name you may like to mention your personal contact details where you would be available after resigning.
What all must be included in a Polite Resignation Letter Sample
Before you write your resignation letter, remember the first thing you should do is talk to your manager. When you want to be polite and leave gracefully, you don’t throw up a surprise. There are few other important things that you might like to check these 7 things before submitting resignation letter. Once you’ve done that, you’re ready to write a polite resignation letter.
Humble or Polite Resignation Letter Sample Format
Humble or Polite resignation email format
______________________________________________________________
Dear Mr/Ms <Your Supervisor Name>,
As discussed earlier today, I would like to herewith submit my resignation from my position as <your designation> due to personal reasons. Kindly treat this email as my formal notice with effect from today.
I remain grateful to you and <company> for giving me this wonderful opportunity to work. I have professionally and personally learnt a lot during my long tenure while working under your leadership. It has been an absolute honor to work with <company name>; I really enjoyed working with you and would like to thank you for all your support and guidance.
My notice period as per my appointment letter is <days> and accordingly my last working day would be <mention date>. Please let me know how can I assist in transition and help train my replacement. I remain available on my mobile <number> and email <personal email>.
Thank you once again. I would always carry along in my life the memories of working with you.
Best Regards
<Your name>
______________________________________________________________
If this humble or polite resignation letter (or polite resignation email) sample doesn’t work for you, or if you simply would like to see what other options are out there, try exploring following links for more ideas and inspiration
Formal Resignation Letter
Format for Resignation Letter
What you should not write in your Polite Resignation Letter Sample
- Distasteful language : Be respectful and polite. Why unnecessary part ways on a sour note.
- Avoid mentioning your future career moves : Keep things professional & direct, why divulge unnecessary details about your next move.
- Bitterness or Criticism : Your resignation letter is not a “feedback” opportunity. Avoid talking negatively about your organization or colleagues
Before completing your polite resignation letter, you might like to go through our following articles :
Common mistakes in resignation letter
Check these 7 things before submitting Resignation Letter
