Writing resignation letters is often a daunting task for many professionals. It’s common to feel a mix of emotions, from relief and excitement for the future to anxiety about how your departure will be received.
One might worry about what to include, how to phrase their reasons for leaving, or even the tone to maintain throughout the letter.
If you share these concerns, you are not alone.
The good news is that this guide aims to help you draft your resignation letter in 20 minutes or less by considering the examples that will be provided.
Resignation letters are a crucial yet often overlooked aspect of the resignation process. It is a formal way of communicating your intention to resign from your current position.
A well-crafted resignation letter is important for maintaining a positive and professional relationship with your employer, and it can have a lasting impact on your career development.
Let’s begin by understanding the necessity and purpose of a resignation letter.
Why is a Resignation Letter Necessary?
First and foremost, a resignation letter formally communicates your intention to leave your current position. While it’s essential to have a face-to-face conversation with your supervisor about your decision, a resignation letter provides a tangible record of your decision.
A well-thought-out and professionally written resignation letter can help you leave on good terms with your employer. It shows that you respect your employer and colleagues enough to formally communicate your decision. This, in turn, helps in maintaining professional relationships that might be beneficial in the future.
Your resignation letter becomes a part of your employment record. A well-crafted resignation letter reflects your professionalism and can be a testament to your attitude towards work and your career. This is particularly important for future job applications and career development.
Now that we have a clear understanding of the purpose and importance of a resignation letter, we will go deeper into its parts and components, and provide examples and tips for writing a good resignation letter.
Components of a Good Resignation Letter
Crafting a resignation letter may seem like a complicated task, but in reality, the structure is quite simple. Below are the key components of a resignation letter, each of which will be expounded upon with examples.
Header
The header should include your name, address, contact information, and the date. This is standard practice for any formal letter.
Example:
Juan dela Cruz 123 Sampaguita St., Barangay Maligaya Quezon City, Metro Manila Phone: 0917-123-4567 Email: juandelacruz@email.com September 1, 2023
Salutation
Address the letter to your immediate supervisor or manager. If you have a good relationship with them, you can address them by their first name. Otherwise, it is more appropriate to use their last name.
Example: Dear Mr. Reyes, or Dear Maria,
Body
The body of the letter is where you communicate your intention to resign and other important details.
Introduction
State clearly that you are resigning and mention your current position.
Example: I am writing to formally announce my resignation from my position as [Your Position] at [Company Name].
Reason for Resigning
Provide a brief explanation for your resignation. It is not necessary to go into great detail, but it is good to give a reason.
Example: After careful consideration, I have decided to pursue further studies to advance my career.
Notice Period
Mention the notice period you are providing, and your last day of work.
Example: As per my employment contract, I am providing a 30-day notice period, making my last day of work October 1, 2023.
Thank You Note
Express gratitude for the opportunities you received during your time with the company.
Example: I am incredibly grateful for the opportunities I have been given at [Company Name] and the professional relationships I have developed during my time here.
Offer of Assistance
Offer assistance in the transition period, whether it is training a replacement or finishing up ongoing projects.
Example: I am committed to ensuring a smooth transition and am willing to assist in training my replacement or completing any ongoing projects before my departure.
Closing
A closing remark such as “Sincerely” or “Best regards” followed by your signature and printed name.
Example: Sincerely,
[Handwritten Signature]
Juan dela Cruz
And there you have it, the key components of a well-crafted resignation letter. Remember, the goal is to communicate your intentions clearly and respectfully while maintaining a professional relationship with your employer.
Tips for Writing a Good Resignation Letter
Writing a good resignation letter is crucial for maintaining a positive relationship with your former employer and for your own personal and professional development. Here are some tips to keep in mind when writing your resignation letter:
Be Professional
Maintaining a professional and positive tone throughout the letter is essential. Even if you have had a negative experience with the company or your colleagues, it is best to avoid airing grievances or complaints in your resignation letter.
Remember, this letter will be part of your employment record and may be referenced in the future.
Be Concise
Keep the letter short and to the point. A resignation letter is not the place for a detailed critique of your employer or your job.
Focus on communicating your intention to resign, the reason for your resignation, your notice period, and your gratitude for the opportunities you received.
Give Notice
Ideally, provide a notice period of at least 30 days before your intended last day of work. This is a standard practice and shows professionalism and respect for your employer’s time and resources.
However, always refer to your employment contract or company policy as the notice period may vary.
Express Gratitude
Regardless of your experience with the company, express gratitude for the opportunity to work there. Focus on the positive aspects of your job and the professional relationships you developed.
Offer Assistance
Offering assistance for the transition period shows professionalism and goodwill. Whether it is training a replacement or finishing up ongoing projects, your offer of assistance will be appreciated and remembered.
By keeping these tips in mind, you can ensure that you leave a positive impression on your employer and maintain good professional relationships for the future.
Laws Governing Resignations in the Philippines
Understanding the legal aspects of resigning from your job is just as important as crafting a well-written resignation letter. Being knowledgeable about the laws governing resignations in the Philippines can help you make informed decisions and protect your rights as an employee.
The Labor Code of the Philippines does not contain specific provisions for the submission of resignation letters. However, it does state in Article 285 (now renumbered as Article 300 under the Labor Code of the Philippines, as amended by Republic Act No. 1477) that an employee may terminate his or her employment by serving a written notice to the employer at least one month in advance. The employer upon whom no such notice was served may hold the employee liable for damages.
While the Labor Code stipulates the notice period, it does not provide a detailed guideline on the contents of a resignation letter. Thus, the submission of a resignation letter is largely guided by company policy, employment contracts, and general practices. It is advisable to check your employment contract and your company’s employee handbook or HR policies for any specific requirements related to resigning.
Knowing the laws governing resignations and understanding your rights and responsibilities as an employee will help you navigate the resignation process smoothly and professionally.
Sample Resignation Letters
To help you compose professionally written resignation letters, I am providing you with some examples. Notice the elements I shared in the tips on writing a letter of resignation.
Resignation for Personal Reasons
This letter will explain that the employee is resigning due to personal reasons that require their immediate attention.
Example:
I am writing to formally announce my resignation from my position as [Your Position] at [Company Name]. Due to unforeseen personal circumstances that require my immediate attention, I have made the difficult decision to step down from my position. As per my employment contract, I am providing a 30-day notice period, making my last day of work [Your Last Day of Work]. I am committed to ensuring a smooth transition and am willing to assist in training my replacement or completing any ongoing projects before my departure. I am incredibly grateful for the opportunities I have been given at [Company Name] and the professional relationships I have developed during my time here.
Tip: It is not necessary to provide detailed information about your personal circumstances unless you are comfortable doing so.
Resignation for Further Studies
This letter will explain that the employee is resigning to pursue further studies to enhance their career development.
Example:
I am writing to formally announce my resignation from my position as [Your Position] at [Company Name]. After careful consideration, I have decided to pursue further studies to advance my career. As per my employment contract, I am providing a 30-day notice period, making my last day of work [Your Last Day of Work]. I am committed to ensuring a smooth transition and am willing to assist in training my replacement or completing any ongoing projects before my departure. I am incredibly grateful for the opportunities I have been given at [Company Name] and the professional relationships I have developed during my time here.
Tip: Be prepared to discuss your plans for further studies and how they will benefit your career development during your exit interview.
Resignation for a Better Opportunity
This letter will explain that the employee has found a better opportunity that aligns more with their career goals.
Example:
I am writing to formally announce my resignation from my position as [Your Position] at [Company Name]. I have been offered a position at another company that aligns more closely with my career goals and long-term objectives. As per my employment contract, I am providing a 30-day notice period, making my last day of work [Your Last Day of Work]. I am committed to ensuring a smooth transition and am willing to assist in training my replacement or completing any ongoing projects before my departure. I am incredibly grateful for the opportunities I have been given at [Company Name] and the professional relationships I have developed during my time here.
Tip: It is not necessary to provide detailed information about your new employer or the position you have accepted unless you are comfortable doing so.
Resignation Due to Health Reasons
This letter will explain that the employee is resigning due to health reasons that require immediate attention.
Example:
I am writing to formally announce my resignation from my position as [Your Position] at [Company Name]. Unfortunately, due to health reasons that require my immediate attention, I must step down from my position. As per my employment contract, I am providing a 30-day notice period, making my last day of work [Your Last Day of Work]. I am committed to ensuring a smooth transition and am willing to assist in training my replacement or completing any ongoing projects before my departure. I am incredibly grateful for the opportunities I have been given at [Company Name] and the professional relationships I have developed during my time here.
Tip: It is not necessary to provide detailed information about your health condition unless you are comfortable doing so.
Resignation with Gratitude
This letter will focus on expressing gratitude for the opportunities and experiences gained while working with the company.
Example:
I am writing to formally announce my resignation from my position as [Your Position] at [Company Name]. While I have greatly enjoyed my time at [Company Name] and am grateful for the opportunities and experiences I have gained, I have made the decision to pursue a new direction in my career. As per my employment contract, I am providing a 30-day notice period, making my last day of work [Your Last Day of Work]. I am committed to ensuring a smooth transition and am willing to assist in training my replacement or completing any ongoing projects before my departure.
Tip: Use this opportunity to express gratitude for specific opportunities or experiences that have had a positive impact on your professional development.
Examples of Resignation Letters in Filipino
You may also write your resignation letters in Filipino. At times, we feel that we can fully express ourselves when we write it in a language we fully understand.
Consider these two examples.
Halimbawa 1: [Pangalan] [Tirahan] [Petsa] [Ginoo/Ginang] [Pangalan ng Manager o Boss] [Kompanya] [Tirahan ng Kompanya] Magandang araw po, Sa pamamagitan ng liham na ito, nais ko pong ipabatid ang aking desisyon na magbitiw sa aking tungkulin bilang [posisyon] sa [Kompanya]. Napag-isipan ko nang mabuti ang aking desisyon at ito'y ginagawa ko para sa personal at propesyonal kong mga dahilan. Ako po ay nagpapasalamat sa mga karanasan, kaalaman, at oportunidad na ibinigay ninyo sa akin sa loob ng mga taong aking pinaglingkuran sa kompanya. Magiging maayos po ang aking pagtupad sa mga trabaho at responsibilidad hanggang sa huling araw ng aking paglilingkod, at handa rin akong makipagtulungan para sa maayos na transisyon. Maraming salamat po at nawa'y magpatuloy ang tagumpay ng [Kompanya]. Lubos na gumagalang, [Pangalan]
Again, you don’t have to explain why you need to resign. But we Filipinos think it is polite to tell our bosses our reasons. And there is really nothing wrong with saying that we do it to look for better opportunities.
Halimbawa 2: [Pangalan] [Tirahan] [Petsa] [Ginoo/Ginang] [Pangalan ng Manager o Boss] [Kompanya] [Tirahan ng Kompanya] Magandang araw po, Nais ko pong ipabatid sa inyo na ako'y magbibitiw na sa aking posisyon bilang [posisyon] simula [petsa ng huling araw]. Dahil sa mga personal na dahilan, kinakailangan kong maghanap ng ibang oportunidad na mas naaayon sa aking sitwasyon. Ako po ay lubos na nagpapasalamat sa lahat ng natutunan at karanasan na ibinahagi ninyo sa akin. Handa po akong ipasa ang lahat ng aking mga responsibilidad sa magiging kapalit ko upang masiguro ang tuloy-tuloy na operasyon ng kompanya. Salamat po at nawa'y magkaroon pa rin tayo ng magandang samahan sa hinaharap. Lubos na gumagalang, [Pangalan]
When you need help, please feel free to send me an email.
Conclusion
Crafting a well-composed resignation letter is a crucial aspect of maintaining a professional image and fostering career development. It serves as a formal notice of your intention to resign and helps in maintaining a positive relationship with your former employer.
Additionally, a well-crafted resignation letter can leave a lasting positive impression, which is important for future job references and networking opportunities.
Remember, your resignation letter should be professional, concise, and should express gratitude regardless of your experience with the company.
Offering assistance for the transition period is also a sign of professionalism and goodwill. Use the tips and sample letters provided in this article as a guide to writing your own resignation letter.
Finally, it is also important to be knowledgeable about the legal aspects of resigning and to adhere to the notice period stipulated in your employment contract or company policy.
I hope you found this article helpful. Please feel free to share your thoughts, ask questions, or share this article with your coworkers. Your professional development is important, and we are here to support you every step of the way.
