The ultimate guide to resigning: Part 2


This is the second blog in ‘The ultimate guide to resigning’ blog series. The first blog entitled ‘The ultimate guide to resigning: Part 1’ discussed what a resignation entails and well as things you should do before your hand in your resignation. This blog will focus on what should be included in your resignation and how you should write it.

The first and most crucial part of resigning is the resignation letter. A resignation letter is an official document that an employee submits to their employer (in most cases, you will submit it to your HR department). This letter serves as a formal notice of intent to leave the company. The letter will often also come with a verbal resignation.

Here is what you should include in your resignation letter:

Your intent to resign

There is no need to tiptoe around the subject; you are resigning; therefore, you need to make that crystal clear. Therefore it is best to start your resignation with the following:

Dear (Insert boss’ name),

Please accept this letter as a formal notification that I am resigning from my position as (insert your job title) with (insert name of company).

By using this format, you are clearly announcing your intent to resign professionally and respectfully. There is no need to storm into the office and yell ‘I quit!’ (no matter how many of us have imagined doing that). You need to ensure that you leave the company on good terms.

The date of your official last day

It is vital to include the date of your last day at the company as it notifies them that by that date they will have to have a replacement. You can add this part to your letter as follows:

My last day of work will be the (Insert intended last day), as per the notice period specified in my contract.

Thanks for the opportunities provided by the company

This is where you can show your appreciation of the time you spent with the company by describing what you will be taking away from your time there. This is also a crucial part of the letter as this will set the tone for your resignation. An example of this part of the letter is:

I appreciate the opportunities I have been given during my time with your company, as well as your professional guidance and support. I would also like to thank you for all that I have learnt during my time at (Insert name of the company).

A commitment to a smooth and efficient handover

Here is where you have the chance to reassure the company that you will do everything in your power to ensure a smooth handover. Depending on your level of responsibility, this could range from ensuring all working is completed and ready in time for the transfer to assisting with the recruitment of your replacement. For example, it could be written as such:

Additionally, I would like to extend an offer of support with the transition period. I will ensure all work is completed where possible, and ready for handover.

Your signature

This is important as a resignation letter is a legal document, and therefore your signature makes it a valid document.

Here are a few optional sections you can add to your resignation letter:

Reason for your resignation

Offering a reason for your resignation is not mandatory; however, it can be a good section to add in order to remain on good terms with your employer. Reasons for resignation can range from career advancement to seeking further education. You can add this into the letter by saying:

I have accepted another position, which I feel is a better fit. Or I am resigning as I have been offered the chance to study towards a Master’s degree.

Offer to assist with the training of your replacement

Again this is not mandatory but can go a long with in terms of your relationship with the company. This can be added into the letter as follows and does not need to be long or in-depth:

Additionally, I would like to commit to training my replacement if possible.

Professional Sourcing has a strong reputation for highly developed recruitment expertise within our specialisation areas. We develop strong long-term relationships with our loyal clients. Allow us to help you deal with your frustrations of a lengthy hiring process.

Professional Sourcing is a top-tier South African-based recruitment agency operating internationally, IPM accredited, LEVEL 2 BEE RATED and 51% Black Owned.

Leave us a comment