Write a Resignation Letter

How to Write a Resignation Letter

If you plan to leave your job then you must find out whether you need to write a resignation letter. There are a number of reasons you may be leaving your job; you could have found a new position at another firm, want a change of career, or have other personal reasons to leave the company. Either way, handing in a resignation document is usually required as part of employment contracts in Ireland. Writing a termination letter doesn’t have to be difficult or too long, but it is important that you write it properly and professionally so that there are no problems with your departure. We are here to help you write a resignation letter that is professional and clear.

Why Do You Have to Write a Resignation Letter?

A resignation letter may be compulsory if your employment contract states so, and breaching your contract by leaving without giving appropriate notice means that you could be sued and taken to court by your firm. You may not only face legal action by leaving without providing a resignation letter, but you will lose a potential reference for future opportunities and you could gain a bad reputation within your industry. These are things to avoid when thinking about leaving your job, which is why companies must know about your intention to leave through your letter of resignation.

In Ireland and the UK, employment contracts state similar notice periods, which is the time between handing in your termination letter and actually departing the firm. The notice you give is important as a firm needs to be able to find someone to cover the work that you are in charge of once you have left. They may need to hire someone else to take over your job or split your work between the rest of the team that will remain at the company. This takes time, which is why it is so important to have respect for your company and give them enough notice before your departure. The usual statutory notice period is one week if you have worked at a company for under two years, two weeks’ notice if you have worked with your employer for two years and an additional one week notice for every year after. This means that if you have worked at your company for four years then you are usually required to give four week-notice of your intention to leave.  

What are the Different Types of Resignation Letter?

As previously stated, depending on the amount of time you have worked for your employer, you will be required to provide a notice period. The main types of resignation letters include a short notice letter, a 2-week resignation letter or a 30-day resignation letter. The amount of notice you give can help to decide what information you provide the company in your notice of resignation. 

How Do I Write a Short Letter of Resignation?

A short letter of resignation must be written when it is not possible to work the compulsory notice period. This could be because of an emergency or another personal reason, so it is extremely important that you communicate this information to the company as soon as you possibly can. A short letter of resignation is different to one that gives compulsory notice as you will need to explain why you cannot work the notice period and apologise as you could be putting the company in a difficult situation. It is paramount that you leave an employer on good terms as you may need them for future references or come into contact with people from the firm further on in your career. 

Like any formal document, a short resignation letter should begin with your address and contact information, the date, and your employer’s address. Make sure you direct the document to your manager, as well as providing a copy to the Human Resources department at the company. There is a range of resignation letter examples and templates online to help you with the layout of the document.

Your short notice letter should state that you will be resigning from your role, the last day you will work, and your reason for being unable to work the compulsory notice period. The letter should be short and concise and include an acknowledgement of the notice you should have given, explaining why you will be leaving imminently and apologising for not being able to work it. Make sure you include the exact date of your final workday so that your employer is aware and can make appropriate arrangements. It is also a great idea to offer additional help to your employer before you leave, to highlight that you are grateful for their understanding and the opportunities they have provided you with.

How Do I Write a 2-Week Resignation Letter?

A 2-week resignation is the standard notice letter you will provide if you have worked for your employer for two years or less. The letter is best with two or three paragraphs maximum so that it is clear and easy to read. Your two weeks’ notice letter should begin by stating your address and contact information, as well as your employer’s address. Your resignation should go to your manager or the assistant manager if your boss is unavailable. Make sure any documents you hand your boss are also given to the firm’s HR department. 

A two weeks’ notice letter should state your final day of work (which should be two weeks from when you officially hand the letter in). It is a wise idea to let your manager know about your resignation before you hand your notice in so that they are aware beforehand and it does not come as a total surprise. 

A letter providing information on your departure should also include a paragraph that thank’s the company for the opportunities they have given you. Thanking your employer is a great way to leave the firm on a good note and helps with getting a better recommendation if you seek another job opportunity in the future. Other vital information to include in your resignation letter is your plans for projects that you have been working on. You should state what you expect to do in your final two weeks at the firm so the company knows where you are at and which projects to pass over to others. 

How Do I Write a 30-Day Resignation Letter?

A 30-day resignation letter is the best possible document to give to your employer, as it gives you enough time to finish projects that you are working on, relieving your company from the stress of finding someone else to continue the work. Just like any other formal document, a 30-day resignation letter should include your address, contact information, and employer’s address. Find 30-day resignation letter examples and templates online for help with laying out the document.

In the first paragraph of your 30-day resignation letter, you need to write your intention to leave, the reason for leaving, and the exact date of your last day (which will be 30 days from the date you hand your notice in). Your letter should be handed to your manager and Human Resources team. It is also good to let your own team know that you are handing in a resignation letter so that they can help with a smoother transition of work and provide you with a great send-off. No matter what your position in the firm, informing people around you of your departure is respectful and considerate. 

Just like a 2-week notice letter, your resignation document should be polite and show that you are grateful for the job. A 30-day resignation letter is usually longer in length because you should write a paragraph informing your manager of the work you intend to finish within the 30 days and which projects will need to be taken over by others once you have left.

What Should I Avoid Writing in My Resignation Letter?

A resignation letter must be friendly and respectful. Even if you are leaving a company because you do not enjoy your role, this is not the place to air your grievances. Stay professional and write a clear and simple resignation letter that thank’s your employer for the opportunity to work. 

There are a range of things you should and shouldn’t include when you write your departure letter. No matter what your role, there are resignation letter samples available that give you guidance on the template of your letter. We hope that you have found this article useful and are able to successfully write your own resignation letter in the future.