How to write a resignation letter – a guide for accountants.
If you’re ready to move on to your next challenge or have simply had enough and want to leave your current position, you’ll need to write a formal resignation letter.
A formal resignation letter states your intention to leave, when your last day of employment is, and why you’re leaving.
How you word your resignation letter is important, as it often sets the tone for your professionalism, future references, notice period, and further discussion.
What to do before sending your resignation letter
Don’t send a resignation letter in the heat of the moment, for instance, after an argument at work. It’s always best to speak to your HR adviser if you feel that an event has made you want to leave the company — they often want to work to resolve the matter.
It’s always best to have a new position in place before you resign, too, as you have a smooth transition financially and references for your new role.
On the occasion that you do not have a role to move on to but feel you cannot continue to work with the employer, make your resignation as a professional as possible — as you’ll require a reference for your next role.
Do I need to send a resignation letter?
No, sending a resignation is not compulsory or required by law, but it’s recommended that you send one for the following reasons:
- You need to state your notice period in accordance with your contract.
- You need to add the exact date of leaving.
Always email your resignation and add a ‘read’ receipt to ensure the person the letter is intended for reads it and that you have a record of the email being sent and read. Ensure that the correct people or person receives the resignation letter.
You then have a legal record (for you) that states that you have not breached any employment contract — the letter must include the correct notice period and leaving date as per your contract.
If not, you can be asked to work your notice period or be in breach of your contract, which can have legal consequences.
Perhaps equally important — you might miss an agreed start date with your new employer.
Why writing a resignation letter is important
In addition to adding the basic information such as your notice period, you have the opportunity to leave the business on a professional note.
It’s common to state a generic reason for leaving and wish the business the best of luck in the future — if you can’t be positive about the business, it’s best to stick to the basics on notice period and last day.
If you feel you need feedback further, take the opportunity to request an exit interview, where you can discuss how the business could improve their experience for future employees. Avoid negativity, and try to use proactive language, such as being more supportive in the management of conflict, for example.
Remember that constructive dismissal is a route you can follow in the extreme circumstance that you feel you had no choice but to leave. Again, it’s better, if possible, not to get to this point.
How to write a professional resignation letter
Your resignation letter should be formal with the usual template of your address in the top right; the employer’s address is aligned underneath to the left with a formal start and end. There are letter templates on both Google documents, Microsoft Word, and below.
As a minimum, your resignation letter should have:
- Your address (top right corner) and the employer contact and address underneath aligned left.
- Date and an underlined regarding line — ‘Re: resignation letter’.
- Your statement of intent — why you are sending the letter — to inform of resignation.
- Your notice period for the resignation and last day of work.
- Your reason for leaving.
- A note of best wishes for the business and a thank you for your employment thus far.
Remember to add your name and signature to the letter.
Free sample resignation letter
Date
Your address
F.A.O. Manager
Employer address
Dear, {insert name}.
Re: Resignation
I am writing to resign from my position as {insert role title} at {insert employer name}.
My notice period is {insert days or months}, and I confirm that my last working day will be {insert date}.
My time at {insert company name} has been both enjoyable and rewarding, and I wish the business all the very best in the future.
Kind regards,
{insert name and add signature}
What happens after I send the resignation letter?
After you have sent your resignation letter, you should receive confirmation via email. If not, it’s important that you obtain this acceptance of your resignation.
You will also be informed of any unpaid holidays or deductions.
You may be asked to hand over duties to a new team member before leaving to ensure a smooth transition for the new person.
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