Important notice - We are aware of a scam where people are impersonating CMD Recruitment to offer jobs via WhatsApp & Telegram. This is a scam, CMD Recruitment will never contact new candidates via these methods. Any legitmate offer from CMD Recruitment would be made via a telephone call.

CMD Ident
CMD Ident
CMD Ident
CMD Ident
CMD Ident
CMD Ident
CMD Ident
CMD Ident
CMD Ident
CMD Ident
CMD Ident
CMD Ident

Leading Recruitment Agency in Wiltshire | CMD Recruitment

Discover your next job or find your ideal employee with CMD Recruitment, the largest and most established recruitment agency in Wiltshire and Bath.

Resignation Letter Guide

Resignation Letter Guide

March 1, 2023

Are you thinking of resigning from your job? If so, then you’ll need to write a resignation letter. This will inform your employer that you no longer wish to work for the company and initiate the first steps in terminating your employment.

In this blog post, we’ll provide a step-by-step guide for writing a resignation letter that will make the process go smoothly. By the end of this post, you’ll know exactly what to include in your letter and how to phrase it in a professional way. 

Resignation Letter Guide CMD Recruitment

What is a resignation letter?

A resignation letter is a formal document that lets your employer know that you no longer wish to continue working in your role. You might be resigning from your role entirely, or you might be resigning from a specific part of your role. 

For example, if you’ve been given a second role within the company and you no longer wish to fulfil this role, you will need to be clear that you are resigning from this specific role and not your whole job. 

An example of this would be a teacher who has also been assigned the role of “head of year”. They might wish to continue being a teacher, but resign from the additional responsibility of being head of year.

Resignation Letter Guide CMD Recruitment

Who needs to write a resignation letter?

If you are leaving your job, then it is always best practice to provide a written resignation letter. If you have a contract of employment, you will need to formally resign from your job. Even if you make your intentions known verbally, many companies will require written confirmation for their HR files.

If you don’t have a contract of employment, you may not need to submit a formal letter of resignation. However, there are benefits to doing so. If you walk out without notice, this could damage your relationship and reputation. 

Giving the company advance notice as if you are a full-time and contracted employee will give them time to find a replacement and you can leave the role on better terms. You can also make sure that there is no confusion regarding when your employment will end.

Freelance workers typically don’t need to resign, but it is good business practice to inform clients of your intentions. You might rely on them for work in the future, and you might lose out on referrals if you don’t inform them of your intentions.

Resignation Letter Guide CMD Recruitment

What should I include in my resignation letter?

Your resignation letter should include the following information:

  • The date you are submitting the letter
  • The final date of your employment, according to your notice period
  • Your job title
  • A statement confirming that you are resigning from your role
  • The reasons for your resignation (optional)
  • An expression of gratitude for the opportunities you have been given during your employment
  • Notice of any outstanding holiday entitlement (optional)
  • A request for a reference (optional)
  • Your contact details, in case your employer needs to get in touch with you.

Resignation Letter Guide CMD Recruitment

How to write a resignation letter

Once you have decided it’s time to resign, then it’s important that you follow these steps when writing the letter:

  1. Start by getting all of the facts straight – Make sure that you have all of the information about your role, such as start and end dates, salary, benefits, etc., so that they can be included in the letter. How long you have been working with the company might have a big impact on your notice period.
  2. State your intention clearly – In your opening sentence state explicitly that you are resigning from your current position or role. You don’t need to provide any details about why, as this will often be covered in your exit interview. If you have a grievance with the company, it’s best not to state this in your resignation letter as it could be used against you at a later date.
  3. Let them know your final working day, according to your contract – Refer back to your contract to find out what notice period you are expected to work. You may be able to use up any unused holiday during this time and shorten your notice period, but don’t assume this is the case.
  4. Be graceful in your exit – You may have grievances with the company and you might even be leaving because you are unhappy, but try to keep your resignation letter formal and polite. The way you leave the company may affect your future employment prospects, so avoid any negative remarks or language.
  5. Offer assistance during transition – If you are able, offer to help with the transition process and in training a replacement. This will show that you are professional and leaving on good terms.
  6. Close the letter formally – Use a closing statement such as “I wish the company success in its future endeavours” and sign off with your name and contact details (if required).
  7. Send the letter – Once you have written the letter, send it to your employer either via email or post (depending on their preference). Make sure that you keep a copy of this letter for your own records.

Resignation Letter Guide CMD Recruitment

Should you complain in a resignation letter?

It’s tempting to air out your grievances, but try to keep your resignation letter brief. A resignation letter is not the right place to voice your concerns or complaints as this could damage your relationship with your employer, which may also affect any reference you might need in the future.

If you do have a grievance that needs to be addressed, it’s better to raise this issue during an exit interview or via other channels. If you feel that there has been unfair treatment, then look into what rights and procedures are available to you before making any decisions.

It’s important to remember that resigning from a role can be stressful and emotional, so ensure that you take time to think it through before submitting your letter of resignation. 

Once you have resigned, make sure that you leave on good terms with your employer. By offering to assist in hiring and training your replacement, you can strengthen your relationship and make sure they offer a good reference in the future.

Resignation Letter Guide CMD Recruitment

What legal considerations should you keep in mind?

If you are leaving because you believe you have been bullied or the victim of discrimination, always confirm with a legal professional before you hand over your resignation letter. The information you put in your resignation letter could impact the outcome of any employment tribunal, so you want to be confident that you aren’t saying the wrong thing at the wrong time.

In addition to this, make sure that you are aware of any contractual obligations that you may have. This could include providing a period of notice, or returning company property (e.g. keys, laptops). Ensure that all these obligations have been fulfilled before submitting your resignation letter.

Finally, if your employer has agreed to provide you with a reference letter or other forms of support after leaving the role, ensure that this is included in writing in the resignation letter for best legal protection.

It’s important to keep professional and leave on good terms with your current employer when resigning from a role – no matter what your reasons may be. 

Taking the time to write a formal resignation letter will help ensure you leave the job on the best possible terms and help to improve your reputation within the company. Even if you don’t see eye to eye with their management choices, you can still leave in a civil manner.

Back to Blog