Various personal reasons may surface in your life that may lead you to discontinue your employment with your current employer. Naturally, you will first have to inform your employer of this decision in person, if possible. Writing a resignation letter enables you to communicate your decision to your employer formally. While writing this letter, you must decide how much information you are willing to share with the employer. You have to decide if it is necessary to go into detail or whether a vague statement that outlines that you are leaving for personal reasons will suffice.
EXAMPLE
If you are leaving because you want to become a stay-at-home parent for a few years, then you should provide your employer with a bit more detail. These details will help ensure that the employer understands your decision and is open to employing you once your issue is resolved.
However, remember that deciding how much to share in the letter when there are personal reasons involved will help maintain a particular level of privacy concerning your decision.
Free Templates
Importance of a Resignation Letter
When you decide to resign from your job, you must consider the best resignation method to maintain a smooth relationship with the employer. A formal letter plays an essential role in ensuring that a professional and diplomatic relationship with the employer is maintained. This is key, as you may require a character reference from the employer when seeking future employment.
The letter should be submitted two weeks before the last date of work indicated in the letter. The two-week advance notice enables the employer to prepare what to do next, such as finding a new employee to fill the position you are leaving behind. You can opt to indicate a reason for your resignation; however, you are not obligated to do so.
Employers are legally required to ask; however, you are not required to provide them with a reason. When writing your letter, ensure you follow the format and wording that are similar to those of a general letter. If you decide to provide a detailed reason for your resignation, ensure that you only write one or two sentences to avoid providing personal details and to keep the letter brief.
Essential Information to be Included
You must clearly understand what to include in the letter to be used when resigning for personal reasons. Being aware of the essential elements required in this letter will ensure that it effectively communicates your intent to resign. It will also ensure that you maintain an amicable relationship with the employer even after you depart.
The letter should contain the following information:
Your intent to resign
It should begin by outlining your intent to resign from the job. The statement should contain the position you are resigning from. It should also set the mood of the letter by expressing your sadness at deciding to resign. These details will ensure that the purpose is clear.
Add your reasons briefly
Secondly, you should add your reasons for resigning but keep them brief. You can opt not to go into detail because a general statement will suffice.
EXAMPLE
You can state you are resigning for a personal reason or a family problem that requires your full time and attention. You can also provide a slightly more detailed reason to explain why you are resigning, such as to become a stay-at-home parent or due to a family illness.
Last day of employment
You should then indicate your last date of officially working in the letter. The date will prove that the employer was informed of the day you planned on leaving the position and therefore cannot claim that you left abruptly. You should also ensure that you review your contract to clarify how much advance notice you are required to provide. Based on the advance notice, you can then select an appropriate date.
Thank your employer
Next, appreciate your employer to show that you are grateful for what the company has done for you, such as facilitating the growth of your skillset. Then, think about what other things you can acknowledge, such as the time and effort the employer has put into training you. Acknowledging the gains shows you are conscious of what the company and employer have done for you.
Offer your assistance
You can also offer to assist the employer with finding a replacement training him/her, or doing both. Though you are not obligated to make the offer, it can help respectfully end the employment. It also shows your willingness to make the transition easy for the employer, which will serve well if or when you request a recommendation.
Ask questions
Finally, if there are any issues you would like clarified, include them in the letter. The questions will enable the employer to provide you with a response before your last day. Besides, they will also ensure that there are no pending issues of concern with the employee.
NOTE
The situation that has led to your decision to resign will inform how you resign. The best way to resign is to inform your employer of your intention in person and then write the letter. However, you may also resign immediately without writing a letter if a sudden situation arises that forces you to depart from the position in haste. You can also opt to resign via a phone call or email if you work remotely or due to justifiable circumstances.
Resignation Letter Template (Personal Circumstances)
[Your Name]
[Your Address]
[City, State, Zip]
[Your Email Address]
[Your Phone Number]
[Date]
[Supervisor’s Name]
[Their Job Title]
[Company Name]
[Company Address]
[City, State, Zip]
Dear [Supervisor’s Name],
I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter]. This decision has not been easy and comes after considerable thought about my current personal circumstances.
I have greatly valued the opportunities for growth and development that [Company Name] has provided me, and I am truly grateful for the support and understanding of my colleagues and supervisors throughout my tenure here. It has been a privilege to be part of such a committed and professional team.
Given my situation, I believe it is in the best interest of both myself and the company that I step down from my role. This will allow me to focus on addressing these personal matters effectively, without impacting my work responsibilities and team productivity.
I am committed to ensuring a smooth transition of my duties and responsibilities. I am willing to assist in training my replacement and will ensure that all my current projects are transitioned properly to maintain continuity and minimize any disruption.
Please let me know how I can help during this transition period. I wish [Company Name] continued success in the future and hope to possibly return once my circumstances have changed.
Thank you for your understanding and support during this time. I have enjoyed working at [Company Name] and am saddened to leave under these circumstances, but I look forward to keeping in touch.
Sincerely,
[Your Name]
Examples of Resignation Letters due to Personal Reasons
Sample 01
Dear Ms. Underwood,
I am writing to formally resign from my position as Systems Analyst at Tech Innovations Inc., effective two weeks from today, March 7, 20XX. This decision has been made after much consideration and is due to personal reasons that require my full attention.
I want to express my deepest gratitude for the opportunity to work with Tech Innovations Inc. It has been a truly rewarding experience both professionally and personally. The support and camaraderie I have found here are something I will always cherish. I am particularly thankful for the opportunities I have had to grow my skills and contribute to our projects.
Please understand that this decision was not easy and reflects my need to focus on important personal matters at this time. I am committed to ensuring a smooth transition of my responsibilities and am prepared to assist in any way possible during my remaining time. Whether it be training my successor or documenting my current projects, I want to ensure that my departure does not negatively impact the team.
I hold Tech Innovations Inc. and all of my colleagues in high regard and leave with no ill feelings but rather a hope that in the future, circumstances may allow me to return to the company in some capacity. Until then, I look forward to staying in touch and am hopeful our paths will cross again.
Thank you once again for the understanding, support, and opportunities provided to me during my time at Tech Innovations Inc. Please let me know how I can assist further during this transition period.
Sincerely,
Jordan Matthews
Sample 02
Dear Mr. Reed,
I hope this letter finds you well. It is with a heavy heart and after considerable deliberation that I submit my resignation from my position as Senior Consultant at Bright Future Consulting, effective March 7, 20XX. The reason for my departure is a personal one, necessitating my relocation to another state to be closer to my family during a time of need.
The past five years at Bright Future Consulting have been among the most rewarding and fulfilling of my professional career. I have deeply valued the opportunities for growth, the challenges that have spurred my development, and, most importantly, the chance to work alongside such a talented and dedicated team. The decision to leave this incredible company and the role I love has been extraordinarily difficult.
Understanding the importance of continuity and the potential impact of my departure, I am fully committed to facilitating a seamless transition. I am prepared to assist in finding and training my replacement and will ensure all my current projects are in order before my last day. My goal is to leave my portfolio and responsibilities in the best possible state to ensure the ongoing success of our team and projects.
I am incredibly grateful for the support, mentorship, and friendship I have received during my tenure at Bright Future Consulting. While I am saddened to leave, I carry with me invaluable experiences and memories that I will cherish forever. I hope to maintain the strong professional and personal relationships I’ve built here, and I look forward to potentially collaborating in the future under different circumstances.
Please let me know how I can best contribute to a smooth transition over the next two weeks. Thank you again for the opportunity to be a part of Bright Future Consulting. I am hopeful that our paths will cross again.
Warmest regards,
Samantha Lee
Key Takeaways
Both resignation letters are effective for the following reasons:
Clear Intent: Both writers clearly state their intention to resign from their positions and provide the effective date of their resignation. This eliminates any confusion regarding their departure.
Reason for Resignation: Each letter provides a brief explanation for the resignation, whether it be personal reasons or relocation. This transparency helps the employer understand the circumstances behind the decision.
Gratitude and Appreciation: Both letters express gratitude and appreciation towards the employer, colleagues, and the company as a whole. This acknowledges the positive experiences and opportunities gained during their tenure.
Commitment to Transition: Both writers assure their commitment to ensuring a smooth transition by offering assistance in training replacements and completing ongoing projects. This displays professionalism and a sense of responsibility towards the employer and team.
Hope for Future Collaboration: Each letter expresses a desire to maintain professional relationships and potentially collaborate in the future under different circumstances. This leaves the door open for networking opportunities and reflects positively on the writers’ professionalism.
Positive Closure: Both letters close on a positive note, expressing well wishes for the company’s future success and expressing hope for potential future interactions. This leaves a positive impression despite the resignation.
Overall, these resignation letters effectively communicate the decision to resign while maintaining professionalism, expressing gratitude, and ensuring a smooth transition, thereby leaving a positive impression on the employer and colleagues.
Tips for Writing an Effective Letter
While writing a resignation letter, you should consider specific tips. These tips will help ensure that your letter is appropriately drafted by guiding you through whichever stage of the writing process you’re in.
The tips you should consider include the following:
Talk to your boss first
Notify the employer in person of your decision to resign before sending in your letter. It will help ensure that your employer is not surprised by the sudden submission of the letter. Depending on your organization’s policy, you may also send the letter to the human resources department, which will be in charge of finalizing your resignation.
Stay positive
You should ensure that you talk about the company positively in the letter. Remember that you may require a recommendation letter from the employer or a job from the same company in the future. Do not indicate that you are dissatisfied with the position, as this can instigate hostility with the employer. Simply stating that you are resigning for a personal reason will help maintain good relations with the company or the employer.
Follow the business letter format
This letter is a formal document; therefore, it should be written using the business letter format. This includes a header containing your name and address, the date, and the employer’s name and address. In addition, you should indicate a salutation before writing the letter’s introduction, body, and conclusion. Finally, ensure that you indicate a signature at the bottom of it.
Edit and proofread
Once you complete the letter, proofread it to ensure that it is free of grammatical errors. If you find any issues, edit them to ensure that you submit a polished letter. Proofreading your letter also ensures that you maintain the positive image the employer has of you even as your employment comes to an end.
Conclusion
When you decide to leave your position, you should first make an effort to inform your employer in person. Depending on the circumstances and employment situation, you may use other options, such as informing the employer via phone call or email. It is also vital that you decide how much you want to share with the employer. You can opt to be vague by simply indicating that you’re resigning for personal reasons or go into detail about your reason, like indicating that you are resigning due to family reasons.
Your letter should also contain the last date of work and an appreciation for the company’s opportunities. You can also offer to assist in the search and training of your replacement. Keep the letter cheerful and polite to ensure that you maintain an amicable relationship with the employer. Remember that you may want to reapply for the position in the future or seek a recommendation from the company. Therefore, avoid expressing that you are dissatisfied with the work. It can lead to a hostile relationship with the employer and affect any hope of reaching out to the company.
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