A Heartfelt Resignation Letter is a letter of resignation containing positive feelings regarding the company or organization, despite leaving them.
Resignation from a job is never easy, and it can be even harder if you are writing to leave under good terms.
Writing a heartfelt resignation letter is important because after serving an employer for a long and having developed a close relationship with them and with your colleagues, you will show them that you valued the time you worked together. You should always try and leave your job on positive terms regardless of your reasons for leaving, and express your gratitude to both your employer and colleagues for the experiences you shared working with them.
Best Way to Leave Your Work Place
There may be several reasons why you may decide to resign from your current work. You may choose to resign simply because you are moving to a new city or to another country. You may have been offered a new position at a different organization with more benefits and salary increments or you may have been offered your dream job- an opportunity for you to follow your dreams and desires. Regardless of your reasons for resigning, it is recommended to leave your job on the best possible terms; this will ensure that you have a smooth transition to your new workplace. Also, should you need a letter of recommendation, your soon-to-be former employer would be more than happy to craft one for you.
How to Write a Heartfelt Resignation Letter
A heartfelt resignation letter adds positive thoughts to the company or organization that you want to leave, but it also makes sure that they know your reasons for leaving and that they understand that leaving the company will not affect your loyalty towards them. Here is how to write a heartfelt resignation letter:
Write a professional greeting
Start the letter by writing a professional greeting. Address your letter to your employer. Since you have worked with them and know them well enough, make sure to give the letter a personal touch by writing their name.
For example:
Dear Tom, Peter, Dear Michael.
State your reason for leaving
Share your reasons for leaving the organization. When stating your reasons, regardless of why you are leaving the organization, there is no need for you to go into details of why you are leaving. A brief mention of why you are leaving is just enough.
For instance:
You can say, “Due to my family relocating to a new state, I have no option but to look for new opportunities there.” Or “The opportunity I have is simply too good to pass up.”
Mention the date your resignation is effective
The most crucial detail in your resignation letter is the date your resignation will become effective. Some companies have policies regarding the notice period issued before resigning. This is to ensure that they have enough time to find a replacement for your position or make sure that there will not be any backlog once you leave the organization. Make sure to mention the exact date on which your resignation will become effective to avoid any inconveniences.
For instance:
You may write something like; My last day in office will be 29th February 2022, or I am resigning as the Sales and Marketing Director effective 29th February 2022.
Include a brief, heartfelt compliment
This is possibly your last chance to leave a good impression on everyone you had been working with, and it also shows that you put much thought into the resignation letter. You may want to include something like Teamwork was one of my favorite features about this company, or I loved the work environment in this organization. Including a compliment here will help soften the harshness of the resignation letter.
TIP: When writing the resignation letter, do not mention any negative aspects of the company or bad-mouth any employees. Keep the letter positive and professional.
Offer assistance in the transition
It is a great gesture to offer assistance in the transition process to ensure that everything runs smoothly. This is important, especially when you had a very important role in the organization, such as an accounts administrator, manager, or executive officer. You want to make sure that before leaving the company, your replacement has everything he/she needs to ensure the smooth working of the organization. This will also help you stay on good terms with soon to be former organization, company, or employer.
Say thank you
When resigning, it is important to show your soon-to-be former employer and colleagues that you highly appreciate having worked with them. It is important to inform the employer that you appreciate them for giving you a chance to be part of their organization. You can mention some of the skills you gained working for the organization or some of the memories or relationships you gained during your time at the organization.
Your Contact information
Provide contact information at the end of the letter and invite the employer to contact you should they have questions or need further help to aid in the transition. If you will be moving to another state, it is important that you provide the phone number or address you will be moving to and your email address, and an alternative phone number to ensure that they can get in touch with you easily.
How to Format a Heartfelt Resignation Letter
There are two ways that you can choose to tender your resignation letter. The first method is to resign in person and submit a hard copy of the resignation letter and the second method is to send the letter via email. Although it is always recommended to resign in person and submit a hard copy of the resignation letter, some circumstances may not allow for in-person resignation, such as working remotely. Regardless of the method you choose, there are general ground rules that must be considered when tendering a resignation letter:
- Ensure that the letter is neat and devoid of any grammar or syntax mistakes.
- Maintain a record for reference
- Keep the resignation letter short and to the point
- Choose a great subject line
- Choose an appropriate format for the letter. Consider using a standard business letter format when writing the resignation letter.
Heartfelt Resignation Letter Samples
Following are some heartfelt resignation letter samples and templates:
Sample 1:
Dear Joe,
After thorough consideration, I have decided to pursue another opportunity. Based on the conversations we’ve had and the opportunities you have put together, I believe that this is the right decision to make professionally.
I want to thank you for your time in our discussions and for putting together a solid offer for your company. It was a pleasure working with you, and I look forward to remaining professional business contacts after this end.
If you have any queries regarding my resignation, please do not hesitate to contact me directly. 555-555-555 is my direct line if you cannot get me on my cell phone.
Thank you again for your time, and I look forward to hearing back from you soon.
Sincerely,
Martin
Sales Coordinator
Sample 2:
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email
Date
Name
Title
Organization
Address City, State Zip Code
Dear Mr. /Ms. Last Name:
Kindly accept this letter of resignation from me as an XXXX with your organization. This resignation shall take effect from mm/dd/yyyy, which also doubles up as my last day of work in your organization.
I must opine that every moment I worked for you was awesome, save for a few instances of misunderstandings with my immediate supervisor. I shall indeed live to cherish the lessons and experiences I obtained while working for you.
I shall cherish the attentiveness to details, punctuality, and devotion to duty. These three shall no doubt, enrich my work ethics, which I believe will place me at significant advantages over and above my workmates in the new job I shall take up.
My departure from your firm shall leave a gap that might not be filled with ease. I am fully aware of that. That is why I offer to aid with the transition period appropriately. Kindly let me know whether my intervention shall be necessary for identifying the one to take over.
I also say a big, ‘Thank You’ to you for allowing me to work for you and make money in the process.
All the best,
Signature (hard copy letter)
FirstName LastName
Email Example: Heartfelt Resignation Letter
Subject: Your Name – Resignation
Dear Mr. /Ms. Last Name:
I regret to have to let you know that I shall step down from your firm with effect from mm/dd/yyyy. As you know, I was employed on permanent and pensionable terms. As such, I had to retire from employment upon attaining the mandatory retirement age of 65.
However, I have deemed it necessary to step down and take up a new challenge altogether. I must appreciate your support and cooperation all through my time here. Indeed, every moment except when I was late for duty was memorable.
Would you want me to aid with the transition? Kindly let me know. I even have a person in mind who, in my opinion, is more likely able to fit my shoes. I also offer to help whoever you choose to replace settle down in the office.
May I yet again express my sincere gratitude for the opportunity you gave me to work, make money, and enrich my professional expertise.
Sincerely,
Your name
Template: Heartfelt Resignation Letter
Dear _,
I, _______ (first and last name), with regards to the position I hold at your company, hereby tender my resignation effective immediately.
I thank you for giving me the opportunity to work in your esteemed organization. It has been a great privilege and pleasure to work with you and my other colleagues.
During the time I have been employed, I was able to learn about what your organization is all about; its vision for the future, its hiring practices for quality employees like me, and its history of success. Although I wish to resign from this position with fond memories and a sense of fulfillment, I know it is in the best interest of both your company and mine that I step down.
I believe that what you have to offer me in terms of financial compensation, benefits, opportunities for growth, and professional development are excellent and should certainly be enough to entice another applicant who would be similarly qualified as myself. Because your company is so successful and your quality standards are so high, I am sure you will easily fill my position.
I believe that all the employees here at ___ [company] work very hard to achieve superior performance levels. In fact, I feel privileged to have been a part of one of the most dynamic and innovative teams in this industry.
Thanks for your consideration. I wish you all the best in your search to fill my position. Please do not hesitate to ask if I can be of any assistance during the next few weeks as you transition into this phase of your recruitment process.
I hope that we will remain professional business contacts after this elapse, and I look forward to working with you again.
Sincerely,
Your name
_ Title
__ Date
Key Takeaways
Here are key takeaways that you should consider when writing a heartfelt resignation letter:
Be Open and Precise
As you lay bare the facts that have pushed you to resign, be open and precise. Do not hide any piece of information. If your boss overworked you or disrespected you in any shape or form, state it openly. In case all was well, also state so. Remember, many bosses are apt at detecting lies and inconsistencies.
Highlight Specific Feats
Spare some parts of the letter to highlight specific feats you accomplished while working. If none exists, you may choose to highlight some of the lessons or skills you obtained which shall live to enrich your professional life in the years to come.
Offer to Assist with the Transitions
Obviously, resignations do inflict some toll on the organization that is affected. It is only a matter of courtesy yet again to offer to assist with the transition. This could take the form of hunting for a suitable replacement or helping the newcomer with getting started on the job.
Maintain a Professional Tone
All along, you should maintain a professional tone. Even when conveying a negative tone, you should not get overboard or spew hateful vitriol. Remember, your future employer will seek references from your current employer. The least you would want to do is compromise your standing later.
Avoid Exaggerations of Facts
Lastly, you should also avoid exaggerating facts as you draft and convey your ‘side of the story.’ Just maintain some plain language and utmost simplicity as you go about the business of drafting the resignation letter.
