Resignation letters are an inevitable part of the workplace. Whether the resignation is due to personal or professional reasons, an employee may want to leave their job at some point in time. While resignation letters for personal or professional reasons as well are a necessary part of the business, they can be emotionally difficult for employees and employers alike. Ideally, the resignation letter should convey all the information about why you are quitting the job without revealing too much information that could hurt your reputation or relationships with future employers.
Given that you need to resign from your job due to personal reasons, it can be challenging to determine how to explain these reasons to your employer without coming off as being too selfish or self-centered, how much information to share, and what tone to use throughout the letter to make it effective.
It is important to note that you are not obligated to provide details to your employer when writing a personal resignation letter.
For example, you can state that you have decided to quit the job due to personal issues or family problems. This is primarily helpful in cases where your reasons for leaving the organization are not related to the job or in cases where there was a conflict between you and your supervisors or co-workers.
While some employers may be satisfied with just knowing that an employee is resigning their job due to personal reasons, others might want details about what contributed to this decision. In such scenarios, you will want to include reasons for leaving. Still, you must provide vague reasons to avoid raising any suspicions that could burn your bridges with the current employer.
You might be interested in working for the employer in the future, and as such, you will want to leave on good terms to make your case for being rehired in the future. It is also vital that you ensure the tone of your letter is professional and positive and avoid showing any emotions towards the company or your boss.
Regardless of your reason for resigning from your current job position- either due to positive or negative reasons, you must write a professional resignation letter and give adequate notice to ensure that your resignation is accepted. You have to maintain a positive relationship with your employer so that you can use them as a reference for your future job search and employment endeavors.
Note: Under no circumstances should your letter of resignation become a tirade against your employer. Whatever your feelings, keep it professional and remain as objective as possible. Besides, the letter should not be an outlet for you to voice or raise your grievances with the company.
Instead, consider scheduling a face-to-face meeting with your employer and decide whether you will voice your detailed concerns during the meeting. Additionally, you can reach out to your company’s HR department or bring them up during your exit interview to avoid risking your reputation with the company.
Why is a Resignation Letter Important?
Resignation letters are essential due to several reasons:
First, they provide your employer with a formal notice that you will be quitting. If you fail to give this notice and allow your employer adequate time to transition, it may pose severe consequences to your job security and prospects in that company or elsewhere.
Secondly, if things work out well, resignation letters can help you land a new job with a company you may not have otherwise considered through network referrals and good references. As such, you should always strive to be professional throughout the letter and mainly highlight the company’s positives rather than the negatives.
Essential Information to be Included
When resigning from your position due to personal reasons, including all the necessary information in a formal resignation letter is crucial. This ensures that both you and the employer are on the same page as you part ways. When drafting such a letter, it is imperative to be transparent about your situation and focus on why you must leave the organization.
A formal personal reasons resignation letter should include the following information:
Statement of intent to resign
The introductory paragraph of the personal reasons resignation letter should immediately communicate your intent to leave the organization. Make this section brief and concise to avoid any confusion.
Date of your last day
State the date that you believe would be your official leaving date/last working day, which can typically be arrived at by looking at the notice period stated in your employment contract. In most cases, it will be 2-4weeks, but it could be much longer depending on the nature of your job and your current position in that organization.
Reasons for leaving the organization
Next, provide a brief explanation of your reasons for wanting to exit the organization. It is crucial to understand that employees decide to resign from their job positions for various reasons; therefore, you need to be clear and straightforward.
The way you phrase this section can play a significant role in helping you maintain a positive relationship with your soon-to-be-ex-employer; thus, it is always good practice to explain your reasons clearly and rationally.
It is often best to keep this to one main reason because employers are busy people, and they probably would not want to read through a long list of why you have decided to quit your job.
On the other hand, if several factors have contributed to the decision to resign from your post, consider only stating whichever is most poignant. Focusing on how your reasons for leaving the organization relate specifically to your role is also a great idea as it helps you exit the organization on good terms.
Thank your employer
Even though you are leaving the organization, it is important to acknowledge that your employer has still provided an opportunity for growth in your job role. Thank them for the opportunities they presented to you or the experience gained while working for the company.
You could also highlight a few employees within the organization that you have worked with and state that it has been your pleasure working with them and that you hope the time spent with them has been beneficial.
Note: Even if you leave the organization for negative reasons, resist the temptation to bad-mouth your boss or co-workers to avoid burning bridges. It is always best to handle your reason for resignation letter as you would do with any formal business letter-professionally.
Offer to help with the transition
If possible, offer to help your employer with the transition process. This is considered good business etiquette, and it demonstrates your ability to look beyond yourself and focus on the employer’s needs. Besides, it is an excellent way to end your employment on the right note.
For example, you could offer to help the employer find a replacement for you or offer to train and onboard them with the basics of the new role. If you can be flexible about your official last day at the organization, you can also include an offer to stay longer to help make the transition smoother for your co-workers and employer.
If you have any questions for the employer, for example, how to handle issues with company-provided- benefits and vacation time payouts, severance package, security pass checks, etc., consider asking in the letter.
Note: The best way to inform an employer about your intent to resign is through a face-to-face conversation, preceded by a formal resignation letter, sometimes personal issues might be urgent, forcing you to resign hastily.
In such scenarios, it is acceptable to resign over a phone call or send an official email correspondence notifying the employer that you will resign from your job. Nonetheless, you will still have to be professional about it.
Sample and Templates
Suppose you are still not certain about how to structure and what to include in your resignation letter due to personal reasons. In that case, you can review the following sample resignation letter for personal reasons and a customizable template and use it as a reference point for your letter:
Personal reasons resignation sample letter
123 Park road Avenue, South Dakota
17 November 2021
Dr. Alice Thompson
Principal Human Resource Manager
3456 South Dakota
Dear Dr. Thompson,
This letter is my formal notice to resign from my current position of IT Analyst at ABC Limited Company.
Following the terms of my employment contract, I will continue working for the company for the next two (2) weeks, completing my employment on 31 November 2021.
I have had a pleasant time being part of the IT Department Team, and I am thankful for the opportunities you accorded me during my time at ABC Limited Company. If there are any areas, in particular, that you would like me to focus on during my notice period, kindly don’t hesitate to inform me.
I hope that I can trust you to provide me with a favorable recommendation in the future. Thank you.
Resignation letter due to personal reasons template
[Address and Contact information]
[ Street Name, City, State, and Zip Code]
Effective from [DD/MM/YYYY], I am resigning from my position as [state your position] with [mention the company Name]
Due to personal reasons, I have decided that I should leave this job.
I have greatly appreciated the time I spent working here at [Company Name]. I appreciate the opportunities you have provided me, including several career training and advancement opportunities. It has been my pleasure working alongside all my co-workers and team members, and I can proudly state that it has been a great learning experience. I hope that the time we spent together was also beneficial to them.
If there are any questions about my decision, you can contact me on 0123456789.
Some other templates are as follow:
Tricks for Jotting a Compelling Resignation Letter
The following are valuable tips and best practices for writing an effective resignation letter due to personal reasons to maintain a positive relationship with the employer and ensure that the resignation letter is accepted:
While writing a resignation letter due to personal reasons, it is always a great idea to remain positive throughout the letter. Avoid including any negative language and constructions.
For example, instead of using “I must leave” or “Due to my circumstances,” state that you are choosing to leave as you find it necessary at the time.
It is unnecessary to include specific personal reasons for leaving in the resignation letter, but if you decide to include them, choose your words carefully and be concise. State facts rather than feelings and focus on the present situation and factors that impact your decision. This is to ensure that you leave the organization on a positive note.
Talk to your employer first
If possible, talk to your employer, in person, about your decision to leave the company before submitting your formal resignation letter. This demonstrates your professionalism and dedication to the role, and your manager will be prepared for your resignation, making it easier for them to accept it.
Use the business letter format
Write the letter in a formal business correspondence format because it is a formal letter written professionally. This means including a heading with your name, address and contact information, date, and a formal salutation addressed by name to the letter’s recipient.
Proofread your letter
Before submitting your letter to the manager or employer, make sure you thoroughly proofread it to identify any grammar, spelling errors, and punctuation mistakes and correct them accordingly. Also, consider asking a friend to read through your letter to help you polish your letter effectively.
Follow the company’s resignation policy
If you must give two weeks’ notice before resigning from your post, follow that process to the latter. If not, giving at least two months’ notice is standard, but it is always best to check with your company’s resignation policy before sending out your reasons resignation letter.
Thank your co-workers for having been kind to you. It is best to avoid including any negative comments about your co-workers and employer to demonstrate your professionalism and maintain a positive relationship with your soon-to-be-ex-employer.
Writing an effective resignation letter ensures that you maintain a positive relationship with your employer, increasing your chances of getting positive references from them for future jobs or being rehired when better opportunities arise within the organization. Before you start writing the letter, ensure to check your employer’s resignation policy to ensure you are aware of the required notice period. Always give as much notice as possible to allow your employer extra time to hire and train your replacement.
Craft your letter professionally and refrain from using any slang terminology or negative comments that could be considered rude or inappropriate to the employer to ensure work continues without any problems before the end of your employment at the organization. Besides, you might need the employer’s help with future employment opportunities, and you do not want to miss out on the perfect job in the future. Thus make sure you leave the organization with the right level of grace and decorum.