As an employee, resigning from your current job position is often a tough decision, but it is inevitable at some point in life. It can be for any reason, either personal or professional, such as a change in priorities or due to job dissatisfaction. Irrespective of your reasons for wanting to terminate your employment with the given company, it is always essential that you give your employer as much notice as possible, typically two weeks’ notice before your final day of employment. This will give them ample time to find a replacement and help coordinate the transition process within the organization.
However, sometimes circumstances may force you to resign immediately, in which case you should submit a professionally written short-notice resignation letter to your employer. This letter should clearly state your intentions without asking your employer to question your commitment to your current job and your desire to maintain a positive relationship with your soon-to-be ex-employer. This article outlines the basics of writing a resignation letter and the essential tips to consider when writing it to ensure you submit a letter that does not burn your professional bridges.
It is an official resignation letter that you address to your employer, informing them of your impending departure from the organization under short notice. This document is typically written when you suddenly have to leave your job and cannot give your employer the required standard of two weeks’ notice.
Free Samples
Pre-Considerations
Before sending your employer a short notice resignation letter, you must consider the following essential pre-considerations:
Tell your employer first
Take time to evaluate your decision. Carefully consider whether or not leaving the organization is the best course of action to take. Ensure you have taken all of your circumstances into account and any possible consequences of resigning on short notice. Once you are 100% sure of your decision, meet with your employer and inform them of your intention to leave before telling anyone else in the organization. If a face-to-face conversation is not possible, call your employer promptly.
Give two weeks’ notice (if possible)
It is best to give the required two weeks’ notice, giving the employer ample time to find a replacement for your position and synchronizing the transition process before your final day of employment. However, if this is not possible in your circumstances, it is best to ensure that you give as much advance notice as possible.
Writing a Short Notice Resignation Letter
After considering the above resignation pre-considerations, you can begin drafting your short-notice resignation letter. The following step-by-step writing guide will help you craft a well-thought-out resignation letter that keeps your professional reputation with the employer intact:
Use the required standard business letter format
You must format your letter using the required business letter format. This will ensure that you present yourself professionally, which will be helpful if you wish to remain in contact with the employer or need a positive employment reference letter from them in the future.
Begin your letter by providing your personal and contact information in the top left corner of the page. This includes your name and personal contact information, such as your mobile phone number or email address. Next, skip a single blank line, then provide the current date. Below the date, skip another blank line and provide the receiver/employer’s identifying information and address. The receiver’s information includes their name, title, company name, and address information.
EXAMPLE
Stephany Hunks,
123 Green Street,
New York, NY 12345
May 19, 20xx
Mr. Steve Charleston,
Human Resource Department Head,
Mycompany Inc.,
New York, NY 12345.
Introduction
After providing the header, include a professional salutation personalized to the reader of your resignation letter using their correct title and name. Consider using the standard complimentary business letter salutation “Dear” followed by the receiver’s first and last name or last name only.
Then write a brief and concise introductory paragraph that immediately alerts the employer of your intention to resign from your current job position. You should also state the position you are resigning from and provide your final day of employment.
EXAMPLE
Dear Mr. Charleston,
I am writing to inform you of my resignation as Senior Accounting Clerk at My Company Inc., effective on Thursday, May 23, 2022.
Body paragraphs
In your resignation letter’s body paragraphs, provide the details leading to your decision to resign on short notice, but don’t over explain yourself. In addition, write this section professionally without expressing any emotions.
Consider structuring this section as follows:
Provide your reason (s) for resigning
Providing a specific reason for resigning from a given position is not mandatory, but doing so can help reinforce the perception of your professionalism and maturity. Provide a brief explanation of why you feel compelled to leave the job but be careful not to be too detailed. Some reasons that may prompt an employee to leave their job under short notice include personal emergencies, relocation, the need to change their working environment, pursue a new career, look for a new job with a better remuneration package, untoward working conditions, etc.
EXAMPLE
I have decided to quit this job because I am interested in pursuing a new career in a different industry that will enable me to achieve my career accomplishment and fulfillment goals.
Explain your experience during this job
In this section of the short notice resignation letter, briefly describe your work experiences during your time with the given employer, highlight any exceptional achievements, training, and certifications you have obtained in your current job, and state how these experiences have prepared you for future challenges.
EXAMPLE
Since taking up my position with My Company Inc., I have learned a great deal about the operations of this organization and its internal processes. However, I find that the nature of my current position does not allow me to fully utilize my skills and training to their maximum potential, which is why I feel that it is time for me to move on.
Express gratitude
It is also essential that you express your gratitude to the employer for the opportunities they have accorded you during your employment with them. Mentioning any specific projects that you are grateful for being a part of and stating how your experience in these projects has bolstered your career is an excellent way to demonstrate your appreciation to the employer.
EXAMPLE
I am grateful to My Company Inc. for providing me with an opportunity to work for a corporation that has an excellent reputation within the industry. Working with such a dynamic team has been an exciting and rewarding experience. I am very grateful for all the opportunities presented to me during my tenure at this organization
Offer your help (if they need it)
Offer to help your employer with the transition process or accommodate the employer in any possible way if they require your assistance. This is important as it demonstrates to the employer that you are a professional who is considerate enough to support them during their complicated period of readjustment. However, if your circumstances prevent you from helping with the transition process, you do not need to mention it in the letter.
EXAMPLE
If you need any additional information currently or require my assistance with the transition process, do not hesitate to reach out to me at 01236789560 or Stephaneyhunks@email.com.
Closing
You can conclude your resignation letter by expressing your gratitude once again and thanking your employer for their understanding of your situation and their consideration. Finally, include a formal sign-off such as ‘Sincerely” or “Regards,” then sign the letter.
EXAMPLE
Once again, thank you for all the opportunities you have accorded me during my tenure as a Senior Accounting Clerk at My Company, Inc. I wish the entire organization continued success in all its future endeavors.
Sincerely,
[signature]
Template for a Short Notice Resignation Letter
[Your Full Name]
[Your Job Title]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Supervisor’s Full Name]
[Their Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
Subject: Resignation Effective [Your Last Working Day]
Dear [Supervisor’s Full Name],
I am writing to formally inform you of my decision to resign from my position as [Your Job Title] at [Company Name], effective [Your Last Working Day, e.g., “immediately” or “this Friday,” etc.]. I understand that this notice period is shorter than the typical [two weeks/four weeks], and for this, I sincerely apologize for any inconvenience my departure may cause to the team and the company.
This decision was not made lightly. Due to [briefly outline the reason for the urgent resignation, such as personal emergency, unforeseen circumstances, etc.], I find myself in the position of having to leave my role at short notice. I want to assure you that this decision is based on circumstances beyond my control.
I have thoroughly enjoyed my time at [Company Name] and am very grateful for the opportunities to grow professionally and personally. Working alongside my team and under your leadership has been a highlight of my career, and I am deeply saddened to leave under these circumstances.
To ease the transition, I am prepared to [outline any steps you are willing to take, such as training a colleague on current projects, leaving detailed notes, or being available for questions after your departure]. My goal is to ensure as smooth a transition as possible given the circumstances.
Please let me know how I can assist further over my remaining days. I would like to express my deepest gratitude for the support and mentorship I have received during my time with [Company Name]. I hope to maintain professional relationships and possibly collaborate in the future under different circumstances.
Thank you again for the opportunity to work at [Company Name]. I wish the company and my colleagues continued success, and I look forward to staying in touch.
Sincerely,
[Your Full Name]
[Your Job Title]
Sample Short Notice Resignation Letter
Dear Ms. Hammond,
I am writing to formally resign from my position as Digital Marketing Specialist at WebGenix, effective immediately. I understand that standard practice prefers a two-week notice, and I sincerely apologize for not being able to provide that in this instance. Due to unforeseen personal circumstances that require my immediate attention, I find myself in the difficult position of having to leave my role without the opportunity to offer a more extended notice period.
I want to express my deepest gratitude for the opportunity to work with WebGenix and the Marketing team. The experience and knowledge I’ve gained during my time here have been invaluable, and I have truly enjoyed contributing to our projects and the company’s growth. It has been a pleasure to work in such a supportive and innovative environment.
I am committed to assisting with the transition of my responsibilities so as to minimize any disruption my departure may cause. I have prepared detailed documentation of my current projects and am willing to provide remote support over the next week to help train a replacement or hand off my duties as smoothly as possible.
Please let me know if there are any specific procedures you would like me to follow during my departure. I am eager to do whatever I can to ensure a seamless transition.
Thank you again for the opportunity to be part of WebGenix. I am grateful for the professional development and personal growth I’ve experienced here and hope to carry these lessons forward in my career. I wish WebGenix and my colleagues all the best and hope to stay in touch in the future.
Sincerely,
Elena Torres
Digital Marketing Specialist
e.torres@webgenix.com
Key Takeaways
The resignation letter outlined above effectively communicates an immediate departure from a position due to personal circumstances, balancing professionalism with the urgent nature of the situation.
- The letter communicates an immediate resignation, breaking from the standard two-week notice due to unforeseen personal circumstances, emphasizing the urgency and seriousness of the situation.
- It includes an apology for the inability to provide the customary notice period, reflecting awareness of professional norms and respect for the employer’s time and planning processes.
- The writer expresses deep appreciation for the opportunities and experiences gained during their tenure, highlighting positive aspects of their employment and the value it has added to their professional growth.
- Despite the immediate departure, there’s a strong commitment to assist with the transition, including the preparation of detailed documentation and an offer to provide remote support, demonstrating responsibility and a desire to minimize impact on the team.
- The letter concludes with thanks for the employment opportunity and well wishes for the company’s future, maintaining a positive tone and leaving the door open for potential future interactions.
- Despite the immediate resignation, the letter maintains a professional and respectful tone, ensuring that the relationship with the employer ends on as positive a note as possible under the circumstances.
Overall, this letter serves as a respectful notification of resignation, ensuring that the writer leaves their position with consideration for their employer and colleagues despite the abrupt timing.
Letter Writing Tips
As with all other business communication, you must write your short-notice resignation letter professionally and efficiently.
The following valuable tips will enable you to write a letter that can be read in its entirety and leave a positive impression on the employer:
Keep it short and simple
Your resignation letter under short notice should be concise and simple, such that it can be read and understood easily. Avoid being too wordy and include only the essential information. An excellent letter should not be more than three or four paragraphs long and no longer than a page in length.
Do not write an essay
While writing a resignation letter, avoid delving deeply into every aspect of your reasons for resigning. Avoid writing an essay and only provide brief and straightforward explanations. Your goal is to remain professional and avoid burdening the employer with unnecessary information.
Proofread and edit
After you have written your short notice resignation letter, you must proofread and edit it. Identify any grammatical errors, spelling mistakes, and inconsistencies in the letter’s tone and correct them before sending them to the employer. It is also best to consider asking a friend or family member to proofread it as well so that they can help you point out any mistakes you may have missed.
Conclusion
A well-written resignation letter formally states your intention to leave a given job and identifies your last day of employment with the organization. It also legally relieves you of any contractual obligations with the company, such as non-compete clauses or restrictive covenants, that might prevent you from seeking work elsewhere.
The letter allows you to maintain a positive relationship with your employer, which may come in handy when you need to be rehired in the organization or as a positive employer reference letter for your future career pursuits. By consulting this detailed writing guide and taking into account the various tips provided herein, you’ll be able to write an effective short-notice resignation letter in no time and switch jobs without any reservations or regrets down the line.
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