How to Write a Resignation Letter

How to Write a Resignation Letter

A company’s employees express willingness to resign due to various circumstances, for example, moving to another city, aiming at a more promising position, having low wages, experiencing dissatisfaction with working conditions or the deficit of growth. Different motives become reasons for leaving. The process of dismissal, as well as the process of hiring, is associated with writing a large number of documents but the dominant thing is to correctly compose the letter of resignation in order to get the required payments and your documents in the right time.

Basics of Writing a Resignation Letter

This document does not have absolutely accurate writing criteria but be sure to pay your attention to the following details while writing a resignation letter:
  • Clear intention to end employment on behalf of an employee
  • An indication of the date, month, and year of discharge in order to evade discrepancies when calculating the period of dismissal
  • An application can be sent by mail or handed directly to the boss
Following the instructions on clerical work, there is a certain structure for the compilation of resignation letters, involving the next components:
  • At the top, you should specify an addressee
  • The text itself is given in the center, conveying the desire to leave, the reason for the decision, and the date
  • An original signature serves as a final stage
The employee may withdraw his request before the last working day inclusive. The exception concerns an official transfer to the vacant post of a new colleague. When it comes to resigning after a holiday, you can revoke your plea before the vacation begins. In extreme situations, your letter may be refused, so it is advisable to send it by postal service.

Key Types and Their Features

There are only 4 kinds of applications. All of them are prepared according to a template, but there are some nuances that relate to the time of submission, the period of testing, as well as some other subtleties. Before you make it, you need to decide which paper suits you best.

  • Leaving a job of own accord provides for the specification of the grounds that will save you from the duties of working out. If you are not ready to waste the allotted time, try to resolve this issue with the firm’s management. Usually, such moments are easily regulated by mutual agreements.
  • Application for dismissal by agreement of the parties is another popular form. It is necessary to define the submission of the plea in the allotted 14 days in advance. In some cases, you will be able to leave the workplace at your convenience.
  • Transfer to another job requires termination of an employment contract, regardless of time. This type of resignation letter is not governed by the labor code. The best option is to negotiate with the head of the company.
If the employees’ withdrawal is connected with an enterprise’s reorganization, staff reduction or reprofiling, they do not write requests at all. In such cases, the supervisor performs the formalities associated with the paperwork, including drawing up orders and notifying the authorized bodies himself. Employees awaiting dismissal are notified no later than within 2 months.

Personal Initiative

The wording “own accord” does not quite accurately convey a semantic sense of this procedure since the mentioned type may occur as a result of a change of residence, another job, leaving on indefinite holiday, and numerous other circumstances. In this case, it is more correct to speak about dismissal at one’s own initiative, but the legislative formulations are inexorable and require their exact observance. Such occasions include:
  • Pregnancy
  • Caring for a sick family member or children under the age of 14
  • Retirement
The above reasons give an employee the chance to resign without compulsory working under notice for a two-week period, which the chief may require. If after a named period he or she has not left the company and continues fulfilling his or her duties, the boss does not have the right to dismiss him or her on the basis of an application submitted earlier since it is considered invalid.

Thus, even the best resignation letter submitted voluntarily leaves an employee the opportunity to change his or her mind and keep his or her previous job. The only exception may be the situation when a new employee was invited to the expected vacancy, so in accordance with the law, the employment contract cannot be denied.

Make sure that the personnel service specialist does not confuse the clause, part, and the article of the Labor Code. For entering information which is incorrect or irrelevant to the wording of the reason for dismissal into the workbook, material liability is provided.

Do I Need to Explain the Reasons for Leaving Work?

An employee is not obliged to specify the causes for which he or she leaves. At the same time, the firm’s owner cannot stop this process, especially if it is stipulated by the corresponding contract. An employee has the right to get all the vacation pay, own papers, and all the relevant compensation in accordance with the law. If you have not received them at the agreed time or have to perform additional duties, then every extra working day is paid.

If you decide to use the vacation and leave afterward, then you have to inform the supervisor about your intentions before going on holiday. To do this, you need to write an application for a holiday with the subsequent dismissal. An employee may file an application in any circumstances:
  • Being engaged in current affairs
  • On holiday
  • Business trip
  • Being on sick leave. 
It is possible to accept a plea where the reason for discharge indicates your own desire, without working out in such situations:
  • The need for urgent treatment (hospitalization)
  • Admission to the university
  • Army
  • Imprisonment
  • Family circumstances. 
A simple resignation letter should be written by an employee or in printed form, sealed by a signature and an indication of the date of preparation. A sample can be obtained from the HR department or use a standard template.

Mutual Consent

The situation when the employer and the employee calmly agree on the termination of labor relations is also possible. And this is the most ideal option, both ethically and from a practical point of view. This approach is convenient because the parties can always agree on what to do with unused vacations, what will be the order of payments, the last day of work, as well as stipulate other conditions convenient for both the employee and the employer.

In this case, you will be obliged to write a mutual resignation letter. Its form is standard but in practice, this document confirms your intentions and proves the fact that you have discussed your dismissal with your boss. So, writing this type of letter, you can start with the words like “Further to our conversations, I would like to formally accept my resignation from the position X”

If the personnel department refuses to put a signature, first, you should be glad that you are such a valuable employee. Secondly, try to register the application in the company's office as incoming correspondence. If it does not help, send it by registered mail with a notification addressed to the chief. The latter will confirm receipt without a visa. Then work for two weeks, after which you can be absolutely free.

Supervisor's Wish is the Priority

Of course, we should not forget that the employer has the right to both hire and fire employees. A sufficient number of reasons is necessary for the latter case. Moreover, the dismissal on the initiative of the employer must comply with legal regulations.
If the boss takes illegal actions towards the dismissed employee, you should appeal to the articles of the labor code. In more difficult situations, the employee has the right to ask for juridical assistance. Throwing an application on the boss’s table and slamming the door is a spectacular but quite counterproductive step. From the day of filing an application until the day of termination of the contract, you are still an employee of the company and must obey the rules of regulations.

Thus, labor relations require from an employee a basic knowledge of the law and strict adherence to the rules of how to write a resignation letter. This is necessary so that the process of dismissal does not become the subject of litigation, but a new step on your career ladder instead.

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