In every professional's journey, there comes a time when they need to move on from a position, whether it's for a new opportunity, a change in career direction, or personal reasons. One of the most crucial aspects of this transition is crafting a well-thought-out resignation letter. While the idea of writing this letter can be daunting, Randstad is here to guide you with best practices to ensure you leave on a positive note.

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1. Use a formal letter format

Your resignation letter should follow a formal letter format, even if you have a close relationship with your manager or employer.

Structure:

Your contact details

The date

Recipient's contact details

Greeting or Salutation (e.g., "Dear [Manager's Name]")

2. Get straight to the point

Start your letter by immediately stating your intention to resign from your position. Be clear and concise.

Example: "I am writing to formally resign from my position as [Your Job Title], effective [Last Working Day, usually a notice period of two weeks]."

3. Include a reason (but keep it general)

While you're not obligated to provide a reason, it's often appreciated. Keep it general and positive.

Example: "I have decided to pursue a new professional direction that aligns more closely with my long-term career goals."

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4. Express gratitude

This is a chance to leave a lasting positive impression. Highlight the good times, what you've learned, and your appreciation for the opportunity.

Example: "I want to express my deep gratitude for the invaluable experiences and skills I've gained during my time with [Company's Name]. Working here has been instrumental in my professional growth."

5. Offer assistance during the transition

Highlighting your commitment to ensuring a smooth transition can further solidify a positive final impression.

Example: "I am more than willing to assist in the transition, whether it be training a replacement for my role or passing on my responsibilities."

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an image of a man talking with a woman while seated in front of her

6. Conclude professionally

A resignation letter is kept on record. Reiterate your gratitude and ensure that your conclusion is positive and professional.

Example: "Thank you once again for the opportunities and experiences. I look forward to potentially working together again in the future."

7. Sign-off and sign

Choose a formal sign-off like "Sincerely" or "Regards" followed by your signature (if handing in a printed copy) and typed name.

Final Thoughts

Resigning can be an emotional process, but a well-crafted resignation letter can set the tone for your departure, ensuring you leave on good terms. Remember, the world of work is interconnected, and the relationships you've built matter. Randstad Australia always emphasises the importance of maintaining professional relationships, as today's colleagues can be tomorrow's opportunities.

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frequently asked questions.

Resigning from a job, regardless of the circumstances, can be a daunting experience. It marks the end of one chapter and the beginning of another in your professional journey. One key aspect of this transition is conveying your intentions clearly and professionally through a resignation letter. Randstad understands the weight this letter carries, and we've compiled a comprehensive FAQ to guide you through the process. From the basic structure of the letter to addressing more sensitive concerns, we aim to answer your most pressing questions.

  • What is a resignation letter?

    A resignation letter is a formal document that an employee provides to their employer to inform them of their decision to leave their current employment.

  • Is it necessary to give a written resignation?

    Yes, it is standard practice to provide a written resignation to maintain a professional approach, ensure there's a record of your intent to leave, and assist in a smooth transition.

  • How much notice should I give before resigning?

    The typical notice period for a permanent employee is four weeks, but this can vary depending on your employment contract or the standard practices of your industry or company. You should refer to your employment contract to understand your specific circumstances.

  • Should I state the reason for my resignation in the letter?

    It's up to you. You can provide a brief reason if you wish, but it's not always necessary. If you do choose to explain, keep it concise and positive.

  • How should I approach the reason for leaving if it's negative?

    If your reason for leaving is due to negative experiences or issues, it's still essential to remain professional and diplomatic in your resignation letter. Rather than detailing the negative aspects, focus on the positive next steps you're taking or the professional reasons for your move. For example, you can state that you're "pursuing a new and exciting opportunity" or "looking for a role that aligns more closely with your future career goals." 

  • What should the tone of my resignation letter be?

    Your resignation letter should always be professional, clear, and positive. Even if you're leaving due to less-than-ideal circumstances, it's essential to remain respectful and avoid negative comments.

  • How should I format my resignation letter?

    Your letter should follow a standard business letter format, starting with your contact information, the date, the recipient's contact information, a formal salutation, the body of the letter, and a closing signature.

  • Can I send my resignation letter via email?

    While a printed and signed letter is the most formal method, it's becoming increasingly common to send resignation letters via email, especially if your workplace primarily operates digitally or if you are a work-from-home employee. If in doubt, consult your HR department or follow the company's standard communication practices.

  • What should I avoid including in my resignation letter?

    Avoid detailing any grievances or negative experiences, even if they influenced your decision to leave. Keep the letter concise, focusing on the primary intention: to inform of your departure.

  • What steps should I take after submitting my resignation letter?

    After you've submitted your resignation letter, prepare to hand over any ongoing tasks or responsibilities. Ensure that your colleagues or successor have the necessary resources to continue without disruptions. It's also a good idea to schedule a meeting with HR to discuss the final steps, such as the last working day, any unused vacation days, and other administrative matters.

  • Can Randstad Australia provide guidance on writing a resignation letter?

    Yes, Randstad Australia offers guidance on many aspects of the job transition process, including how to draft an effective resignation letter. Refer to our step-by-step guide or consult one of our career experts for personalised advice.

    While resigning from a position can be filled with mixed emotions, your resignation letter shouldn't be the cause of stress. By following the guidelines and suggestions in this FAQ, you can craft a letter that reflects your professionalism and readiness for your next adventure. 

    Remember, the aim is to depart on positive terms, leaving the door open for potential future collaborations. Randstad Australia is here to support you every step of the way, from drafting your letter to finding your next perfect role. 

    Let your resignation be the start of a promising new chapter.

    Note for website users: This FAQ resource is provided by Randstad Australia to guide you in the resignation process. Every situation is unique, so consider consulting with professionals or trusted colleagues if you're unsure about your specific circumstances.

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