There are many reasons why one would want to resign from work. It can be low pay, a toxic environment, poor management, burnout, or a desire to look for better opportunities outside of a company. Unfortunately, there are no universal tips on making it right because everything depends on the specific life situation and your relationship with the employer. However, one thing remains stable - the need to write a resignation letter.
This article should help you answer the following questions:
- Why is a this letter so important?
- What should you consider before writing it?
- What should you include in your resignation letter?
Get the best tips from Konnekt recruitment agency experts. Let’s dive in!
What is a Resignation Letter?
The resignation letter is a document you must hand over to your supervisor if you decide to quit. It aims to inform your company that you do not wish to continue working anymore. Once it is sent, you will enter a resignation process followed by all necessary financial settlements between you and a firm.
Why is It So Important and When to Submit It?
The resignation letter is an almost unavoidable formality for the employee who wishes to leave the company. It is also an official document which is retained in your personal file within the company. That is why it should be written as per employment law.
Theoretically, you can give a resignation verbally. However, preparing a resignation letter is highly recommended to prove that you have appropriately informed your employer of your departure (and thus protect yourself in case of a possible future dispute). The main controversy someone might face when not submitting an official resignation is that the employer might play around with the resignation date. It can impact the dates of the notice period, meaning you might have to work extra days after the official last day.
The resignation letter can be submitted personally or via email. But in our recruitment agency, we believe that resignations should be done verbally initially, out of respect to the employer, and followed up with an email/letter.
Malta is a small island, and you might meet your ex-employer very soon again. So it is always recommended to keep your relationship with your previous employer as straightforward and healthy as possible.
How to Write a Resignation Letter, Step-by-Step
Usually, this legal document consists of the following data:
- Statement of resignation
In our recruiting agency we suggest starting with the sentence which announces your decision. You can write:
Please accept this document as my formal resignation letter from (Name of the Company - If the organisation consists of more than one Company, make sure you quote the correct one).
- Last day of work
Inform your boss about your final date at the company. The date should coincide with the length and terms of your notice period. Your last working day will depend on how long your tenure at the company has been, as per below (unless otherwise stipulated in your employment contract):
- 1-6 months - 1 week
- 6 months - 2 years - 2 weeks
- 2-4 years - 4 weeks
- 4-7 years - 8 weeks
- 7-8 years - 9 weeks
- 8-9 years - 10 weeks
- 9-10 years - 11 weeks
- 10 and more years - 12 weeks
So, write something like this:
My last day will be (including a date), which is three weeks from today.
Your anxiousness to quit your job in Malta is natural. Even if you are tired of your manager, negative atmosphere or low salary, you still need to mention at least some positive aspects you had in that company and express gratitude. Do not miss the opportunity to thank your employer for the professional challenges and new skills you acquired as an employee. You can write, for example:
Thank you for these ten years that have allowed me to advance professionally as an Accounting Manager.
- Offer assistance if needed. Be available for the transition.
Show your willingness to participate in the change and follow up on your pending tasks. Do not throw the rest of your job on other team members. You may have more competitive advantages elsewhere, but remember that your former colleagues can be useful contacts for the future. You never know when you might meet them again, especially if you plan to stay in the same industry. Write something like:
While waiting for my departure, I will do my best to complete the necessary files. During my notice period, of course, I will continue working on ongoing tasks and projects as well as supporting colleagues as necessary.
- Closing phrase and signature.
Kind Regards, and thank you for all you have done for me.
How to State the Purpose of Your Departure?
The widespread misconception is that, as an employee, you are obliged to state a reason for departure in the letter. However, by Maltese law, it is not mandatory.
Although the law does not oblige you to state the reason for your resignation, it is always advisable to have an open and honest conversation with your employer to ensure that you close off your tenure with the business on a good note.
Things to Consider When Writing the Resignation Letter
These are some requirements that you should keep in mind:
Keep it short and straightforward. Clearly state that you want to quit.
Enter the date of your last working day: take into account the notice period you must comply with the company. You can find it in your employment or collective agreement (contract).
It is unnecessary to write the reasons for your departure as mentioned already: you can explain them to your boss personally if you wish.
Make yourself available to the company to facilitate the transition: do not go into detail. A general offer of help if ever the company needs you is sufficient. You can also offer your support if the company requires you to train someone who will substitute you in the future.
Schedule a conversation with your boss. Think if you were valued well while working. Arrange a meeting with your boss and talk to them openly about your concerns. Maybe they will be able to offer you better conditions (so-called counter offer).
Do not write a resignation letter until you have a new job offer in your pocket. Of course, different circumstances cause people to resign, but if you want to be more financially stable, find another workplace before leaving the previous one. There are companies like Expedition42 that allow you to search and help along the way. However, this is not the norm, so handle the situation with caution.
Before quitting, discuss all financial settlements in advance with your family. Emotional and irrational actions can hurt not only you but also your family members. If you don't plan your resignation, you risk a private crisis in addition to a professional one.
Stay professional and neutral if you do not have a friendly relationship with your boss. It is better to leave your workplace in a professional manner and style instead of being tempted to get revenge.
Calling in sick for the next three weeks or not working effectively will not shed good light on you. Do not underestimate that other companies could be in contact with your current company.
- Stay motivated and show them who they are losing. With this approach, you should leave pleasant memories and a positive perception of yourself within the company.
A Complete Resignation Letter Template
Dear Mr./Ms. (your manager's last name),
Please accept my formal resignation letter from (name of the company). My last day will be (your final day of work), № of weeks from today.
I want to express my strong gratitude for all the valuable career experience I had a chance to receive while working in your company. Cooperating with you and the rest of the team members was a sincere pleasure.
If there are any specific areas you would like me to focus my attention on during my notice period, kindly let me know. I also have written a short manual to help you to train my replacement.
I hope I can rely on you for a positive reference in the future.
You can use free ready-made templates available on platforms like:
Our Final Thoughts
All in all, this type of document is not a pleasant thing to write. Beyond the administrative steps to be followed, tensions in your relationships with colleagues and your employer may arise. Therefore, managing this procedure's executive and personal aspects is essential. However, once your letter of resignation has been sent and you meet your boss, all you have to do is to continue your work with the dedication and professionalism you possess.
Resignation Letter FAQ
What is a resignation letter?
It is a legal document that one needs to write to resign.
How to write it?
The resignation letter includes the date, address line, statement of resignation, last day of work, paragraph of gratitude and closing phrase with signature.
What is the resignation letter template?
It is an example of a ready letter you can modify and personalise for your situation.
Can I send my resignation letter by email?
Yes, you can write it and attach it as a PDF document or include the text in the email’s body directly.