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Leaving Your Job: Tips to Writing a Clear and Cordial Resignation Letter

Intending to leave your job? Your next step is to craft the resignation letter. Here’s how you can get started.

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You have decided to move on to a different role elsewhere for better career prospects. Perhaps you’ve found a new job, want to freelance, or make a career transition. Regardless of your reasons, your next step is to pen that letter of resignation.

Whether in Singapore or elsewhere, the resignation letter is proof of your intention to leave the company. It is a formal notification which is officially documented. It is usually an HR policy across most, if not all, firms, as it is professional and ensures a systematic exit process.

So, how do you write a good resignation letter?

1. Express intention to resign

When it comes to an official document like a resignation letter, your employer prefers one that is straight to the point. This means you can leave the sugarcoating aside and kick it off with your intention to resign from the respective position you are currently occupying.

Perhaps you may have shared your personal reasons for leaving, via a call or a face-to-face chat. Nonetheless, there’s no need to go into detail about them in this letter.

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2. Last day of employment

On your employment contract, you will find the duration of your notice period to fulfil should you tender your resignation.

Following that, calculate your estimated last day of employment, minus any pending leave which you do not intend to encash. With that, it is still important for your HR to confirm and get back to you on your official last day.

how to write resignation letter sample

3. Express your gratitude

No matter the length of time you have spent with the company or the experiences you have had, it is always good to express your thanks to your boss and team.

This ensures you leave on a positive note and avoid including any critiques or complaints in the official letter. Should there be any, you can bring them up to the respective department or during the exit interview with HR.

4. Offer to assist in exit formalities

Since the transition process can be hectic, especially during a busy period, it is vital that you take a proactive role in assisting in all exit processes and formalities.

You can include a couple of lines stating what you are prepared to do, anything from detailed handovers, filing, and project completion to exit interviews.

You may also offer to train a replacement should they be able to hire one, before you leave the company.

Read Also: How to Resign From Your Job While Still Working Remotely

5. Provide your contact information

Even as you leave, maintaining a connection with the company is key, especially with your boss as it will go a long way in the future. Even if you have personal grievances, they should not come in the way of your career path.

Perhaps your boss has moved on to a different organisation and has a vacancy he/she thinks you’d excel in, or you need a job change sometime in the future and want to return to the organisation. Your boss will remain an important factor in your career journey.

You can stay connected and continue your professional relationship with him/her by providing your contact information or other personal details in your letter of resignation, such as your handphone number, email address, and LinkedIn profile.

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Can your employer reject your formal resignation letter in Singapore?

According to the Employment Act in Singapore, as long as employees intend to resign, either with notice or compensation with salary in lieu, the employer cannot prevent them from leaving the job. You are also not required to disclose your personal reasons for tendering.

Professional resignation letter template and sample

Executing the above, a quick outline of a professional yet thoughtful resignation letter is as follows;

  1. Established an official notice of resignation from your job title and state your last day of employment.
  2. Offer thanks for the opportunities provided to you.
  3. Provide relevant information to ensure the transition of your duties and fulfilment of all necessary processes
  4. Close with a smooth wrap-up by providing your contact details for future connections

If you’re looking for examples of resignation letters, here’s a quick sample for your reference. The aim is to make it short and succinct.

[Date of tender]

Dear [name of boss],

Please accept this letter as a formal notice of resignation from my position as [your current job title] from the [department you are part of]. My last day of employment will be [estimated last day].

It has been a pleasure working with you and the team for [duration of employment]. I have had a fantastic experience here, a highlight of which is [any notable accomplishment you are grateful for].

Before I leave, I would like to assist you with the smooth transition of my duties to a respective team member. I can also help the department source for a replacement, whom I will be happy to train and ensure there is a proper handover of tasks and responsibilities. Also, please let me know how else I can assist you in the exit processes.

Thank you once again for having me as part of your team. I wish you and the staff all the best, and I look forward to keeping in touch. You can email me at [email] or contact me directly at [handphone number].

Yours sincerely,

[Your name]

You are also advised to select a business-friendly font, such as Arial or Times New Roman, to maintain professionalism in your delivery.

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