Resignation Letter Sample For Senior Executives
When it comes to the hierarchy of a company, the fundamental foundation is dependent on the size and nature of the company. For instance, a huge multinational company (MNC) may have thousands of employees; hence, there are more senior executives in each department in comparison with a small company, which may only have a dozen employees supervised by a single manager or founder of the company.
In larger organizations, there are generally three levels of senior executives or managers, including first-line senior executive, middle senior executive, and senior executive. Senior executives are an integral part of the executive management and play a predominant role in shaping policies, strategies, and setting goals, aims, and objectives for the company.
Senior executives are vital for every organisation, and they climb to this position after spending years of hard work in their respective field. This is why when a senior executive holds a discussion with regard to his or her intentions to resign from the job, the company management and admin make an attempt to stop and somehow try to retain him or her.
Generally, in the course of negotiations between senior executives and the company management, the latter wins and the senior executive changes his or her mind to continue working for the company. However, when a senior executive makes a firm decision with regard to leaving the organisation for either retiring or gaining a more lucrative job opportunity with another company, such negotiations are superfluous, and the management unconditionally accepts the senior executive’s resignation.
When a senior executive wishes to resign from his or her post, he or she has to choose the right time when it comes to leaving the organisation. It is a bad idea to leave an organisation during the course of an important project in the company because such a decision will give the senior executive negative reviews as well as hamper the career credentials. Moreover, senior executives need to offer a lengthy notice period, most commonly one month, so that the management can find a suitable replacement for the vacant post.
Now that we know the intricacies of job resignation with regard to senior executives, we will have a look at a resignation letter sample for such executives. Later on, we will discuss the most vital tips in writing a resignation letter that senior executives can put to great effect.
Resignation Letter Sample for Senior Executives
Name of Employee
Designation of Employee
Subject: Resignation Letter
Name of Employer
Designation of Employer
Name of Organisation
Dear (Name of Recipient),
I have written this letter with a purpose of informing you that I have made the decision of resigning from my post of Senior Executive at this organisation. I am offering you a notice period of one month with effect from today.
I have worked ardently for this company, and I cannot believe that a change in circumstances will bring me to a point where I cannot retain the job while dealing with my personal problems.
Despite not being happy about the situation, I can find no other method to sort out my personal problems without quitting from my job and settling down in my hometown.
I sincerely hope that my notice period of one month should be sufficient for you to search for a suitable replacement in the department. I will be glad if you find a replacement within the notice period so that I can train him or her and transfer my responsibilities to ensure that the transition process is smooth.
I hope my letter of resignation is accepted. Moreover, I request you earnestly to prepare my job credentials and come up with a full and final settlement sheet before my last working day.
Name of Employee
When it comes to writing your resignation letter, senior executives need to follow a positive approach. The tone of the letter should be friendly yet formal. Most resignation letter samples throw light on these factors. These factors need to be kept in mind because you may have to give the contact details of your immediate supervisor as a reference to your new employer. In addition, your resignation letter will be an integral part of your office file. Moreover, if there are any outstanding payments, then an amicable resignation letter will make the task of obtaining the dues easier.
When it comes to drafting an effective resignation letter for senior executives, keep in mind the below-mentioned points. You can refer to resignation letter samples. They, too, will incorporate most of these pointers as vital aspects.
(1) What Details to Include in your Resignation Letter
Before you put ink to paper, you must be absolutely clear with regard to what details to include in your letter. The resignation letter sample given above will serve as an effective tool with this point in mind. Every organisation has positives and negatives. It would be a futile exercise to include negative points in your resignation letter because these things won’t change overnight. Therefore, it is wise to stick to the positives. Prepare a draft copy listing down all the positive aspects of your company before coming up with the final draft.
(2) When to Mention the Reason for Quitting your Job
This is a vital aspect to keep in mind while writing your resignation letter. If you are quitting your current job due to positive or obvious reasons such as relocating or opting for further studies, then you can go ahead and honestly mention the reason. However, if the reason for quitting is a negative one, such as a demanding boss or stressful work schedule, then it is advisable to stay silent on these issues by not mentioning them. Instead, focus on the larger picture of your career while framing your reason for leaving the job. The resignation letter sample given above will teach you to handle this tricky situation tactfully.
(3) Use a Professional yet Friendly Tone
It is important to maintain a friendly yet professional tone while writing your resignation letter. Keep in mind that you are drafting a letter informing your boss that you are “leaving” the job. This may be potential bad news for the organisation. Hence, the tone should be friendly as well as formal. Do not pour your emotions into your letter.
(4) Demonstrate Clarity and Brevity
Your resignation letter should be brief, to the point, and clear, with no ambiguity whatsoever. You need not go into detailed explanation for quitting. In addition, do not include stories of your tenure with the organisation. You should mention the key points in a straightforward manner so that your immediate supervisor clearly knows that you are quitting for real. To understand this point clearly, refer to the resignation letter sample mentioned above.
(5) You should offer your Support and Guarantee Complete Cooperation
Your letter of resignation should assure your boss that you would fully cooperate in the transition phase during the notice period as well as after your last working day. You must mention your contact details accurately along with an assurance that you would be glad to assist the company after resignation. If your organisation asks you to impart training to your potential replacement, then you must be prepared for a knowledge transfer, thereby demonstrating utmost professionalism. The above resignation letter sample includes this point.
(6) Obtain all Details with regard to Employee Benefits
Before your last working day, make sure you have received all your outstanding dues, perks, and other benefits offered by your organisation. It is foolish to give up on any perks or bonuses while resigning from your job. Make sure the full and final settlement sheet is accurate, with details about your incentives and paid leaves. Moreover, be sure as to when you will receive other monetary benefits such as Employee’s Provident Fund. An ideal resignation letter sample should include the point about clearance of all outstanding dues.
(7) Show How Grateful You Are
Even if you are quitting from your job because of negative reasons, you must not include harsh or abusive words in your resignation letter. Instead, shower tremendous gratitude on your boss or immediate supervisor for providing you the opportunity to gain valuable experience and expertise. You may also speak about your accomplishments during your job tenure due to the efforts of the senior management. By demonstrating gratitude, you are sure to leave on a high and happy note with no bitterness.
(8) Do not vent out your Emotions
Even if you dislike your present job and are quitting because of negative reasons, do not state such details in your letter of resignation. Never demonstrate your hatred, anger, and similar emotions in your resignation letter. As you can see from the resignation letter sample mentioned above, the writer has not vented out his or her emotions. Simply stay calm while drafting the letter, and include only relevant and pertinent points.
(9) Do not demonstrate Ambiguity
While writing your resignation letter, make sure that you are unequivocal with regard to the terms and conditions mentioned in the letter. It is advisable to include a point that you are not open when it comes to counter-offers. You can convey this in a clear and pleasant tone. Moreover, there should be no ambiguity with regard to the notice period that needs to be served. Refer to your offer letter or appointment letter for the precise duration of the notice period. Be well prepared because you would want to join your new organisation on the scheduled date. Hence, careful planning is essential.
(10) Maintain Professionalism
During your tenure with your company, you may have developed close friendships with other staff members, such as senior executives or HR personnel. Therefore, while resigning it is time to keep these friendships on the back seat and behave in a professional manner. The resignation letter sample given above is extremely professional.
(11) Follow the Right Format
For the precise format for resignation letters, refer to the resignation letter sample given above. The format of your resignation letter will speak volumes about your calibre. Besides including positive information in a clear manner, it is imperative to compile all details in an impressive, systematic, and clutter-free format. Choose the most appropriate format based on the nature of your job, your designation, and your tenure with the organisation.
(12) Make your Resignation Letter Attractive
This doesn’t mean that you use fancy, coloured pens or include unique images. It rather means that you need to delineate the resignation letter with the usage of impressive words that have the right impact. If you do not possess flair of writing, do not worry. Just refer to the resignation letter sample mentioned above. Besides, the primary details that you need to include reason for leaving the job, tenure of notice period, and a note of thanks. These details need to have a systematic format. One paragraph should flow into the next paragraph, thereby ensuring coherence. This will ensure that you have not followed a cut-paste method of writing. The final draft of your resignation letter needs to be elegant, concise, and neat.
(13) Appreciate the Experience you have gained
Even if you are quitting for the wrong reasons, this does not mean you did not learn anything new at your workplace. Therefore, devote a couple of lines to the valuable insights and experience you have gained during your tenure with your organisation.
(14) Proofread Your Resignation Letter
After you have finished writing your resignation letter, you need to perform another task before inserting it into an envelope: proofreading. You should always proofread your resignation letter prior to submission. This is a necessity even if you have impeccable writing skills. Proofreading is needed because you may include some superfluous information, which needs to be deleted. Besides, proofreading will catch errors related to spelling, grammar, and punctuation. Such errors will show you in poor light. Therefore, proofread to avoid potential embarrassment.
(15) Use high-quality Paper
This is an essential tip when it comes to handing over your resignation letter, or any other letter for that matter. Using high-quality paper enhances your overall written work. In addition, it creates a positive impression on the reader. Therefore, even if you are quitting, you should make use of high-quality paper to create a professional impression over the reader.
(16) Avoid being Diplomatic
Since these are your final few days with your organisation, it is advisable to avoid being diplomatic, which will only add to the confusion. Be honest, concise, and to the point, making sure to include positives in a natural, free-flowing manner. By avoiding diplomacy, you will avoid potential pitfalls that most employees face during the resignation process. Even during the exit interview (if your organisation follows such a procedure), you need to avoid being diplomatic and provide honest answers. Learn how not to be diplomatic through the resignation letter sample given above.
(17) Sign the Letter Manually and Preserve Copies for Future Reference
Lastly, it is essential to sign your resignation letter and preserve at least 2 copies with you for future reference.
These resignation letter tips for senior executives will demonstrate their professionalism and positive attitude towards your organisation, even during the quitting stage. For a complete resignation letter sample, refer to the above section. This sample will help you immensely in preparing drafts of your resignation letter.