There are times when we have to leave a company, and leave a job, voluntarily. It may be because we are not comfortable, because a better job offer has come out or for any reason. But when it comes to carrying it out, do you know how to write a voluntary resignation letter?
If you had no idea this existed and want to know more to make a, below we tell you everything you need to know about voluntary resignation letters as well as examples of some.
What elements should a voluntary resignation letter have?
A voluntary resignation letter is a document that is delivered to the head of the company or the HR department in which it is notified that you are going to stop working for them. Therefore, among the elements that you will take are:
- Header: where the date is included, the contact details (of the sender) such as name, address and telephone. This is usually located in the upper left.
- Addresses: that is, who do you send that voluntary resignation letter to. Here you must also put the contact information, such as the name of the company, department (if it is for HR), address and telephone
- Subject: Although it may seem to us that the subject matter is going to be because we are going to send it to you by email, the truth is that it must also be included in physical letters. And what is written here? You must make it clear that what you are warning is that you are going to voluntarily leave the company.
- Introduction: the first paragraph has the same main idea as in the subject, that is, you comment again that the reason for that letter is because you want to leave the company voluntarily.
- Details: below you can give the reasons why you are leaving, as well as include any relevant information, for example, when the leave will be effective (when you leave), and other details that are important (how may you be prepared settlement, etc.).
- Closing: to finish the letter you have to put a farewell paragraph (it does not have to be long) and then sign it (under the signature it is convenient that you put your name and surname).
Sometimes the letters of voluntary resignation are presented with some attached documents, such as the contract with the company or other documents. If you have nothing, you just have to present the letter. Of course, we recommend that you make at least one copy to keep one for yourself.
In general, the letter should be very clear, concise and not too long. It must contain all the necessary information, but it should not be overdone either. Keep in mind that it is usually one page on one side.
When should the voluntary withdrawal letter be given?
You already know the elements that a voluntary discharge letter contains. And you will more or less have an idea of how to write it. But you may have the doubt, when is it given? Do I have to do it with advance notice?
In general, this letter must be delivered giving the company enough time to process the withdrawal. It may be a few days or a few weeks. However, it also depends a lot on your contract.
On a regular basis, the contracts have a clause in which they say that there must be a notice of 15 days to communicate a dismissal or voluntary resignation. Therefore, our recommendation is that you deliver the voluntary resignation letter at least 15 days before (or when your contract gives you notice) to avoid problems.
Another thing is that the company asks you to stay longer, or that you leave earlier, which can also happen.
Examples of voluntary resignation letters
Is it not clear to you what a voluntary discharge letter would look like? Do not worry, we have prepared some examples for you so that you can orient yourself a little.
Voluntary resignation letter without notice
Date
[Your name]
[Your address]
[Your city, state zip code]
[Your phone number]
[Your email address]
Company name
Company address
City State Zip Code
Subject: Voluntary withdrawal request
Dear Sirs,
I am writing to you to inform you of my decision to request a voluntary resignation from my position in the company.
After much reflection, I have decided to pursue a different path in my career and would like to thank you for the opportunity to work with you over the past few years.
My last day of work will be on (date). I will make sure to fulfill all my responsibilities and deliver all company material and equipment before that date.
If you need more information or have questions about my decision, please do not hesitate to contact me.
I thank you for your understanding and I hope my decision will not cause too much inconvenience.
Sincerely,
[Your name]
Resignation letter with 15 days notice
Date
[Your name]
[Your address]
[Your city, state zip code]
[Your phone number]
[Your email address]
Company name
Company address
City State Zip Code
Subject: Voluntary withdrawal request
Dear Sirs,
I am writing to you to inform you of my decision to request a voluntary resignation from my position in the company.
After much reflection, I have decided to pursue a different path in my career and would like to thank you for the opportunity to work with you over the past few years.
Under the terms of my contract, I inform you of this decision 15 days' notice before my last day of work. My last day of work will be on (date). I will make sure to fulfill all my responsibilities and deliver all company material and equipment before that date.
If you need more information or have questions about my decision, please do not hesitate to contact me.
I thank you for your understanding and I hope my decision will not cause too much inconvenience.
Sincerely,
[Your name]
Giving a reason for voluntary withdrawal
Date
[Your name]
[Your address]
[Your city, state zip code]
[Your phone number]
[Your email address]
Company name
Company address
City State Zip Code
Subject: Voluntary withdrawal request
Dear Sirs (or specify the person you are addressing):
I am writing to you to inform you of my decision to request a voluntary resignation from my position in the company.
After much reflection, I have decided to pursue a different path in my career and would like to thank you for the opportunity to work with you over the past few years.
My reason for applying for voluntary discharge is my desire to explore new opportunities in a different field. I am very grateful for all the teachings and opportunities I have received during my time here, and I hope this decision will not cause you too much inconvenience.
According to the conditions of my contract, I inform you with a notice of 15 days before my last day of work. My last day of work will be on (date). I will make sure to fulfill all my responsibilities and deliver all company material and equipment before that date.
If you need more information or have questions about my decision, please do not hesitate to contact me.
I thank you for your understanding and I hope my decision will not cause too much inconvenience.
Sincerely,
[Your name]
As you can see, they are all pretty much the same because you don't really have to be very creative in this document. In fact, you can find other examples similar to these on the Internet.
What happens if you deliver a voluntary resignation letter
You have to be aware of what happens when a voluntary resignation letter is delivered. To begin with, what you do is tell the company that you voluntarily you want to break the employment relationship that binds you to the company.
When you receive the letter, the application is evaluated. In other words, they may call you to talk to you and try to get you to change your mind. If it cannot be, it will be accepted (because no one can force you to continue in a place where you do not want) and the withdrawal is processed at the same time that a replacement can be found.
Now, you must bear in mind that presenting a voluntary withdrawal implies that your rights and benefits may be diminished. In what sense?
End yes, but...
Picking up the idea from before, you should know that, when you submit a voluntary withdrawal, you are not entitled to receive any unemployment benefit (ie unemployment), nor a severance pay.
But, you do have the right to a settlement because it gives the amounts accrued for the time you have worked. For example, uncollected extra pay, vacations... This does not mean that they will give you the two extra pays for that year that you are leaving, but a pro-rata of them (as well as vacations).
Now that you know how to write a voluntary resignation letter, you will be able to leave your job in a more formal and appropriate way, as long as you need it. Do you have any doubts?