How to Tender Resignation Effectively (With Example Letters)

By Indeed Editorial Team

Published 27 July 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

At some point in your career, you might need to tender your resignation in order to accept a better opportunity. This way, you can continue pursuing your career goals and developing your professional skills and experience. Following the appropriate steps in your company's resignation policy can make way towards a smoother transition. In this article, we discuss what it means to tender resignation, when to resign from your position and how to resign with the aid of a resignation letter template and example.

What does it mean to tender resignation?

When you tender your resignation, it means that you're deciding to leave your current position on your own accord. This type of resignation is voluntary, as opposed to your employer deciding to dismiss you from the company. Thus, you will need to inform your supervisor of your intention to resign via a formal letter or email. To allow them time to process the news, you need to give your employer one month's notice, unless your employment contract or company policy states otherwise.

When to resign from your position

There are a variety of reasons to explain a professional's intention to resign from their current position voluntarily. However, their primary motive is to achieve greater job satisfaction by pursuing their personal values and goals. If you're contemplating resigning from your current post, the following are a few signs to look out for:

You've received a better job offer

Sometimes the sign to resign can be as obvious as a better job offer with a more lucrative salary package. This could mean that you've outgrown your current position and could use your skills, experience and expertise to take on new challenges. If you find yourself browsing through job boards in your free time, it could be a sign that you're ready to take a risk and learn new things.

You've been in the same job for years

If you recognise complacency setting into your work life, it could signify that you need to find a new source of motivation. Changing jobs can push outside of your comfort zone. Although it might feel overwhelming at first, it could lead you to discovering fresh aspects about your skills and personality.

Your responsibilities feel repetitive

When boredom begins to set in to your work routine, it's a sign that your current responsibilities aren't challenging you enough. In this situation, you could ask your supervisor for new projects or additional responsibilities to renew interest in your work. However, if this feeling continues to persist, it could mean that you need a change of environment.

Your relationship with your colleagues is tense

One of the leading reasons why professionals leave jobs is due to feeling undervalued at work. If you feel like you can't share your ideas and opinions with your colleagues or that you're in a toxic work environment, this could be a good reason for resigning from your current position. In this situation, it's best to continue treating others with respect. Follow your company's resignation policy and leave with dignity.

You lack enthusiasm at work

Examine your emotions during business hours and compare them to how you feel outside the office. If you notice that your work gives you a lot of stress or that you don't put in the effort that you used to, this could imply the need for a change. Identify whether these feeling are because of your current place of employment or if it has something to do with your job duties. If it's the latter, consider exploring a change in career or working remotely.

How to resign from your position politely

Following the proper resignation procedure at your workplace is important because it maintains productivity and ensures you leave with positivity. Here's a step by-step guide detailing how to resign from your position politely:

1. Understand your reasons for resigning

Deciding to resign is a pivotal step in your career. It's important to be certain of your decision and to consider your finances if you intend to be unemployed for a while. Thinking carefully about your decisions can also give you a sense of finality. Expect your employer to inquire about your reasoning, so try to structure an answer well in advance.

2. Review your employment contract

Before you inform your employer about your decision to resign, consult your employment contract to determine your last day, any documents you need to prepare and who you need to inform. Most companies require you to submit a resignation letter in-person and via email. Usually, you can hand in your notice to your supervisor, however, larger companies may require you to send a copy to your human resources manager, too.

In Hong Kong, the standard notice period is one-month. However, if you're on a probationary contract, you can leave as soon as you inform your employer. It's best to review your employment contract to understand the finer details. For example, key decision-makers may have a longer notice period as they are tightly engrained in the company's operations.

3. Schedule a face-to-face meeting with your supervisor

Before you submit your resignation letter, it's a professional courtesy to inform your supervisor about your intention to resign in a face-to-face meeting. Consult them about their schedule to find a time that suits both of you. Remember to come prepared with your reason for leaving. Communicate with them in a positive tone and avoid talking about any workplace conflicts. Lastly, express your gratitude for their support and the opportunities they have given you.

Related: How to Explain Your Reason for Resignation (With Examples)

4. Draft a resignation letter

When drafting your resignation letter, remember to follow a formal business letter format. This means communicating your points with respect and clarity. Open your letter by greeting the recipient with the standard letter opening, Dear Mr/Mrs Last Name. Next, use the first sentence of your resignation letter to establish the purpose of your correspondence. State your reason for leaving concisely and provide your employer with the exact date of your last day.

As you end your email, thank them for the opportunity and share any details on how you would like to support the transition. Finally, use a respectful salutation such as, Best regards or Yours sincerely, to close your letter.

Related: How to Write a Resignation Letter (With Examples)

5. Plan for a smooth transition

It's important to leave an organisation gracefully, this way you can count on your professional network for business partnerships and other favours in the future. Make sure to complete your work projects on time and delegate any outstanding tasks to your colleagues. If your employer hasn't already hired a replacement, compose a handover document with important information about your duties. Taking an active role in the transition process is likely to reflect well on you.

6. Complete the necessary paperwork

You may have to complete some paperwork at the time of your resignation. Meet with HR to discuss the required documents and ensure you have followed all the procedures while resigning. This meeting may also involve discussing any outstanding compensation and other benefits, such as your mandatory provident fund (MPF).

Resignation letter template

The following a resignation letter template you can use as a guide when writing your own:

Dear Mr/Ms [Recipient's last name],

I would like to notify you that I am resigning from my position as [job title] at [company name] due to [reason for resignation]. My last day of work will be [date of departure]. I am grateful for all your support during my tenure here and sincerely appreciate the valuable experiences I have gained. It has been a pleasure working with you.

I would be glad to help you with a smooth transition and assist my replacement if needed.

Thank you and best wishes,
[Your name]
[Job title]
[Company name]

Related: How to Write a One Month's Notice (With Template and Example)

Resignation letter example

The following resignation letter example uses the template introduced earlier as a guide on how to present your case to your employer:

Dear Ms. Wong,

I would like to notify you that I am resigning from my position as Community Lead at Max Co-working Space as I have taken on another job opportunity to continue growing in my professional goals. My last day of work will be one month from now, on August 31. I am grateful for all your support during my tenure here and sincerely appreciate the valuable experiences I have gained. It has been a pleasure working with you.

I would be glad to help you with a smooth transition and assist my replacement if needed.

Thank you and best wishes,
Teddy Pang
Community Lead
Max Co-working Space

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