You’re writing a note to a colleague asking to have a “quick sync” to make a “game-time decision” on a “rock star” candidate you’re sure will “give 110 percent” to the job.

Few things are as potentially confusing (or grating) as jargon in business writing. It’s true that jargon can sometimes be a convenient shorthand when you’re communicating quickly to someone you’re pretty sure will understand you. But even if they do, it runs the risk of making your writing seem like in-group technobabble. For this and other reasons, you should avoid using jargon phrases in business writing.

What is jargon?

Jargon is a term or phrase used by a specific group or discipline. The words in a jargon phrase often convey an idea different from the words’ literal meaning. For example, “giving 110 percent” has nothing to do with math and is figurative language for “working very hard.”

Jargon is the opposite of plain language, which is direct, accessible language that is designed to communicate an idea simply. Jargon differs from industry-specific terminology because it is a way of saying something that can be said in a simpler, more direct way.

Jargon in business communication

Jargon can appear anywhere in business communication: a formal email to a client, an internal project proposal, the executive summary of a white paper, or elsewhere. Using jargon can be a colorful way to communicate a concept. But more often, jargon can make your writing appear vague and pretentious.

Jargon can make you appear like you’re trying to impress others, which has the counterintuitive effect of making you appear less skilled. In fact, a study by Harvard Business Review found that academics who were less experienced used more jargon than those who were more experienced. It’s often those who lack real expertise who use jargon to give the impression that they know what they’re talking about.

Regardless of your own knowledge, jargon can alienate or confuse others who do not understand the figurative phrase, especially those who aren’t native speakers of English and—given the plethora of sports phrases in business jargon—those who aren’t sports fans. If someone doesn’t understand your writing, you’ve failed to communicate with them. Jargon sometimes conceals an insensitive attitude or comes off as thoughtless, trendy, or clichéd. Lastly, jargon can be used to obscure or sugarcoat a less-than-pleasant idea, which can make it look like you’re avoiding a difficult subject. Think of the phrase “reduction in workforce” when a company needs to lay off a bunch of people.

For all of these negative reasons, jargon is unnecessary. If your idea can be conveyed more simply and accessibly without using jargon, it should be. You’ll seldom go wrong speaking clearly and directly.

Five common jargon phrases

Here are common jargon phrases frequently used in business writing:

Think outside the box

This phrase is vague and unclear. It suggests you’re asking someone to come up with new ideas but doesn’t specify the parameters of that request or what kind of ideas you’d like. It doesn’t tell them what, exactly, the box is. What’s more, it’s been overused and has lost whatever impact it once had. So it’s hard for people to understand or respond to this call to action. A clearer directive would be “come up with three new taglines” or “brainstorm four new ways our team can work with this other one on a weekly basis.”

Low-hanging fruit

This expression refers to something that is easy to achieve, as the orange that hangs on a low branch is easy to pluck. It’s relatively clear what it means, but it has a problematic association, and like the other expressions discussed here, it now lacks impact. If what you mean is “easy to achieve” or “a quick win,” why not say so?

Up the ante

This means to make something better or to put more effort into something, but it is unclear how. Do we put in more hours? Rethink a portion of the proposal? Or collaborate with another team we haven’t worked with yet?

Monday-morning quarterback

This refers to someone who watches a game on Sunday and decides the next day how it should’ve been played. In business use, it refers to someone who second-guesses a decision that they or someone else made in the office. Like other sports jargon phrases, this can be unclear, especially to the many colleagues you have who are not fans of American football.

Out of pocket

This means you’ll be unavailable. But it’s not clear how it came to mean this, or what pockets have to do with your schedule in the workplace. A better way to say this would be to more directly state that you will not be reachable by email or Slack—or just that you’ll be out of the office, if that’s the case.

Technical terms vs. jargon: Understanding the difference

Technical terms are specialized words or phrases that refer to something specific in a discipline. They are different from jargon because they are necessary phrases to communicate a very specific idea, which can’t readily be paraphrased into simpler words. One example of a technical term in marketing is “sales-qualified lead” or “SQL.” This is a term that refers to someone who has expressed interest in your company (a “lead”) that the sales team has agreed is a good prospect (“qualified”). There’s not really an easier, industry-approved way to say this.

Jargon is different from technical terms because it often is a more conversational phrase or expression that can be expressed in another, easier way. Saying someone is a “rock star at generating SQLs” is jargon. You could instead say that that individual is excellent at identifying people who are interested in your product.

Is jargon ever appropriate?

Jargon is sometimes appropriate in certain contexts. One example is when you’re talking with people who have used those phrases in the past, since you can be pretty sure they understand the phrases. (Of course, there’s a chance that they did not understand the jargon themselves when they used it!) Another way jargon can be appropriate is to serve as convenient shorthand when you and your audience already know what’s meant. For instance, in an ongoing discussion, once it’s clear what “disintermediation” involves, you may save words by relying on that term.

Role of audience in business writing

Your audience impacts all aspects of business writing, from the tone you take to the words you choose to use. Jargon can be appropriate to use when you’re communicating with peers whom you can be reasonably sure will understand the phrases. But if you’re talking to a wider audience that includes many people of different levels, it’s best to err on the safe side and avoid jargon in business writing.

Improve clarity and readability in business documents

It’s essential for business writing—regardless of whether you’re writing an email or a formal proposal—to be clear and direct so that the reader will understand your intended message. The best way to ensure this is to use plain language as opposed to jargon. Here are some tips for doing that:

Avoid abbreviations

One of the simplest rules is to write out the abbreviation rather than using the letters. For example, write out “marketing-qualified lead” rather than “MQL.”

Paraphrase and simplify

Challenge yourself to say more simply, by paraphrasing, the jargon you’re tempted to use. Pretend you’re speaking to a child. So instead of saying, “The juice is not worth the squeeze,” say, “It’s not worth it.”

Look it up, then replace it

If you’re not sure of a phrase’s exact meaning, don’t use it. Rather, look up the phrase you’re tempted to use to see what it means. Then, use an alternate phrase that more clearly conveys what you really want to say.

Assume the reader has no knowledge of your area

This assumption encourages you to use clear and simple words rather than words or phrases that you may hear tossed around.

Key takeaways

• Jargon is a term or phrase that means something other than the literal meaning of the word or words.
• Using jargon in business writing can make you come off as pretentious, exclusionary, and insecure.
• Using jargon can also confuse the person you’re giving guidance to. They may not understand what you’d like them to do.
• Writers should always prioritize clarity and simplicity for effective communication and should try to avoid jargon in most instances when they are writing in the workplace.

Jargon FAQs

Can jargon ever be appropriate in business writing?

Yes, jargon can sometimes be appropriate in business writing if you’re pretty sure the reader understands the expression you’re using or if it can serve as convenient shorthand for something you’ve already clarified. However, it should still be limited since too much jargon in one written piece can irritate the reader.

How do I know if a term is jargon or necessary technical language?

One way to tell if a term is jargon or necessary technical language is to try to paraphrase it in simpler terms. If it’s easy to do so, then it’s probably jargon, and you should go with the simpler phrase.

What are the best strategies for simplifying jargon-heavy writing?

The best strategies for simplifying jargon-heavy writing are to rephrase simply what you’re trying to say, assume the audience has no experience in your discipline, and avoid using abbreviations.

How can I make my business writing more accessible to a general audience?

Business writing should be clear and concise, and it should use simple words whenever possible. You can also assume that the audience who will read your writing has no expertise in your industry or area and that your job is to explain it to them as clearly as possible.

The post Jargon Phrases to Avoid in Business Writing appeared first on Grammarly Blog.

Gone are the days when employees worked one job for forty years and then retired. Nowadays, career changes are expected over the course of a long working life. Employees pivot, try new roles, or go back to school to learn a new trade all the time. Some even leave the workforce to pursue long-held dreams, like enrolling in culinary school or becoming a flight attendant.

If you’re leaving your job because you’re changing your career, you will have to inform your employer by writing a resignation letter. Read on for why it’s important to write an amicable and compliant resignation letter and for tips on how to do that.

Understanding resignation letters for a career change

A resignation letter for a career change is an official letter to your manager and company stating your intention to leave your job because you’re embarking on a new line of work. It’s important for companies to have this document as a legal record of the timeline of your departure.

Resignation letters are also an important way for employees to leave their roles on a polite and friendly note, which is important in order to secure a positive reference in the future. Even if you’re exiting the industry, it’s always important to have former employers who can vouch for your character and work ethic.

How far in advance to notify employer

You should give your employer ample notice of your intention to resign due to a career change. Companies usually expect at least two weeks’ notice, and more time is usually appreciated if your timeline allows for it. The more senior you are at a company, the more notice you should provide so you can pass on managerial responsibilities and institutional knowledge. Check your employment contract to see if it includes a specific notice mandate. Some executives are bound by their contract to give at least three or six months notice before they resign, for example. Not heeding the notice period in your contract may sour the goodwill between you and your employer or make you vulnerable to legal action.

During this notice period, you and your employer will prepare for your transition away from the team. You will also need to finish as much of the work you’re currently doing and prepare your offboarding documents during this time.

Crafting your letter of resignation due to career change

Your resignation letter for a career change should be written in the form of an official business letter. It should be concise and written in a professional tone—an AI-powered writing partner like Grammarly can help you check for these elements. Your resignation letter should include:

• The date
• Name of the company
• Name of the person you’re addressing the letter to (your immediate manager)
• A formal statement of your intent to resign
• Your intended last day of work
• Appreciation for the company and the opportunities you’ve had there
• An offer to help with the transition
• Your name

Your letter can be as long as you’d like, as long as you address the points above. In other words, you don’t need to go into detail about what your career change is or what you’ll be doing after you leave the company. However, if you have a good relationship with your manager and colleagues, you may choose to disclose a few details in the interest of fostering a good relationship.

Example resignation letter due to a career change

To get you started, we prompted Grammarly to write an example of a resignation letter due to a career change using generative AI. Grammarly’s AI resignation letter generator immediately drafted a letter, and then we asked it to make the letter shorter and sound more empathetic. The result below is for you to work from, or you can try giving Grammarly your own prompt with more personal information and guidance on the tone you’d like to strike.

[Your Name]

[Your Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Today’s Date]

[Recipient’s Name]

[Company Name]

[Company Address]

[City, State, Zip Code]

Dear [Recipient’s Name],

I am writing to let you know that I have decided to resign from my position as [Your Position] at [Company Name], effective [Last Working Day, with Date].

I am grateful for the opportunities that I have had while being a part of the [Company Name] team and appreciate the support and guidance that you and my colleagues have provided me with during my time here.

I will ensure a smooth transition during my remaining time and do everything that I can to complete all outstanding work and assist in any way possible, including training my successor.

Thank you for the valuable experience that I have gained here. I wish you and the team all the best for the future.

Sincerely,

[Your Name]

Tips for your resignation letter for a career change

A resignation letter for a career change does not have to disclose anything beyond the basic points, such as your last day of employment. However, if it feels authentic to you, your letter could also serve as a farewell message to colleagues. Below are some tips to help you craft a resignation letter that’s compliant with company requirements and also allows you to showcase your gratitude.

Use proper letter formatting

Make sure that your resignation letter includes the name of your direct manager, the name of your company, and the date and is signed with your name. If you have your own personal letterhead, write your resignation letter on that.

Choose the appropriate channel of communication

Your company may have a preferred communication channel for submitting your resignation letter—either through email or an internal portal, for example. Ask your manager or an HR representative if there’s a protocol for filing these letters and be sure to follow it.

Write in a formal and respectful tone

Your resignation letter is one of the last pieces of business writing you will submit at this workplace. As such, it should be written in a professional and formal tone. Grammarly’s tone detection feature can help you ensure you’re hitting the right note.

Proofread your letter

You don’t want to submit any piece of writing at work that has typos, and your resignation letter shouldn’t be any different. When proofreading your letter, you should also ensure it doesn’t ramble or go off on tangents. Grammarly can help you proofread your resignation letter for clarity, concision, and tone, as well as for correct grammar and punctuation.

Do not criticize the job or industry

Given you are leaving a job to make a career change, you may be tempted to disclose what made you feel frustrated or less-than-satisfied about your current job or industry. Do not do that in your resignation letter. You will likely need a positive reference from your former boss, no matter what industry you’re pivoting into, and insinuating that you disliked working with them for whatever reason does nothing to help you secure that.

Share how you intend to help with the transition

Listing some of the actions you will take to facilitate a transition of responsibilities shows your employer that you have thought about the situation and that you are committed to helping them. Your offboarding may involve crafting a handoff memo that has links to documents and files needed to do your job. It can also include training others who will be taking over parts of your role. Ask your manager what else you could help with during the transition.

FAQs on resignation letter due to career change

How should I communicate my resignation due to a career change to my employer?

You should communicate your resignation through a short resignation letter. This letter should include the last day of your employment, the name of your immediate boss and company, and an offer to assist the company with the transition of your tasks and responsibilities. It does not need to include details about your career change.

How can I ensure a smooth transition when resigning due to a career change?

You can ensure a smooth transition by providing a few weeks’ notice and assisting your boss with transferring your projects and responsibilities to your colleagues. You should also attempt to complete any projects you are currently in the middle of working on.

How can I use AI to help with writing a resignation letter for career change?

You can use Grammarly’s resignation letter generator to generate a draft or outline of your letter. Then let Grammarly’s strategic writing feedback on tone, conciseness, clarity, and more help you revise your letter. Grammarly’s built-in proofreading can ensure your final draft is polished.

The post How to Write a Resignation Letter for a Career Change appeared first on Grammarly Blog.

Resigning from a job can be exciting. You might be moving on to a better opportunity, pursuing further education, or undertaking a lifelong dream of starting your own company. While your energy may be focused on the future, it’s important to manage your exit from your current company gracefully. You want to leave on good terms, particularly if you would like to receive a positive reference from your manager or colleagues in the future.

Part of leaving on good terms includes finishing up your own work and helping your employer with the transition of work after your departure. This is made easier if you provide as long a period as possible between the time you officially tell your employer you’re resigning and your last day of employment—in other words, offer a long notice period. Here’s how to write a resignation letter with a notice period to do just that.

What is a resignation letter with a notice period?

A resignation letter with a notice period is an official statement of your intent to leave your company after a specified length of time. A notice period provides you with enough time to prepare your offboarding plan, and gives your colleagues and manager sufficient time to prepare for your departure by divvying up your responsibilities.

Notice periods are sometimes established in the contract you signed at the beginning of your employment. Dig up your contract and take a look to ensure you’re not out of compliance with your resignation letter. It’s important not to renege on the notice period you signed up for, even if unintentionally. If you do so, your manager could refuse to give you a positive reference. In a worst-case scenario, it could lead to the company suing you for breach of contract.

Typical notice period length

Workplaces usually expect you to give a few weeks’ notice when you resign—as little as one week or as many as four weeks. The standard is around two weeks’ notice.

This, of course, varies by company and by role. Typically, the more senior you are in the company, the longer the notice period. For executives, there are fewer people (if any at all) in the company who could step in and replace them once they leave, and a company might have to search for someone externally to fill the role, which could take several weeks or months. An expected notice period for executives could be up to three months or more.

Crafting your resignation letter with a notice period

The format of your resignation letter with a notice period should be a formal business letter. Because it’s an official document, it should contain the points listed below. You should maintain a professional tone throughout and can use Grammarly to check for clarity and conciseness, as well as correct grammar, punctuation, and tone.

It is not necessary to go into the exact reason for your resignation, but it is considerate to say that you want to leave the company well prepared to handle the tasks you were responsible for. Offering a notice period to finish your own tasks and help transfer your work onto your colleagues will minimize the disruption of your resignation.

Elements to be sure to include in this letter are:

• The date
• Name of the company
• Name of the person you’re addressing the letter to (your direct manager)
• A formal declaration of your intent to resign
• Your intended last date of employment
• Appreciation for the company and the opportunity to work there
• Offer to help with the transition
• Your name

You can use Grammarly’s AI resignation letter generator to help you write the first draft of your resignation letter. Simply enter in your letter’s recipient and a few details about your situation, and get a draft of a letter you can further refine.

Example resignation letter with a notice period

Whether you’re writing a resignation letter with one month’s notice or a resignation letter with two weeks’ notice, you can use the below resignation letter sample as a starting point for your own.

[Today’s Date]

[Name of Company]

[Address of Company]

Dear [Manager’s Name],

After careful consideration, I would like to inform you of my decision to resign from my position as [Your Title] at [Company Name]. I would like to stay on board for a notice period that would allow me to sufficiently transfer my responsibilities. As such, my final day of employment will be [Last Working Day, usually two weeks or more after the date of the letter].

I understand that my decision may cause some disruption for [Company Name], and I am committed to minimizing that potential disruption. I am prepared, in the next [number of weeks until last working day], to document my projects, share my working files, and work closely with you to ensure a smooth handoff of my tasks and responsibilities. If there’s anything else I can do to help assist the company during this transition, please do not hesitate to let me know.

I have learned a lot and have enjoyed my time working at [Company Name]. I want to thank you for the opportunity to work here and for all the support and guidance along the way. I wish [Company Name], my colleagues, and you continued success and all the best in the future. I hope to stay in touch.

Thank you for your understanding.

Sincerely,

[Your Name]

Tips for your resignation letter with a notice period

You should write your resignation letter with consideration for the colleagues and work you are leaving behind. You are providing a notice period, after all, to give yourself time to help them out during the remainder of your time with the company. Here are some practical tips on writing your resignation letter, as well as advice on crafting a warm and friendly resignation letter that will help you strike that tone.

Make sure it’s a letter format

The format of your resignation with a notice period should be a letter. That means it should include the person it’s addressed to, the date, the company, and your signature. If you have personal letterhead, your resignation letter can be written on that.

Take a formal but warm tone

A resignation letter is a legal document that your company may have specific rules about, but it is also your goodbye note to the company and your colleagues. Keep your tone formal throughout. You may share that you understand that your departure may generate stress for your colleagues who have to pick up your responsibilities going forward and that you want to work, during your notice period, to minimize that stress.

Proofread your letter

It would be embarrassing if your letter is ridden with typos and grammatical mistakes. Proofread your letter before you send it. You can even ask a friend or a trusted colleague to look it over to have another pair of eyes on it. Use a writing assistant like Grammarly to ensure that your letter is grammatically correct, uses correct punctuation, and is written concisely.

Find the right channel of communication

Sometimes company policies dictate a specific communication channel to file your resignation letter. Ask your direct manager or an HR representative, or look through the company handbook to see if there is one. For some companies, an emailed letter is fine, while others prefer a formatted letter on personal letterhead filed into a specific system.

See if there’s a set notice period

Sometimes contracts at the start of your employment delineate how long of a notice period you must give if you resign. Review yours carefully to ensure that you’re not out of compliance with what you give in your resignation letter. If you leave earlier than the notice period that was specified in your contract, you risk departing on bad terms or the company potentially suing you for breach of contract.

Give as much of a notice period as you can

If there is no set notice period at your company, it’s considerate to provide as long of a notice period as you can so that your colleagues don’t have to suddenly pick up the work that you were doing, which could cause them stress. To gauge what would be an acceptable notice period at your company, see how long other people at your level are giving as their notice period, or ask your direct manager what they would prefer. The typical period is two weeks.

End on a positive note

The last few sentences of your letter may be the last words from you that a manager or colleague will read, and it could serve as a farewell message to colleagues. It’s important to sound positive, so your time there will remain positive in their memories. You could end by saying that you wish the company continued success going forward, that you hope to stay in touch, or that you’ll be using the company’s product or cheering your ex-colleagues on from the sidelines. Ending your resignation letter this way communicates to your manager and colleagues that you are parting on a friendly and hopeful note.

FAQs on resignation letters with a notice period

How do I write a resignation letter with a notice period?

To write a resignation letter with a notice period, address it to your direct manager. State that you are resigning and when your last day will be. Thank the company for all its support during your tenure there and offer to help with the transition. Ensure it is in a formal letter format.

What are some tips for writing a professional resignation letter with a notice period?

When writing a resignation letter with a notice period, keep the copy concise and the tone warm and thoughtful. You can say deciding to leave was a difficult decision, that you wish the company continued success, and include a farewell message to your colleagues. Be clear about when your last day at the company will be.

How can I use AI to help with writing a resignation letter with a notice period?

You can use Grammarly’s AI resignation letter generator to help write a resignation letter. Just enter a few key details and get a well-formatted, professional resignation letter in seconds.

The post How to Write a Resignation Letter With Notice Period: Tips and Guidelines appeared first on Grammarly Blog.

Whether you’re applying to graduate schools, trying to get your foot in the door at your dream job, or moving forward with a new business project, drafting a letter of intent is an important first step in getting where you want to be. In this guide, we’ll discuss the circumstances where a letter of intent is useful and how to write your own.

What is a letter of intent?

A letter of intent (LOI) is a preliminary document outlining the mutual intentions of two or more parties before entering into a detailed agreement. While they are common across various industries, LOIs are pivotal in business transactions like mergers, acquisitions, and real estate deals. They’re also used in academic pursuits and job applications, setting the groundwork for further negotiation and formal agreements by clarifying all parties’ expectations.

Use of LOIs in business

A business proposal LOI can play many pivotal roles. Business LOIs typically:

• Outline terms, agreements, and transactions
• Detail the scope of work
• Facilitate smoother negotiations

LOIs for employment opportunities

Beyond business deals, LOIs are sometimes used to express interest in a company, even in the absence of job vacancies. Unlike a cover letter, writing a letter of intent for a job consists of a concise pitch of what the candidate can offer, showcasing their initiative and potential fit with the company’s values or mission. An LOI for employment opportunities aims to:

• Show interest in the company
• Highlight unique skills and potential contributions
• Connect with decision-makers for future opportunities

Academic applications and LOIs

Students often use LOIs when applying to graduate programs or professional schools. The purpose of an academic letter of intent is to:

• Demonstrate the applicant’s enthusiasm for the program
• Spotlight relevant academic achievements
• Outline how they plan to contribute to the academic community

Preparing to draft your letter of intent

No matter its purpose, preparing to draft an LOI involves several key steps to ensure the clarity, relevance, and effectiveness of the resulting letter. Here are some tips:

• Research thoroughly. Understand the recipient’s needs, challenges, or interests, whether it’s a company, educational institution, or another entity. The more you research, the better your letter of intent will be.
• Clarify your objectives. Define what you hope to achieve with the LOI. Do you hope to be admitted to a program, clarify the scope of work for a project, or something else?
• Outline key points. Make a list of the main points you want to include, such as your background and what you are seeking from the recipient. Include specific information relevant to your objectives, like your qualifications, experiences, or proposed terms.
• Prepare supporting materials. If applicable, prepare any documents or materials to support the claims or proposals in your LOI, such as a résumé, portfolio, or project plans.

Structuring your letter of intent

A well-structured LOI is crucial for making a strong impression on the recipient. In general, it should be structured like a formal business letter and should guide the reader through your intentions, qualifications, and how you foresee the potential relationship or agreement unfolding. Here is a recommended structure for crafting an effective LOI:

Header

Include your contact information at the top, followed by the date, and then the recipient’s contact information. This part should be formatted like a traditional business letter.

Salutation

Address the recipient formally, using “Dear” followed by their name and title. If you do not know the recipient’s name, you can use a generic greeting such as “Dear Admissions Committee.”

Introduction

Begin with a brief paragraph that introduces yourself and clearly states the purpose of the letter.

Body

This section is the core of your letter and can be one or several paragraphs, depending on the complexity of what you are proposing. Generally, it should cover:

• Your background: Briefly summarize your relevant experience, achievements, or qualifications.
• Your intentions: Clearly articulate what you hope to achieve or what you are proposing. For business transactions, include an overview of the deal or project. For academic or job applications, describe why you are interested in the position or program.
• How you will contribute: Detail how your involvement will benefit the project, company, or academic program. Highlight specific skills, resources, or perspectives you bring.
• Any specific terms or conditions: While it’s not a contract, if your proposal or application has known requirements or contingencies, you can briefly mention them here.

Closing

Conclude your letter by summarizing your main points, reiterating your interest, and expressing your willingness to provide further information if needed. End with a professional closing, such as “Sincerely” or “Best regards,” followed by your signature (if you’re sending a hard copy) and typed name.

Attachments or enclosures

If you mention any additional documents within your LOI, such as a résumé, portfolio, or project proposal, list them under an “Attachments” or “Enclosures” section at the end of your letter.

Common mistakes to avoid

When you’re drafting your LOI, avoiding common pitfalls can significantly enhance your document’s effectiveness and professional appeal. Here are some mistakes to steer clear of:

• Lack of specificity: Avoid being too vague about your intentions, goals, or how you can contribute.
• Overlooking research: Not customizing your LOI to the recipient (whether it’s a company, academic institution, or other entity) shows a lack of effort. Tailor your letter by mentioning specific aspects of the program, project, or job that attracted you and how your skills or goals align with them.
• Ignoring structure and format: Submitting an LOI that lacks a professional structure or format can make a poor first impression. Stick to a business letter format and ensure your LOI is well organized, making it easy to read and understand.
• Grammatical errors and typos: Mistakes in spelling, grammar, or punctuation can detract from your professionalism and attention to detail. Proofread your LOI multiple times or use tools like Grammarly to catch errors.

Grammarly’s AI-powered letter writer simplifies the process of writing a strong LOI. With just a few clicks, you can create a first draft. Then, Grammarly can help you polish it, ensuring your letter is free from errors, sounds professional, and is concise. This approach allows you to customize your letter to perfectly fit your needs.

Letter of intent example

[Your Name] [Your Address] [Your Email Address] [Your Phone Number] [Today’s Date]

[Recipient’s Name] [Their Title] [Company Name] [Company Address]

Dear [Recipient’s Name],

I am writing to express my interest in collaborating with [Company Name] as a freelancer on the upcoming [Specific Project Name or Type of Project] project. With extensive experience in [Your Field/Industry] and a proven track record of delivering high-quality results, I am confident in my ability to contribute effectively to your team’s goals.

Over the past [Number of Years] years, I have honed my skills in [List Key Skills Relevant to the Project], which I believe align well with the objectives of [Company Name]’s project. My portfolio includes successful projects such as [Brief Description of a Relevant Project], which resulted in [Briefly Describe the Outcome]. This experience has equipped me with the knowledge and agility required to tackle the challenges posed by [Specific Aspect of the Project].

I am particularly drawn to this project due to [Mention What Attracts You to the Project or Company], and I am eager to bring my expertise in [Mention a Specific Skill or Area] to your team. I am committed to not only meeting your project expectations but exceeding them, ensuring that we achieve outstanding results together.

As part of my proposed collaboration with [Company Name], I am prepared to:

• [List a Key Deliverable or Contribution You Plan to Make],
• [List another Key Deliverable or Contribution], and
• [Mention Any Additional Support or Services You Offer].

I am looking forward to the opportunity to discuss this potential partnership in detail and explore how we can achieve mutual success. My portfolio and a list of references are attached for your review. I am available for a meeting or call at your convenience to discuss how I can contribute to your project.

Thank you for considering my proposal. I am excited about the possibility of working together and contributing to the success of [Company Name].

Sincerely,

[Your Name]

The final word on letters of intent

Crafting an impactful LOI is a crucial step in communicating your intentions and establishing a foundation for future negotiations or admissions. By adhering to a letter of intent template, paying attention to detail, ensuring clarity and professionalism, and avoiding common pitfalls, you can create a document that effectively conveys your intent.

Grammarly’s letter of intent generator can assist in crafting and refining your LOI, making it mistake-free and effective. Remember, a well-crafted LOI not only demonstrates your professionalism but also sets the stage for successful collaborations and opportunities ahead.

The post How to Write a Letter of Intent: Essential Techniques appeared first on Grammarly Blog.

It’s common courtesy to give your employer at least two weeks’ notice of your resignation, but sometimes that’s not an option. There are many circumstances that may warrant an immediate resignation. Perhaps you’re dealing with a hostile or unsafe work environment that’s jeopardizing your mental or physical health. Maybe you’ve been offered a new position that aligns better with your long-term goals, and there’s an immediate start date. Sometimes there are health or family emergencies that leave us no choice but to move on from our jobs and take care of ourselves and others. In these cases, sending a resignation letter with notice may not be feasible.

Leaving a job is a huge life decision and can be stressful, especially when you need to leave without notice. Writing a strong resignation letter might feel like the least of your concerns, but doing so can preserve your reputation and your relationship with your employer. Remaining professional, transparent, and appreciative in your resignation letter can help soften the news for your employer and leave a positive and lasting impression.

In this article, we cover everything you need to know about writing a resignation letter without notice and provide an example to get you started.

Overview of resigning without a notice period

A resignation without notice is when an employee resigns from their position without the typical two weeks’ notice. When resigning without notice, your letter should state clearly that the resignation will be effective immediately. Adding context and expressing gratitude can help preserve your professional reputation.

How to write a resignation letter without notice

The goal of a resignation letter without notice is to clearly and quickly communicate that you are leaving the company. Read on for everything your letter should include.

Essential elements of a resignation letter:

Statement of resignation

Your statement of resignation directly states the purpose of your letter. In the first sentence, clearly state your intention to resign and that your resignation is effective immediately. (For example, “I regret to inform you that I will be resigning from my position, effective immediately.”)You may want to follow your statement of resignation with an apology or statement of gratitude to soften the news of your first sentence. For example, “I understand that this is inconvenient for the company, and I apologize for any distress my immediate resignation may cause.”

Reason for immediate resignation

Including your reason for immediate resignation can help provide transparency, but it is not necessary. If the reason for your resignation is out of your control, letting your employer know the reason can help avoid misunderstandings and keep the relationship intact.If you’re resigning due to an unhealthy working environment, it’s OK to state that, but hold off on going into too much detail. For example, “The current state of this work environment has been harmful to my mental and physical health. I need to prioritize my health, so I am resigning immediately.”

Expression of gratitude

Gratitude is everything. Express your appreciation for the time you worked there, the new skills and experience you gained,and the relationships you built. The more specific you are about what you appreciate about the company the more sincere you’ll come across. Focusing on what you’re grateful for can leave a positive lasting impression on your employer and lighten the mood overall.

In the case of an unhealthy work environment, you might focus on specific colleagues that helped you, or aspects of the job that initially drew you to the role.

Contact information

Keep your channels of communication open. At the top of your resignation letter, put an email and/or cell phone number under your name. If you intend to keep in contact with your employer once you leave, it’s a smart idea to include your personal email or phone number because your company email and phone number will likely be deactivated.

Tips for maintaining sincerity and warmth in the letter

Striking a sincere, warm, yet professional tone in your letter is important for conveying genuine appreciation and leaving a positive impression. Grammarly’s free tone detection feature can help ensure that you’re striking your desired tone. And customers with a paid plan can adjust their tone in a single click, using Grammarly’s tone suggestions. To get started, here are ideas to help you convey warmth and sincerity in your letter:

• Emphasize how grateful you are for the experience you had working there.
• Talk about specific projects, opportunities, or support you received.
• If you’re comfortable doing so, be transparent about your reasons for leaving. It can help your employer understand why you made the decision to leave. It shows your willingness to be open and honest with the company and enhances your sincerity.
• Express your hopes and well wishes for the company’s future endeavors.
• Avoid harsh criticism.
• Open and close the letter with a warm greeting and sign-off.

Tips for maintaining professionalism in the letter

As important as it is to be warm and sincere in your resignation letter without notice, it’s perhaps even more important to remain professional throughout. Here’s how to strike a confident and professional tone:

• Format your letter as you would any formal business letter.
• Address your employer by using their appropriate title and correct surname.
• Avoid colloquial language, jokes, and slang.
• Use the active voice to sound more self-assured and declarative.
• Steer clear of unnecessary qualifiers before statements, such as “I think…” or “I could be wrong but….”
• Opt for plain language instead of jargon to convey clarity and confidence.
• Wield emotion strategically. Emotions deliver impact and may have a place in your letter. But it’s better to save stream-of-consciousness venting for a trusted confidant.
• Avoid overexplaining your circumstances, and aim to keep the letter short and to the point.
• Ensure that your letter is error-free. Grammarly can help you check your letter for concision, professional tone, and grammatical errors so that your message is clear.

Example of a resignation letter without notice

[Your Name] [Your Address] [City, State, Zip Code] [Your email address] [Your phone number]

[Date]

[Employer’s Name] [Company Name] [Company Address] [City, State, Zip Code]

Dear [Employer’s Name],

I am writing to inform you of my immediate resignation from my position as [role] at [Company Name]. After careful consideration, I have concluded that it is in my best interest to step down from my role effective immediately.

I want to express my gratitude for the opportunities and experiences I’ve gained during my time at [Company Name]. Thanks to this role I have increased my skills in [area of skill increase] and made invaluable connections. However, due to unforeseen personal circumstances, I have no choice but to leave immediately.

I understand that my sudden departure from the company may come as a shock, and I apologize for any inconvenience it causes.

I am thankful for the support and guidance I’ve received from you and my colleagues during my time here. I have appreciated the chance to contribute to the team and wish [Company Name] continued success in the future. Thank you for your understanding.

Sincerely,

[Your Name]

[Your Signature]

Final touches: Formatting and proofreading

• Proper letter formatting can get tricky. Grammarly’s generative AI can help! Enter prompts to have Grammarly generate a formatted letter for you.
• If you’re stuck on how to write a letter of resignation without notice, Grammarly’s resignation letter generator can help with a first draft.
• Don’t skip the proofreading process! Grammatical mistakes and spelling errors can make you appear unprofessional. Grammarly’s real-time writing suggestions catch easy-to-miss errors and check for tone, clarity, conciseness, and more so you can review, rewrite, and revise in a few clicks, not a few hours.
• Double-check that all the details in your letter are accurate, especially your resignation date.

After your resignation letter is complete, you might want to craft a farewell message to your fellow colleagues. People make invaluable connections at work. Letting everyone know the circumstances surrounding your resignation and wishing them well in their future endeavors can help ease any lingering hesitation about moving on.

Resignation letter without notice FAQs

What is the typical notice period for a job resignation?

You should try to give at least two weeks’ notice when resigning from a job.

Why would someone need to resign without notice?

Reasons that someone may need to resign without notice can include:

• The work environment is unsafe
• A better opportunity has come along that has an immediate start date
• There’s been a family emergency
• Health reasons
• Ethical concerns with the company
• Legal reasons

How can I ensure a smooth transition when resigning immediately?

You can ensure a smooth transition when resigning immediately by being transparent about your reasons for leaving, expressing your sincere appreciation for your time spent at the company, and offering to assist with the transition process until your final day.

How can I use AI to help me write a resignation letter without notice?

You can use Grammarly’s resignation letter generator to generate a draft or outline of your letter. Then let Grammarly’s feedback on tone, conciseness, clarity, and more help you revise your letter. Grammarly’s built-in proofreading can ensure that your final draft is polished.

The post How to Write a Resignation Letter Without a Notice Period appeared first on Grammarly Blog.

Sometimes, an unexpected emergency will arise in your personal life. Maybe you or a family member is confronting a sudden medical or health issue; maybe military or legal reasons require that you immediately uproot your life. In the face of such an emergency, resigning from your job might be the last thing you want to deal with. However, your resignation should still be handled professionally so that you have the highest chance of maintaining a good relationship with the company that will soon be your former employer.

If you do have to leave your job due to an unexpected event, you’ll have to follow your company’s official protocol for closing out your employment. In most cases, that means you’ll need to write an emergency resignation letter. Keep reading to learn how to write a professional, well-formatted letter without causing extra stress for yourself or your employer during an already stressful situation.

Understanding emergency resignation letters

An emergency resignation letter is a legal document that states your intent to leave your job due to something that has happened suddenly, usually in your personal life. Companies often require employees to submit a resignation letter so that the company has an official record of their departure. In addition, you may need written documentation if a question comes up later about how and when you departed.

Companies usually prefer that employees who resign give them two weeks’ notice before their last day of employment. However, in the event of an emergency, you may have to leave the company immediately. If that’s the case, you’ll want to express in your letter your regret for not being able to provide the customary two-week notice period. This is important to do because you want to leave on as positive a note as possible in case you ever have to ask the company, your manager, or your colleagues for a reference.

Crafting your emergency resignation letter

Like other professional communications, your emergency resignation letter should be clear, concise, and to the point. The tone should be one of gratitude to the company, avoiding any negativity.

The format of your emergency resignation letter should be a formal business letter. You should maintain a professional stance throughout, and keep in mind that you can use Grammarly to check for concision as well as correct grammar, punctuation, and tone. Essential elements to include in this letter are:

• The date
• The name of the company
• The name of the person you’re addressing the letter to (usually your immediate boss)
• The fact that you are resigning for emergency reasons
• Your final date of employment (this can be immediately)
• An offer to help with the transition
• Appreciation for the company and the opportunity to work there
• Your name

Grammarly’s AI resignation letter generator can help you draft an immediate resignation letter template. Simply enter the addressee and a reason for the resignation, and it will generate a letter that you can then tailor to your unique needs.

Example emergency resignation letter

Below is an example of an immediate resignation letter for personal reasons. Of course, you should personalize this letter to suit your own situation.

[Today’s date]

[Name of employer]

[Address of company]

Dear [manager],

I am writing to formally notify you of my resignation from [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date above, unless an emergency requires an immediate departure].

This decision was not made lightly. Due to an unforeseen personal situation that requires my immediate and full attention, I find myself unable to continue fulfilling my duties with the dedication and commitment they deserve. I understand the challenges my sudden departure may cause to the team and the company, and I sincerely apologize for the inconvenience.

Please know that I am willing to assist in the transition process in any way that my current circumstances allow. Whether that involves helping to identify a replacement, training a current team member, or documenting my work and responsibilities, I aim to support you and the team to ensure as smooth a transition as possible.

I want to express my genuine gratitude for the opportunities for professional and personal development that I have been given during my time at [Company Name]. It has been a pleasure working with you and the team, and I am deeply saddened to leave under these circumstances. I hope to maintain a positive relationship with the company, and I look forward to possibly crossing paths in the future under different circumstances.

Thank you for your understanding and support during this difficult time. Please let me know the next steps and how I can assist in the transition.

Sincerely,

[Your name]

Tips for your emergency resignation letter

Resignation letters for a short-notice emergency can take your manager by surprise. Your company may not have someone to fill in for you right away. You may be leaving before you can complete a project that only you have been working on and are deeply familiar with. For these reasons and more, it’s imperative to communicate the situation tactfully. Here are some tips for doing that in your immediate resignation letter:

Format the letter professionally

An emergency resignation letter is, first and foremost, a letter. It may appear on official letterhead or as an email, depending on your company’s policies. Whatever the format, your letter should include the person it’s addressed to, the date, and the company, and it should be signed with your name.

Keep the tone formal

Even though you’re leaving your company, your resignation letter still qualifies as a piece of writing for work. You should use professional words and tone throughout your letter.

Proofread your letter

Pay particular attention to detail in your official resignation letter. Grammarly can help in the proofreading stage to ensure your writing is grammatically correct, uses correct punctuation, and is written concisely.

Keep your explanation for leaving short

Your emergency resignation letter does not need to describe your emergency in detail. Lengthy stories about what happened in your personal life to trigger your resignation don’t belong in a short letter intended simply to communicate your departure. Keep it brief and to the point.

Express regret for the sudden notice

State that you know your sudden departure will leave the company with a gap until they find your replacement. If it feels authentic, you can include a farewell message to your colleagues in your letter to help ensure you leave on a good note.

Offer to help with the transition

If you’re not required to leave immediately, it’ll benefit the company—and maybe your reputation as well—to assist in transitioning your responsibilities to other team members. This process could include drafting a handoff document that details all the significant files and projects you’re currently working on or are connected with at the company. Additionally, it might involve scheduling meetings with those colleagues who will be taking on additional duties in your absence. No matter the duration of your remaining time with the company, try to complete as much of your current work as possible.

Find the right channel of communication

Consult your manager or HR representative about the preferred communication channel for submitting your resignation letter. Different companies have varying preferences: some may require a formal letter on personal letterhead in a PDF format, while others may find an email to be sufficient. Additionally, consider accompanying your resignation letter with a direct conversation with your direct supervisor or someone from the HR department, keeping in mind that this discussion should complement, not replace, the official written notice.

FAQs on resignation letters for an unexpected emergency

How do I write a resignation letter in case of an emergency?

To write a resignation letter in case of an emergency, include the name of the company, your manager’s name, and your name in the letter. Also include a short reason for the resignation and your intended last day of employment at the company. You can use Grammarly’s AI resignation letter generator to draft your resignation letter in just a few clicks.

What are tips for writing a professional resignation letter in an emergency?

In the event of an emergency, keep your professional resignation letter short and concise. Take a formal tone. Avoid going into detail about the nature of your emergency. Thank the company for the opportunity to work there. If your circumstances allow, offer to help them with the transition.

How can I use AI to help with writing a resignation letter in an unexpected emergency?

Grammarly’s AI resignation letter generator can help you draft a well-formatted, professional resignation letter quickly and efficiently. Simply enter your target audience and details of your situation. You can then take this draft and refine it.

The post How to Write a Resignation Letter for an Unexpected Emergency appeared first on Grammarly Blog.

Having a child has a way of shifting one’s priorities and career goals. One such shift that commonly happens for new parents is the decision to leave their job to focus on taking care of their child or to take another job with more flexibility or better pay. If you find yourself on maternity or paternity leave and are planning to leave your job, you will have to follow company protocol on how to do that, which usually involves writing a letter of resignation.

There are some added layers of complexity when you resign while you’re on or have just returned from parental leave. This article delves into those specifics and provides guidance on how to write a resignation letter due to maternity or paternity leave that will allow you to remain on good terms with your company after you depart.

Understanding resignation letters for parental leave

New parents may choose, at some point early in their child’s life, to focus on taking care of their family and leave their place of employment. This may be decided while they’re on maternity or paternity leave or shortly after they have returned to work. In either case, they would need to write a formal resignation letter. This is an official document telling their company that they will be leaving the company due to their desire to focus on childcare.

How far in advance to notify the employer

It is recommended that you inform your employer of your plan to take paternity or maternity leave at least one to three months in advance. This will allow both you and your employer to prepare for the time you’ll be away.

If you’re currently on maternity and paternity leave and you’ve decided to resign from your job, you should notify your employer two to four weeks before your parental leave is up. Even though you are not currently working, this is a common notice period to provide. In fact, some companies may mandate employees to give two weeks’ notice before resigning—such a policy would apply to all employees, even those currently on parental leave.

If you’ve already returned to work after your parental leave, give your employer at least two weeks’ notice, and up to as much as four weeks’ notice, that you intend to resign.

It’s always a good idea to check your employment contract to see whether there is a set notice period that you agreed to when you started at the company. If there is a mandated number of weeks’ notice to give and you fail to adhere to it, you may be at risk of inadvertently violating your contract, which could lead to legal consequences.

Crafting your letter of resignation for parental leave

Your resignation letter due to parental leave should be written in the format of a business letter and contain a few important points. As with all forms of business writing, it should be concise and grammatically correct. Using a tool like Grammarly can help you improve the clarity and concision of your writing and ensure proper grammar, punctuation, and tone.

To write a resignation letter due to parental leave, you should include the following points:

• Today’s date
• Name of the company
• Name of the person you’re addressing the letter to (your immediate manager)
• Your intent to resign due to parental leave
• Your last date of work
• Appreciation for the company
• An offer to help with the transition of your duties
• Your name

If you need assistance in drafting your resignation letter, you can try using Grammarly’s AI resignation letter generator. All you have to do is provide the name of the person to whom you will address the letter and indicate that you are resigning due to paternity or maternity leave. The generator will then produce a draft of the letter that you can customize and modify to fit your specific situation.

Example resignation letter due to maternity or paternity leave

Below is a sample resignation letter that you can use as the basis for drafting your own letter of resignation due to parental leave.

[Today’s Date]

[Name of Company]

[Address of Company]

Dear [Name of Manager],

Please accept this letter as notification of my intent to resign from my role as [Your Position Title] at [Company Name]. As you know, I recently had a child, and I intend to resign due to [maternity/paternity] leave to focus on caring for my family. My last day at the company will be [date of last day].

This was not an easy decision; it was one I made with careful consideration. Ultimately, my decision is not a reflection of my time at the company but one that I believe is best for my family.

I understand that my departure might leave a gap in the team. Please let me know how I can support a transition of my responsibilities to ensure a smooth offboarding process.

Thank you for the opportunity to work at [Company Name] and for your support during my time here. It has been a privilege to work with you and alongside such inspiring and innovative colleagues. I will miss you all, and I hope we can stay in touch. I would like to wish you and the company continued success in the future. Thank you again.

Sincerely,

[Your Name]

Tips for your resignation letter due to parental leave

Your resignation letter for parental leave will function as official, legal documentation of your departure. It can also be used as a farewell message to your colleagues. Here are some tips on how to craft a resignation letter that allows you to leave on a positive note.

Check your company’s policies

It is important to be aware of your company’s policies regarding resigning while on maternity or paternity leave. Certain companies may have specific rules in place, such as discontinuing health insurance payments or asking for reimbursement of insurance payments made during the period of parental leave. It is recommended to consult with your human resources (HR) team to understand your company’s policies thoroughly before drafting your resignation letter.

Write your resignation in a letter format

Your resignation letter should be written in letter format. That means it should contain the name of your direct manager, the company name, the date, and your name at the end. If you happen to have your own personal letterhead, you can use it for your resignation letter.

Use appropriate communication channel

When you decide to resign from your job, it’s important to find out what your company’s preferred communication channel is. Some companies may require a PDF resignation letter, while others may accept an email. To avoid any confusion, it’s best to ask your manager or an HR representative about their policies regarding this matter. Make sure to follow the guidelines provided when submitting your resignation letter.

Write in a formal and respectful tone

Your resignation letter is a legal document that creates a paper trail of the circumstances and timeline surrounding your departure. Since it is an official piece of business writing, make sure you use a formal and professional tone.

Proofread your letter

Submitting a resignation letter with errors such as typos, run-on sentences, or an inappropriate tone can be quite embarrassing. However, with the assistance of a writing tool like Grammarly, you can proofread your resignation letter and ensure that it is well-written and professional. This will help you present yourself in the best possible light to your employer.

Give as much notice as possible

It’s important to give your employer ample time to make arrangements for your departure when you decide to resign from your job. If you’ve been on parental leave and have made the decision not to return to work, it’s considerate to inform your employer of your resignation at least a few weeks before your last day. This will allow them to plan for your absence or to hire someone to fill your role. Even if you’re not physically present, you can still assist with your offboarding process from a distance.

Reiterate your positive experience at the company

When someone on your team resigns, it can be difficult for everyone involved. To make this process easier, it is important to let your colleagues know that your resignation is not due to any negative experience with the company, but rather a personal decision related to your family. You should emphasize that you have had a positive experience working at the company and express gratitude toward your immediate manager and teammates for the warm relationships you’ve built during your time there.

FAQs on resignation letter due to maternal or paternal leave

How should I communicate my resignation due to maternity or paternity leave to my employer?

If you plan to leave your job due to maternity or paternity leave, it’s important to write a resignation letter addressed to your manager and the company. The letter should include the date of your last day of work, a statement that you are leaving to care for your family, a thank-you note to the company, and an offer to help your manager with the transition of your duties.

How can I ensure a smooth transition when resigning due to parental leave?

If you are resigning due to parental leave, it is important to ensure a smooth transition. You can do this by offering to help transition your responsibilities and providing as much notice as possible to give the company time to prepare for your absence. In addition, even while on leave, you should try to help your manager fill the gap in the team that will be created by your departure. By taking these steps, you can make the transition as seamless as possible for everyone involved.

How can I use AI to help with writing a resignation letter for maternity or paternity leave?

If you need to write a resignation letter for maternity or paternity leave, you can use AI to make the process easier. Grammarly’s AI resignation letter generator can be a great tool for this purpose. To use it, simply provide the name of the person who will receive the letter and some information about why you’re resigning. The AI assistant will then generate a first draft of the resignation letter, which you can customize and edit to fit your specific situation.

The post How to Write a Resignation Letter for Maternity or Paternity Leave appeared first on Grammarly Blog.

Writing a resignation letter due to illness can be a deeply personal and challenging task. It marks a crucial moment when your health must take center stage over your job, a decision that is not made lightly. Whether you’re dealing with a temporary sickness or facing ongoing health issues, keep reading to learn how to craft a resignation letter that ensures a smooth transition during a difficult time.

What is a resignation letter due to illness?

A resignation letter due to illness is a formal notification that you’re leaving your job because of health reasons. It communicates your decision to your employer and explains, in as much detail as you’re comfortable with, the health-related reasons behind it. The letter helps to ensure a smooth transition and allows your employer to prepare for your departure while showing respect for your professional relationship. It’s a key step in closing out your current employment on good terms, without burning bridges, so you can focus on your health.

Understanding your legal rights when resigning due to illness

Submitting your resignation letter is not just about notifying your employer of your departure; it also opens the door to important discussions regarding your rights and benefits. This conversation can explore whether you qualify for certain entitlements and, if you’re open to returning, whether your position can be available to you in the future. It’s essential to educate yourself on these aspects to make certain you’re fully aware of your options and rights as you transition out of your role.

When resigning due to illness, it’s crucial to be aware of your legal rights and potential entitlements, which can differ based on your location and specific situation. Key considerations include whether you’re eligible for retirement benefits, unemployment benefits, continuation of health insurance, or medical leave.

How to write a resignation letter due to illness

Your resignation letter should follow the same format as any other business letter. Here’s what should be included:

• Date: Start with the date at the top of your letter. This documents when the letter was written and can be important for notice periods and other time-sensitive considerations.
• Address: Address the letter to the appropriate person, such as your direct manager or the HR department. Include their title and company name for formality.
• Salutation: A formal greeting, usually something like “Dear [Manager’s Name]”
• Statement of Resignation: Early in the letter, clearly state that you are resigning from your position. It’s straightforward and respectful to mention this upfront.
• Reason for Resignation: Briefly explain that you are resigning due to health reasons. You don’t have to go into detail about your illness if you’re not comfortable doing so.
• Notice Period: Mention your last working day, adhering to any notice period requirements in your contract. If you’re uncertain about how much notice to give due to your illness, you can express willingness to discuss a suitable end date.
• Offer to Assist With the Transition: If you’re able, offer to help with the transition process. This could include training replacements, wrapping up projects, or documenting your work.
• Appreciation: Express gratitude for the opportunity the company has given you and for the experiences you’ve had. This helps to leave on a positive note.
• Closing: End with a formal closing, such as “Sincerely,” followed by your name and signature (if sending a hard copy).
• Contact Information: Optionally, you can include your contact information below your signature so your employer can contact you in the future if needed.

This structure ensures that your resignation letter is professional, respectful, and clear, providing all the necessary information to your employer while also respecting your privacy regarding personal health matters.

Tips for maintaining professionalism in your resignation letter

Maintaining professionalism in your resignation letter is key to leaving on good terms. Here are some tips to help ensure that your letter reflects professionalism:

• Keep a formal tone; avoid using colloquial language, slang, or making jokes
• Open and close the letter with a professional greeting and sign-off
• Address your employer by their appropriate title
• Avoid overexplaining your circumstances, and aim to keep the letter concise
• Proofread your letter to avoid making any grammar, spelling, or punctuation mistakes. Grammarly can help you check your letter for concision, tone, and grammatical errors so that your letter is mistake-free and your message can be easily understood.

Example resignation letter due to illness

[Your Name]

[Your Address]

[Email Address]

[Phone Number]

[Date]

[Manager’s Name]

[Company Name]

[Company Address]

Dear [Manager’s Name],

I am writing to formally announce my resignation from my position at [Company Name], effective two weeks from today, [Last Working Day]. After careful consideration, I have made this difficult decision due to health reasons that require my immediate and full attention.

I want to express my deepest gratitude for the opportunities and experiences that I have gained during my time with the company. It has been a pleasure working with such a dedicated team and contributing to the company’s goals.

I am committed to ensuring a smooth transition and am willing to assist in any way possible during my remaining time. I will complete all pending tasks and provide the necessary documentation to ease the handover process. Additionally, I am more than willing to train my successor or share my knowledge with the team to fill the gap until a replacement is found.

Please let me know how I can further assist during this transition. I hope to maintain a positive relationship moving forward, and I wish [Company Name] continued success in the future.

Thank you once again for the opportunity to be a part of [Company Name]. I appreciate your understanding and support during this time.

Sincerely,

[Your Name]

[Your Signature]

Putting the Final Touches on Your Resignation Letter

Once you’ve drafted your resignation letter due to illness, it’s crucial to give it a thorough review to ensure that it’s clear, professional, and free of errors. This step is about refining your message and making sure it conveys your intentions respectfully and thoughtfully. Here are some key points to consider for the final touches:

• Proofread for Clarity and Tone: Read your letter carefully to ensure that it clearly states your resignation and expresses your gratitude. The tone should be professional and respectful throughout. It’s important that your letter leaves a positive impression.
• Check for Spelling and Grammar: Errors in spelling and grammar can detract from the professionalism of your letter. Grammarly can help you identify and correct errors, ensuring your letter is polished and mistake-free.
• Format Consistently: Ensure that your letter follows a consistent format in terms of font, spacing, and alignment. A well-formatted letter reflects your professionalism.
• Seek Feedback if Necessary: If you’re unsure about the tone or content of your letter, don’t hesitate to seek feedback from a trusted colleague or mentor. They can provide you with valuable insights and help you refine your letter.
• Print on Quality Paper (if Submitting a Hard Copy): If you’re submitting your resignation letter as a hard copy, print it on quality paper to enhance the professionalism of your document.

After your resignation letter is complete, you might begin crafting a farewell message to your fellow employees, explaining the circumstances and wishing them the best in all their future endeavors.

FAQs

What is the typical notice period for a job resignation?

A typical notice period for a job resignation is two weeks. However, this can vary depending on the company’s policy, your employment contract, or the level of your position. Some employers may require a longer notice period, especially for more senior or specialized roles.

How to write a resignation letter for mental health reasons?

Mental health is just as serious as physical health. Your mental health impacts all other areas of your life, and having to resign due to mental health concerns is nothing to feel ashamed of. How to write a resignation letter for mental health reasons is similar to how to write a resignation letter due to any other illness.

Address your resignation letter to your supervisor or HR, establishing that your resignation due to health reasons is effective starting from a specific date. Whether you want to mention that it’s for mental health is optional. Thank your employer for the opportunity, and offer transition help if it’s feasible. End the letter with gratitude and a respectful sign-off.

How to write a resignation letter due to family illness

If you are experiencing an illness in your family, you might need to resign from your job so you can focus all of your efforts on caring for your sick family member.

Begin your resignation letter by addressing it to your manager or HR department, stating that you are resigning due to a family illness, effective from a certain date. Briefly explain that caring for a family member requires your full attention, leading to your decision. Express your appreciation for your employer’s understanding and support, and if you’re able, offer to assist with the transition. Close the letter by thanking your employer for the opportunity of working with them, then sign off respectfully.

How can I use AI to help with writing a resignation letter?

Use Grammarly’s resignation letter generator to craft a well-formatted, professional resignation letter in just a few clicks. Then, use Grammarly to proofread for grammatical mistakes, punctuation errors, concision, and more.

The post How to Write a Resignation Letter Due to Illness appeared first on Grammarly Blog.

Embarking on a new adventure through relocation requires not just excitement and planning, but also the important step of crafting a resignation letter. This essential document is your opportunity to professionally communicate your departure due to relocation while expressing gratitude to your current employer.

In this post, we’ll distill the key elements of writing a succinct and respectful resignation letter. Whether you’re moving for personal, family, or professional reasons, our guide aims to streamline your transition and ensure you leave on the best terms possible.

Understanding resignation letters due to relocation

A resignation letter due to relocation is a formal letter to your manager telling them of your intention to leave the company. Many companies require this document so they have a paper trail of the terms and timeline by which you end your employment.

It’s important to craft a resignation letter due to relocation because it helps maintain positive relationships with those who will soon become your former colleagues. It also outlines a plan for the transition of your responsibilities.

How far in advance to notify your employer

Giving a notice period before you leave your job helps your employer get ready for your exit. Most companies hope for at least two weeks’ notice, but if you can let them know even earlier, that’s even better. When you give more notice, it’s not just about being considerate of your employer—it also makes things easier for you. With extra time, you can wrap up your projects comfortably and get all the necessary handover documents ready without rushing. This approach reduces stress for both you and your team, ensuring a smoother transition.

Some companies mandate a set notice period, so you should check your employment contract to see if you agreed to one. Contracts for executives, for example, could mandate that they notify their employers three to six months before they officially depart. If you did agree to a set notice period, that’s how far in advance to notify your employer. If you leave before your set notice period, you may be at risk of inadvertently violating your contract, which could have legal ramifications.

Crafting your letter of resignation due to relocation

Your resignation letter due to relocation should follow the same format as a business letter. It should be concise and written in a formal and professional tone. Consider thanking your manager and the company for the opportunity to work there.

Your resignation letter due to relocation should also contain the following points:

• The date
• Name of the company
• Name of the person you’re addressing the letter to (usually your immediate manager)
• A formal statement of your intent to resign due to relocation
• Your intended last day of work
• Appreciation for the company and your manager
• An offer to help with the transition
• Information about how the company can reach you in the future
• Your name

For help crafting a first draft of your resignation letter, try using Grammarly’s AI resignation letter generator. Simply enter who the letter will be addressed to and details about your unique situation, and get a well-formatted, professional letter in just a few clicks.

Example resignation letter due to relocation

Below is a sample resignation letter due to relocation:

[Today’s Date]

[Name of Company]

[Address of Company]

Dear [Name of Manager],

I would like to inform you of my intent to resign from my position as [Your Role Title] at [Company Name] due to the fact that I will be relocating. My last day at the company will be [last day of employment].

I am very grateful to have had the chance to work at [Company Name]. I would like to thank you for supporting me throughout my time here. I’m proud to have been a part of such a collaborative team, and I will miss working with you and our colleagues dearly.

I will help transition my duties to those who will be taking over my responsibilities. I intend to prepare documents and files and train anyone you suggest in order to facilitate a smooth offboarding process. If there’s anything I can do to assist the company during this time, please let me know.

I can be reached at [current address] until [date of last day at your current address]. After that, I can be reached at [new address]. As always, you can email me at [email address] or call me at [mobile telephone phone], as those will not change.

Thank you for understanding. I wish the company all the best in the future, and I hope we can stay connected.

Sincerely,

[Your Name]

Tips for your resignation letter due to relocation

Your resignation letter for relocation could be straightforward and simply cover the basic points listed above. It’s not necessary to share where you’re moving to, or even to what city you’re moving to. However, if you have a good relationship with your manager and would like to include more information about your situation, you should do so. This could facilitate a warmer handoff and serve as a type of farewell message to colleagues. Here are some tips on how to write a resignation letter that is both compliant and gracious.

Make sure it’s in letter format

Your resignation letter should adhere to the traditional letter format. Ensure it includes a recipient, the company’s name, the date, and your signature at the end. If your company has a specific letterhead, consider using it for an added touch of professionalism.

Verify the right channel of communication

Ask your direct manager or a human resources liaison if your company has policies around the communication channel to file your resignation letter. They may prefer that you submit a PDF resignation letter on personal letterhead, or they may be fine with you simply writing an email to your manager. If there is a preferred policy, be sure to follow it when submitting your resignation letter.

Don’t let your manager be the last to know

Moving is exciting and you may be tempted to discuss your plans with friends at work. If you do, let them know not to discuss your plans with others. You don’t want your direct manager to find out about your relocation before you have had a chance to tell them and officially deliver your resignation letter. They might feel that they were kept out of the loop or even disrespected if they hear about it from someone else.

Keep the tone professional

As a piece of business writing, your resignation letter due to relocation should be written in a professional and respectful tone, so it reflects well on you and maintains the positive relationships you’ve built during your tenure.

Proofread your letter

The last thing you want to do is leave on a sloppy note. Proofread your letter to make sure there are no typos, that it is concise, and that it strikes the right tone. Grammarly can help you at this stage—it can help catch typos, flag phrases that are not grammatically correct, identify out-of-place punctuation, and make suggestions to improve clarity and conciseness.

Tell your employer how they can reach you

You do not have to include your new address in your letter of resignation, but you should tell your employer how they can reach you in the future. Some employers need to know your mailing address so that they can send physical mail including important documents like tax documents. Ask an HR contact if that is preferred, and if so, inform them of your new mailing address. If you do not know your new address yet, let your employer know other ways to contact you, such as through your cell phone number or email.

FAQs on resignation letter due to relocation

How should I communicate my resignation due to relocation to my employer?

You should communicate your resignation due to relocation through an official resignation letter clearly indicating the last day of your employment. This letter should also state that you intend to move somewhere (although you do not need to include details about where) and that you’ll offer to assist the company with transitioning your tasks and responsibilities.

How can I ensure a smooth transition when resigning due to relocation?

You can ensure a smooth transition when resigning due to relocation by completing as many projects and tasks that you can during your notice period. You should also create offboarding documents to help prepare those who will be taking over your projects, help train your successor, and offer to help with anything else the company might need in order to ensure as little disruption as possible.

How can I use AI to help with writing a resignation letter due to relocation?

You can use Grammarly’s AI resignation letter generator to help craft your resignation letter. Simply enter the name of the person your letter will be addressed to and key details about your resignation, and get a fully formatted, professional resignation letter in seconds.

The post How to Write a Resignation Letter Due to Relocation appeared first on Grammarly Blog.

Whether you’re aiming to impress a potential employer, articulate a request, or lodge a formal complaint, knowing how to write an effective formal letter is key to ensuring your message is received with the attention it deserves. From the perfect opening to a polished conclusion, we’ll guide you through the essentials of crafting a letter that communicates your message effectively and professionally for any circumstance.

What is a formal letter?

A formal letter is a type of written communication that sticks to a set structure and tone. It includes specific elements like the sender’s and recipient’s addresses, a formal greeting, and a closing statement. Formal letters are often used for job applications, official complaints, or business inquiries.

While these letters follow a strict formal letter structure, have a clear objective, and maintain a professional tone, informal letters can be conversational and personal. They can be written to friends, family, or acquaintances and include personal news, congratulations, invitations, or any other personal topics.

There are many types of formal letters. Some formal letter examples include:

• Cover letter
• Offer acceptance letter
• Professional thank you letter
• Business letter
• Sales letter
• Termination letter
• Letter of intent
• Letter of recommendation

When you think of a formal letter, you probably imagine a handwritten or typed document that gets written, signed, stamped, and then sent through the mail. But formal letters can also be delivered through email, depending on how urgent the situation is and the preferences of the receiver and the sender.

However you choose to send your formal letter, the intention should remain the same: to clearly and effectively communicate the topic at hand in a clear, professional manner.

When do you send a formal letter?

Formal letters are sent in situations that require a professional approach or official communication. Here are examples of these instances:

• Job applications
• Sending a resignation letter
• Making formal requests or inquiries to a company
• Lodging complaints
• Communicating with government agencies
• Conducting official business transactions
• Addressing individuals you do not have a personal relationship with

What are the parts of a formal letter?

Header (date/address/return address)

Date: When you write a formal letter, it’s crucial to include the date on which you wrote it. This information is essential for time-sensitive communication.

Address: Write the recipient’s full address, including their PO Box number or office suite.

Return address: Include your company’s full address. This makes it easy for the recipient to send a response.

Salutation

In a formal letter, the standard salutation is “Dear” followed by the recipient’s title and last name. Begin your letter with “Dear [recipient’s name]” and add a comma after the name. When you cannot determine the recipient’s name, you may address the letter to their title.

Body

The body paragraphs are the main text of the letter. In these paragraphs, the sender outlines the purpose of the letter. It includes these sections:

• An introductory paragraph that states the letter’s main purpose and, if necessary, introduces the letter writer.
• One or more middle paragraphs that discuss the letter’s subject in greater detail. It’s important to organize this section logically, with each paragraph addressing a specific point or aspect of your overall message.
• A final paragraph that summarizes the key points and, if applicable, indicates the next steps. This could involve suggesting a meeting, requesting a response, or expressing anticipation for resolving the matter at hand. The final paragraph is also an appropriate place to offer thanks to the recipient for considering your message or for their time and attention.

Closing

After the body section, close the letter with a simple, professional sign-off. Polite ways to end the letter include the following sign-offs:

• Sincerely
• Best regards
• Respectfully

Signature

The final component of a formal letter is your signature. Include your full name and job title if relevant, followed by your wet signature and printed name.

How to write a formal letter in six steps

Writing a formal letter doesn’t need to feel daunting. There’s a simple six-step process you can stick to in order to keep things easy. Follow this tried-and-true method to efficiently and effectively structure formal correspondence:

1 Plan Your Message: Before you begin writing, take a moment to clarify your purpose. What are you hoping to achieve with this letter? Who is your audience? Understanding these aspects will guide your tone and content.

2 Start With a Proper Format: Formal letters have a specific layout that includes the sender’s address, date, recipient’s address, salutation, body, close, and signature. Align your text to the left and use a professional font like Times New Roman or Arial. Make sure your writing is single-spaced, with a blank line between paragraphs. There should be a two-inch margin at the top and bottom of the document and a one-inch margin on both sides.

3 Craft a Clear Opening: Your first paragraph should immediately inform the recipient of the letter’s purpose. Keep it concise and to the point; there’s no need for lengthy introductions.

4 Develop the Body: In the body, detail your request, question, or the information you’re conveying. Use separate paragraphs for each main point to keep your letter organized and easy to read. Support your statements with facts or specific examples where necessary.

5 Conclude Effectively: Summarize your letter’s main points and clearly state any action you expect from the recipient, such as a reply by a certain date or a meeting request. Finish with a polite closing, such as “Sincerely” or “Best regards,” followed by your signature and printed name.

6 Review: Before you send out your letter, take the time to proofread it. A formal letter isn’t just formatted correctly—its grammar, punctuation, and spelling should also be mistake-free. Run a grammar check, and consider your tone to ensure that you sound professional.

Grammarly’s formal letter generator can help you write a formal letter in a few clicks. Just enter a few key details and Grammarly will generate a draft that you can further tailor to your needs.

Common mistakes to avoid

When adhering to the formal letter format, it’s essential to avoid common mistakes that can undermine your professionalism, including:

• Sounding too casual and using informal phrasing, slang, or jokes
• Inconsistent formatting
• Failing to proofread before sending
• Using outdated or incorrect contact information
• Omitting a call to action

Avoiding these mistakes will help ensure that your formal letters are both professional and effective, increasing the likelihood of achieving your desired outcome.

Formal letter template

[Your Name]

[Your Address]

[Your email address]

[Your phone number]

[Date]

[Recipient’s Name]

[Recipient’s Title and Position if applicable]

[Recipient’s Company if applicable]

[Recipient’s Address]

Dear [Recipient’s Name],

[Opening paragraph: Introduce yourself and state the purpose of your letter. Provide any relevant background information or necessary context.]

[Body paragraphs: Use topic sentences to introduce the main ideas of your letter. Elaborate on additional details relevant to your purpose for writing.]

[Closing paragraph: Summarize the key points, express appreciation or interest, and directly state any desired follow-up actions.]

Sincerely,

[Your Printed Name]

[Your Typed Signature]

Formal letter example

John Smith Sales Manager AcmeCo 123 Business Rd. Business City, CA 12345 555-555-4567 john.smith@acmeco.com March 11, 2024

Samantha Green Procurement Officer InnovateTech Solutions 456 Industry St. Market Town, MT 67890

Dear Ms. Green,

I hope this letter finds you well. My name is John Smith, and I am the Sales Manager at AcmeCo, a leading provider of innovative solutions designed to enhance operational efficiency and drive business growth. At AcmeCo, we pride ourselves on delivering high-quality products and services tailored to meet the unique needs of our clients.

I am reaching out to introduce you to our latest product offering, the AcmeCo Efficiency Booster. This solution has been specifically developed to address common challenges faced by tech businesses. It offers a range of features designed to optimize workflows, reduce operational costs, and improve overall productivity.

Many of our clients have already seen significant benefits from implementing the AcmeCo Efficiency Booster, reporting an average increase in productivity of 25% within the first three months of use. We believe that InnovateTech Solutions could experience similar, if not greater, improvements by integrating our solution into your operations.

We are confident in the value that the AcmeCo Efficiency Booster can bring to your organization and would be delighted to provide you with a comprehensive demonstration at your convenience. Additionally, we are offering an exclusive introductory discount to new clients interested in exploring the potential of our product.

Please feel free to contact me directly at 555-555-4567 or via email at john.smith@acmeco.com to schedule a demonstration or to discuss how AcmeCo can contribute to the success of InnovateTech Solutions. We are looking forward to the opportunity to partner with you and support your company’s growth objectives.

Thank you for considering AcmeCo as your partner in achieving operational excellence. We are excited about the prospect of working together and are committed to providing you with the best possible service and support.

Sincerely,

John Smith Sales Manager AcmeCo

Enclosures: Product Brochure, Customer Testimonials

The post How to Write a Formal Letter: Format, Examples, and Tips appeared first on Grammarly Blog.