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Learn more about Employee Resignation Letter in Singapore

When you plan to leave your job, writing an employee resignation letter is an important part of the process. Regulations mandate that employees who resign from their jobs must inform the employer by way of an employee resignation letter before their last day at work. Being able to write a good employee resignation letter can help ensure that you end the relationship positively and may also get you a good reference for future employment. In this article, we what a employee resignation letter is, how to write one and provide a template and samples for a variety of scenarios.

Table of contents

What is an employee resignation letter?

An employee resignation letter is an official document that notifies your employer of your intention to quit your position. If you are covered under the Employment Act, the Ministry of Manpower by-law holds that you have a legal obligation to give your employer a notice letter to terminate your position. That notice is an employee resignation letter, which can either be a resignation email or a formal employee resignation letter on paper.
It’s a good idea to notify your manager directly before sending your employee resignation letter to give them time to prepare for your departure, find someone to replace you and ensure a smooth transition. If you are unable to see your manager in person, such as if you work remotely, you can have this conversation on the phone or through a video meeting.
An employee resignation letter typically includes the following information:

➤ Your name
➤ Date of resignation
➤ Reason for resigning
➤ Appreciation
➤ Duration of the notice period
➤ An offer for transition assistance
➤ Signature

Why are resignation letters important?

When you decide to resign from your job, it’s essential that you do so with grace and professionalism. An employee resignation letter serves as a professional courtesy to your employer that you intend to leave your position and provides your manager with vital information to help with the transition, such as when your last day with the company will be and what is needed before you leave. Human resources departments also use employee resignation letters to keep a record of your employment with the company.

How to write an employee resignation letter?

Writing an employee resignation letter is a simple process. However, before writing your letter, it’s important that you speak with your direct supervisor or HR department to ensure you’re following any procedures your company has in place regarding resignations, such as what information to include in your letter and how and where you should submit it.
Follow these steps to write an employee resignation letter:

➤ Note the date and time
➤ Start with an address line
➤ Write your statement of resignation
➤ Include your last day of work
➤ Provide a statement of gratitude
➤ Include next steps or other important information
➤ Close with your signature

1. Note the date and time

The time, date and other details are typically included in business letters to provide timestamps. This information isn’t necessary to include in an email since it is included digitally. However, if you plan to type a letter and give a physical copy to your supervisor or HR department, include this information at the top of the page.

2. Start with an address line

Next, address the recipient of your letter by name. This will likely be your supervisor or HR manager, depending on your company’s specific processes. You can use greetings like ‘Dear’, ‘Hello’, or simply ‘Mr/Ms [supervisor’s last name]’.

3. Write your statement of resignation

The next step is to provide a formal statement of your intention to resign from your position.

4. Include your last day of work

While two weeks’ notice is standard for most companies, your employer may have certain instructions for when your final day of work should be. Ask your supervisor first, then list the date and weekday of your last day.

5. Provide a statement of gratitude

When resigning from a position, it’s a good idea to maintain a positive relationship with your employer. You can help create a more peaceful transition by including a few sentences about your gratitude for the company.

6. Include next steps or other important information

Make sure to include information about your transition that the recipient should know. This information can be discussed with your supervisor beforehand, but if you’re not sure, simply offering to assist with the transition will be appreciated.

7. Close with your signature

Finally, conclude the letter with a closing statement like ‘Sincerely’, or ‘Thank you’ and your signature.
You have decided to move on to a different role elsewhere for better career prospects. Perhaps you’ve found a new job, want to freelance, or make a career switch. Regardless of your reasons, your next step is to pen that resignation letter.
Whether in Singapore or elsewhere, the employee resignation letter is proof of your intention to leave the company, which is then officially documented. It is usually an HR policy across most, if not all, firms, as it is professional and ensures a systematic exit process.

What are the elements to keep in mind in an employee resignation letter?

1. Express intention to resign

When it comes to an employee resignation letter, your employer prefers one that is straight to the point. This means you can leave the sugarcoating aside and kick it off with your intention to resign from the respective position you are currently occupying.
Perhaps you may have shared your reasons for leaving, via a call or a face-to-face chat. Nonetheless, there’s no need to go into detail about them in this letter.

2. Last day of employment

According to your employment contract, you would know the length of notice you are required to provide should you tender your resignation.
Following that, calculate your estimated last day of employment, minus any pending leave which you do not intend to encash. With that, it is still important for your HR to confirm and get back to you on your official last day.

3. Express your gratitude

No matter the length of time you have spent with the company or the experiences you have had, it is always good to express your thanks to your boss and team.
This ensures you leave on a positive note and avoid including any critiques or complaints in the letter. Should there be any, you can bring them up to the respective department or during the exit interview with HR.

4. Offer to assist in exit formalities

Since the transition can be hectic, especially during a busy period, it is vital that you take a proactive role in assisting in all exit processes and formalities.
They may include anything from detailed handovers, filing, and project completion to exit interviews.
You may also offer to train a replacement should they be able to hire one, before you leave the company.

5. Provide your contact information

Even as you leave, maintaining a connection with the company is key, especially with your boss as it will go a long way in the future.
Perhaps your boss has moved on to a different organisation and has a vacancy he/she thinks you’d excel in, or you need a job change sometime in the future and want to return to the organisation.
You can stay connected by providing your contact information, such as your handphone number, email address, and LinkedIn profile.

Can your employer reject your resignation letter in Singapore?

According to the Employment Act in Singapore, as long as employees intend to resign, either with notice or compensation with salary in lieu, the employer cannot prevent them from leaving the job.

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