9 proper ‘personal reason’ resignation letters (plus tips)
Thinking of leaving your company soon? You might have seen the signs that it is time to move on. You may have encountered urgent circumstances that require a change. Whether in Singapore or elsewhere, you must turn in a resignation letter.
A “personal reason” resignation letter is a formal letter written by an employee to their employer to notify them of their intention to resign. These personal reasons can include health issues, family emergencies, or personal matters that require you to prioritise your personal life over your work.
Resigning properly and professionally is crucial to maintaining a good relationship with the employer and leaving a positive impression. Remember: Resigning is about ending the current job while preserving the professional network and references. These may still be needed in future job searches.
A resignation letter records the employee’s intention to leave and sets the tone for the remainder of the notice period.
A well-written resignation letter allows you to properly communicate your departure to your employer and colleagues. It provides an opportunity to express your gratitude and offer assistance with the transition. It can also discuss any necessary handover of responsibilities. This helps ensure a smooth transition for both the company and your successor.
Most employment contracts or company policies require a notice period before leaving a job. In Singapore, you must file a resignation letter and serve the notice period. That said, the Ministry of Manpower (MoM) says that employees may pay compensation instead of serving notice. The notice period may also be waived altogether by mutual consent between you and your employer.
Filing a resignation letter can communicate your desire to give your organisation enough time to deal with your departure and find your replacement.
The article will discuss the critical elements of a personal resignation letter. These include the tone and structure of the letter, your reason for leaving, and the notice period. Read on for tips on drafting a resignation letter. Here are samples you can use to step away while remaining on good terms with your employer.
- When to write a ‘personal reason’ resignation letter
- Handing in your ‘personal reason’ resignation letter
- How to format a ‘personal reason’ resignation letter
- Common mistakes to avoid when writing a simple resignation letter
- Examples of good ‘personal reason’ resignation letters
- Conclusion
- FAQs
When to write a ‘personal reason’ resignation letter
There are several reasons for writing a “personal reason” resignation letter. Here are some of them:
Health issues
A worker may need to write this resignation letter due to health issues. These can mean a personal medical condition that requires attention, or the medical condition of a family member who requires your care. This may also refer to an employee’s physical or mental exhaustion that may require them to take time off work.
Family concerns
Many professionals in Singapore are responsible for caring for their family members. A valid reason to resign is to attend to family obligations or move closer to family.
Pursuing further education
Employees may leave their current job to pursue further education that will help them climb the ladder or provide fulfilment. These may include a master’s degree, a doctoral degree, or other educational pursuits that require full-time attention.
Relocation
One may resign due to a spouse or partner’s job relocation or a desire to move to a different city or country. You may also need to relocate to care for a family member who lives far away.
Personal growth and development
An employee may feel that they have reached their potential in their current job. You may wish to explore other opportunities to develop your skills or add to your experience. These opportunities include starting a business or switching careers.
Burnout
Overwork, a toxic work environment, or excessive work-related stress can lead to burnout. This can result in physical and mental exhaustion. Employees may resign to focus on their well-being or take a break to recover.
Ethical or moral conflicts
Employees may feel that their values or beliefs don’t align with those of the company. This can prompt them to resign to avoid compromising their values.
Retirement
This reason is common among employees who have reached retirement age.
Other personal reasons
Other reasons include pursuing personal interests, starting a family, or needing a break from work.
Handing in your ‘personal reason’ resignation letter
Timing considerations
Depending on the circumstances, you may need to write a personal reason resignation letter immediately. Suppose you have experienced a significant life event requiring immediate attention, such as a family emergency or health issue. You need to inform your employer as soon as possible, especially if you can no longer work effectively in your current position.
Proper notice period
If you have decided to leave your current job, write a “personal reason” resignation letter to inform your employer of your intentions. Give your employer a proper notice period to allow them time to find a replacement. This will ensure a smooth transition of your responsibilities. According to the MoM, your notice period will depend on your length of service:
- Less than 26 weeks – one day
- 26 weeks to less than 2 years – one week
- 2 years to less than 5 years – 2 weeks
- More than 5 years – 4 weeks
Taking care of work responsibilities before leaving
Even if you are set on leaving soon, you need to handle your work responsibilities professionally and responsibly. Complete outstanding tasks, provide necessary information and guidance to colleagues taking over your responsibilities, and ensure a smooth handover of your duties.
Tips for writing a ‘personal reason’ resignation letter
- Keep it brief and professional. When writing a “personal reason” resignation letter, keep it concise. Your letter should clearly state your intention to resign and your notice period. Cite the reason for your resignation, and do so respectfully and professionally.
- Provide context but avoid oversharing. While it is important to provide a general reason for your resignation, avoid oversharing personal details irrelevant to your resignation. For example, you can leave out issues such as sensitive family matters. These may not be directly related to your reason for resigning. Focus on your decision to leave and how you plan to help with the transition.
- Express gratitude. Being grateful for the opportunities and experiences while working for the company is an important aspect of a resignation letter. Doing so helps maintain a positive relationship with your employer and colleagues. It shows appreciation for the time spent in the position.
- Offer to help with the transition. Offering to help turn over your responsibilities to your replacement or colleague is a professional way to ensure your employer is left in good standing. Doing so shows that you are committed to a smooth handover and willing to help.
- Avoid negativity or criticism. Even if your reasons for leaving are negative, keeping your tone professional and respectful is important. Focus on the positive aspects of your role and avoid negative comments about your employer or colleagues.
- Use a respectful and polite tone. Doing so shows that you are leaving on good terms and value the professional relationships you have established during your time in the role.
How to format a ‘personal reason’ resignation letter
- Date and contact information: Include the date you wrote the letter and your manager or employer’s full name.
- Salutation and opening paragraph: Use a cordial salutation such as “Dear” and immediately signify your intent to resign in the first paragraph while being respectful.
- Main body paragraph(s): Explain your reasons for leaving so you can provide context. Take this opportunity to mention your positive experiences and takeaways at the company.
- Closing paragraph and next steps: In this part, offer to help with the transition as you move out of the company. Ask how you can be of help in the coming weeks.
- Closing salutation and signature: Thank your employer for your experiences and lessons learned during your tenure. Sign off with your full name and signature.
Common mistakes to avoid when writing a simple resignation letter
While writing a resignation letter, steer clear of common errors that can harm your professionalism and relationships:
Grammar mistakes: Double-check your resignation letter for grammar and spelling issues. Mistakes can lessen the overall quality and professionalism of your letter.
Being too unclear or too detailed: Find a middle ground between giving needed details and keeping things appropriately private. Don't be so vague that it confuses people. But also avoid sharing too many specifics, which could lead to tension or discomfort.
Damaging relationships: Avoid expressing negativity or criticism in your resignation letter, even if you had hard times in your job. Keep a positive and professional tone to preserve good relationships for future opportunities.
By avoiding these typical errors, you can ensure your resignation letter is clear, professional, and leaves a good impression as you move on from the company.
Things to consider before submitting the letter
- Check your contract: Know your contract's rules about notice periods and how to quit.
- Timing: Pick the right time to resign so it fits your contract and allows a smooth change. Also, give your employer a few weeks notice. This allows them more time to find a replacement.
- Be ready for a talk: Consider what your boss might ask or worry about and be prepared to discuss your choice professionally.
- Tell coworkers: Before you resign, let your coworkers affected by your leaving know, either in person or in a separate message.
- Prepare for handover: Sort your work so it's easy to hand over to your coworkers or successor when you leave.
- Pack up: Collect your stuff from your work area and return any company property before your last day.
- Inform external parties (if needed): If needed, tell outside contacts, clients, or stakeholders that you're leaving and give them other contacts.
Examples of good ‘personal reason’ resignation letters
Health-related reasons
[Date]
Dear [Manager’s Name],
I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective [Date]. I have enjoyed my time here at the company, and it is with a heavy heart that I must leave my role. This is due to a health condition I have been diagnosed with, which requires my full and immediate attention.
I have made this decision after careful consideration and feel that it is the best course of action for me now. I will always be grateful for the opportunities and experiences I have gained while at the company.
I understand that my departure may cause some disruption to the company, and I would like to offer my assistance in ensuring a smooth transition for my replacement. Please let me know how I can assist in the coming weeks.
Thank you again for the opportunity to work with a wonderful team. I have truly enjoyed my time here and will never forget my experience at [Company Name].
Sincerely,
[Your Name]
Family reasons
[Date]
Dear [Manager’s Name],
I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective [Date]. After careful consideration, I have decided to leave my role due to personal family reasons that require my immediate attention.
While this was not an easy decision to make, with a heavy heart, I feel this is the best course of action for me. I will always be grateful for the opportunities and experiences I gained at the company.
I understand that my departure may cause some disruption to the company, and I would like to offer my assistance in ensuring a smooth transition for my replacement. Please let me know how I can assist in the coming weeks.
Thank you again for the opportunity to work with a beautiful team. I have truly enjoyed my time here and will never forget my experience at [Company Name].
Sincerely,
[Your Name]
Pursuing further education
[Date]
Dear [Manager’s Name],
I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective [Date]. I have recently been accepted into a graduate program and must leave my current position to focus on my academic pursuits.
I would like to express my gratitude for the support, encouragement, and guidance I have received during my time here. I am thankful for the experiences and opportunities I gained while working with such a talented team.
I will do everything possible to ensure a smooth transition of my responsibilities and to complete any outstanding projects before my departure. Please let me know if there are any areas where I can assist during this process.
Thank you for understanding my situation and for the support you and the company have shown me during my time here. I am confident that the skills and experiences I have gained will serve me well in my academic pursuits and future career.
Sincerely,
[Your Name]
Relocation
Dear [Manager’s Name],
I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective [Date]. My family and I are moving to [City, Country], which means I must leave my current position.
I would like to express my gratitude for the encouragement and guidance I have received during my time here. Working with such a talented team has been a privilege, and I am thankful for the experiences and skills I have gained.
I will do everything possible to ensure a smooth transition of my responsibilities and to complete any outstanding projects before my departure. Please let me know if there are any areas where I can assist during this process.
Thank you for understanding my situation and for the support you and the company have shown me here. I am confident that the skills and experiences that I have gained will serve me well in my future endeavours.
Sincerely,
[Your Name]
Personal growth and development
[Date]
Dear [Manager’s Name],
I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective [Date]. After much thought and reflection, I have decided to take a step towards personal growth and development by pursuing a new career path.
I would like to express my gratitude for the opportunities and guidance I have received here. Working with such a talented team has been a privilege, and I am grateful for the experiences and skills I have gained.
I will do everything possible to ensure a smooth transition of my responsibilities and to complete any outstanding projects before my departure. Please let me know if there are any areas where I can assist during this process.
Thank you for understanding my situation, and for the support you and the company have shown me during my time here. I am confident that the skills and experiences that I have gained will serve me well in my future endeavours.
Sincerely,
[Your Name]
Burnout
Dear [Manager’s Name],
I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective [Date]. With a heavy heart, I have realised that I need to take some time away from work to focus on my health and well-being. After much thought and reflection, I believe this is the best course of action for me now.
I sincerely thank the company for the opportunities, assistance, and guidance I have received. Working with such a talented team has been a privilege, and I am grateful for the experiences and skills I have gained.
I will ensure a smooth transition of my responsibilities to my replacement and will complete any outstanding projects before my departure. Please let me know if there are any areas where I can assist during this process.
Thank you for the support and trust you and the company have shown me during my time here. I am confident that taking this time away from work will enable me to return to the workforce with a renewed perspective and focus.
Sincerely,
[Your Name]
Ethical or moral conflicts
[Date]
Dear [Manager’s Name],
I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective [Date]. After much thought and reflection, I have decided to take this step due to an ethical conflict that I have been experiencing in my role.
I would like to express my gratitude for the opportunities, assistance, and guidance that I have received. Working with such a talented team has been a privilege, and I am grateful for the experiences and skills I have gained.
However, recent events have made me realise that I can no longer continue to work for the company due to a conflict between my personal beliefs and the values and practices of the organisation. With a heavy heart, I must make this decision as I feel it is the right one for me now.
I will do everything possible to ensure a smooth transition of my responsibilities and to complete any outstanding projects before my departure. Please let me know if there are any areas where I can be of assistance during this process.
Thank you for understanding my situation and for the support you and the company have shown me during my time here. I am confident that the skills and experiences that I have gained will serve me well in my future endeavours.
Sincerely,
[Your Name]
Retirement
[Date]
Dear [Manager’s Name],
I am writing to inform you of my retirement from my position as [Job Title] at [Company Name], effective [Date]. After [number of years] years of service, I have decided that it is time for me to move on to the next phase of my life.
It has been an honour and a pleasure to work for [Company Name], and I am grateful for the support and guidance I received during my time here. I have enjoyed the challenges and opportunities that my position has offered, and I am proud of the contributions that I have made to the company.
I would like to take this opportunity to express my heartfelt gratitude to the management team, my colleagues, and the staff for their support and cooperation throughout my career. I will always cherish the memories I have made while working with the company.
I am committed to ensuring a smooth transition and will do my best to complete my remaining responsibilities. Please let me know if there are any particular areas that you would like me to focus on during this transition period.
I sincerely thank you for the meaningful experience that I have had at [Company Name]. I will take these memories with me, and I wish the company continued success in the future.
Sincerely,
[Your Name]
Other personal reasons
[Date]
Dear [Manager’s Name],
I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective [Date]. Although working with the company and the team has been a pleasure, I have decided it is time for me to move on due to personal reasons.
While I cannot disclose the details of these reasons, I want to assure you that this decision was not made lightly. I have weighed the pros and cons of leaving the company and have concluded that it is the best decision for me at this time.
I am grateful for the opportunities I have been given while working for the company, and I would like to express my appreciation for the support and encouragement I have received from my colleagues and superiors.
I am committed to ensuring a smooth transition and will do my best to complete my remaining responsibilities before my departure. Please let me know if there are any particular areas that you would like me to focus on during this transition period.
Thank you for your understanding and support during this difficult time. I have valued my time at the company and am certain these experiences will guide me in my future endeavours.
Sincerely,
[Your Name]
Conclusion
Overall, it is important to write a “personal reason” resignation letter when leaving a job to show respect and professionalism.
When writing a resignation letter for personal reasons, use a polite tone to show civility and respect. Keep the focus on your decision to leave. Also, help them ensure a smooth transition for your employer and colleagues. Don’t forget to thank your employer for the opportunities and experiences you gained while working for the company.
Avoid any negativity or criticism against your employer or colleagues, and focus on the positive aspects of your time in the company. Even if the reasons for your departure are unpleasant, it helps to maintain cordial relationships with your employer and colleagues. This can be beneficial, and can open doors for you in the future.
FAQs
What should I include in a personal reason resignation letter?
A personal reason resignation letter should include a clear statement of your intention to resign, the reason for your resignation, and the notice period you provide. Express gratitude to your employer for the opportunities and experiences gained while working for the company and assure everyone that you will do everything possible to ensure a smooth transition of your duties.
How much notice should I give when resigning for personal reasons?
It is customary to provide at least two weeks’ notice when resigning, regardless of the reason. However, suppose the personal reason requires immediate attention. In that case, provide as much notice as possible or discuss with your employer to come to a mutually agreeable notice period.
Should I explain my personal reasons for resigning in detail?
It is not necessary to provide a detailed explanation of your personal reasons for resigning, as it is a personal matter. However, providing a general reason to your employer to ensure transparency and maintain a positive relationship with them is crucial.
Should I speak to my employer before submitting a resignation letter?
Speaking with your employer in person or through a video call is recommended to inform them of your intention to resign and the reasons behind it. This allows for more personal and respectful communication rather than submitting a letter without prior notice.
How should I handle my remaining work responsibilities after resigning?
You should continue to fulfil your work responsibilities to the best of your ability until your last day. You should also work with your employer to ensure a smooth transition of your duties to your replacement or other colleagues.
Can I rescind my resignation if I change my mind?
It is possible to rescind your resignation if you change your mind, but it depends on the employer’s decision to accept the rescindment. Think your decision through before submitting the letter to avoid confusion and misunderstanding.
Should I mention my reasons for resigning in my exit interview?
It is optional to mention your reasons for resigning in the exit interview, but it can be helpful for the company to receive feedback on areas of improvement. However, if your reasons for resigning are negative, it is recommended to keep the feedback constructive and professional.
How can I maintain a positive relationship with my employer and colleagues after resigning?
You can maintain a positive relationship by being professional and respectful throughout the resignation process, offering to help transition your duties, expressing gratitude to your colleagues and employer for the opportunities and experiences gained while working for the company, and keeping in touch with them after leaving. Maintaining a positive relationship for potential future job opportunities or references is important.
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