Making the decision to leave at the end of your probation period might stir a mix of emotions, including guilt and a tint of awkwardness. It's normal to grapple with these feelings, especially after putting in so much effort to secure and adapt to the position.
An end of probationary period resignation letter will help you resign in one piece.
Whether your decision stems from unfulfilled expectations, a mismatch in values, or a desire for a different direction, your resignation letter is a step towards honoring your career goals and well-being.
Sample End of Probationary Period Resignation Letter
How to Write a Resignation Letter for the End of Probationary Period
Here’s how to craft an end of probationary period resignation letter:
- Include contact information. Add personal contact details into the header of your resignation letter.
- Address the right person. Greet your supervisor or the person overseeing your probation. If protocol requires, also copy HR or the relevant department.
- State that you’re resigning. Begin with a straightforward statement of resignation, such as "I am writing to inform you of my decision to resign from my position as [Your Job Title] at [Company Name], effective [Specific Resignation Date]."
- Mention the reason for your decision. Briefly state the reason for your resignation, focusing on your professional journey rather than the shortcomings of the position. For instance, "After careful consideration, I have decided that this role is not the best fit for my career goals."
- Acknowledge your experience. Mention any positive experiences or learning opportunities you had.
- Thank the company. Show appreciation, even if it didn't work out. Regardless of your reasons for leaving, be grateful to your team and organization for the opportunity.
- Offer to assist in the transition. Show your willingness to help during the transition period by offering to hand over responsibilities, train a replacement, or complete pending tasks.
- Sign off. End with a standard closing such as “Sincerely” or “Best regards.”
Let’s go through each of the steps below.
1. Include your contact details
The header of your resignation letter includes the following personal contact information:
- Full Name
- Location
- Phone Number
- Email Address
- Date
- Company Name
2. Address the right person
Formally greet your manager using their last name:
- Dear Mr. Jones
- Dear Mrs. Hughes
- Dear Ms. Wanderwald
3. State that you’re resigning
Write down your intent to resign and mention your final day of employment. Here are a few examples:
- I am writing to announce my resignation. My last day of work will be at <date>.
- It is with regret that I must inform you of my resignation. As per the contract, the date of resignation will be on <date>.
- Please accept this letter as my formal resignation, effective <date>.
You can follow this up with a short sentence that expresses a positive sentiment of your experience.
4. Mention the reason for your decision
Provide a general reason on why you’re moving on. It can be as simple as stating that you’re resigning because of other career opportunities, or even just for personal reasons.
No need to get into the specifics. Explaining your reasons in full detail isn’t mandatory and typically not advisable.
5. Acknowledge your experience
Did you enjoy your time at the company as an employee, or was it a slight disappointment?
Express your point of view sincerely. If it’s positive, share some of the top factors that made your experience worthwhile.
If your experience was negative, you can suggest areas of improvement in a constructive manner. Not comfortable doing so? No worries. Instead, share your feedback in an exit interview.
In either scenario, maintain your professionalism and avoid personal criticism.
6. Thank the company
Gratitude adds a positive touch to your resignation. Take a moment to show some appreciation by doing one or more of the following:
- Thank the company for giving you the opportunity to work for them.
- Share what you liked most about the company culture.
- Acknowledge your personal growth.
7. Offer to assist in the transition
Show your willingness to help during the transition period by offering to hand over responsibilities, train a replacement, or complete pending tasks.
Conclude your letter on a hopeful and professional note, wishing the company and your colleagues well in the future.
8. Sign off
End your resignation letter with a professional sign-off:
- Yours sincerely
- Sincerely
- With gratitude
- Regards
How to Quit Your Job the Right Way at the End of Your Probation Period
The best-case scenario is to leave your job gracefully and stay on good terms with the people you’ve worked with.
Even after your resignation, your former colleagues or managers could still offer valuable support by doing a few things:
- Leaving a good reference
- Writing you a recommendation letter
- Referring you to their network
- Reinforcing your professional reputation
Quitting at the end of your probation period can indeed feel quite challenging and maybe even a bit disheartening. It's a significant decision, which is why it’s so important to get it right.
Finish all your tasks
Your professionalism during the probation time period leaves a lasting impression. It’s crucial to do the following:
- Complete all pending work.
- Organize your workspace.
- Prepare handover notes for a smooth transition.
This approach demonstrates responsibility and respect for the team and the project you've been a part of.
Be transparent in your communication
Explain your decision to leave in a straightforward manner with your manager. Acknowledge the opportunity you've had, what you've learned, and express your gratitude. Aim to be factual and respectful while avoiding emotional language.
Focus on the positives
Highlight the positive and memorable experiences you had in the company. Refrain from detailing any negatives. Focus on your career path and professional growth for a graceful exit.
Uphold high professional standards
The end of your probation period is not a conclusion. It’s a stepping stone to your next professional endeavor. Approach it the same way as you would with any significant career decision.
That means not sharing detailed grievances with colleagues or gossiping about any negative experiences. If there’s any dissatisfaction, bring it up in an exit interview or meeting with your manager.
How Much Notice of Resignation Should You Give?
Give at least a 2-week notice period to your employers.
It’s courteous to let managers know in advance that you’re resigning so that they can prepare for a seamless transition. Leaving your job without any prior notice may cause a dispute and damage your reputation as a professional.
Resignation letter with immediate effect
An abrupt departure can be sensitive unless there’s a valid reason.
Immediate exits aren’t impossible. However, the probation period is a time for both you and the employer to assess whether it’s a good fit. Think about the consequences and potential legal repercussions of your decision.
Here are a few examples of circumstances that may warrant immediate resignation:
- Health concerns: your physical and mental health is suffering severely.
- Ethical dilemmas: any practices or behaviors that ethically conflict and go against your core values could be a reason for a departure with immediate notice.
- Workplace misconduct: witnessing or being a victim of any form of inappropriate behavior.
Double-check your employment contract to prevent any legal ramifications.
Resignation letter with standard notice period
Your probation period is a time of mutual evaluation — for you and the company. Should you decide it's not the right fit, it's both professional and courteous to abide by the agreed-upon terms of your notice.
In your resignation letter, clearly state your last day of work and ensure it aligns with the notice period in your agreement.
Resignation letter with early notice
Giving notice weeks or days in advance beyond the standard period outlined in your employment contract is considered early.
An extended notice can be thoughtful and reflective of your respect for the company by giving them more than enough time to plan for your departure. This is particularly helpful when your role is integral to ongoing projects or team operations.
Extending this courtesy is a good thing. Even so, be clear about your intentions.
How Long Should Your Resignation Letter Be?
As short as 2–3 paragraphs is more than enough. Unless you’d like to provide some feedback on your experiences, you can add more details in the main body of your resignation letter.
Summary
Let’s recap on how to write a resignation letter at the end of your probation period to your manager:
- Put your contact details in the header.
- Greet your manager or supervisor.
- State your intent to resign and last day of work.
- Provide a brief reason for your resignation.
- Share any thoughts about your experience.
- Show appreciation.
- Express your willingness to help ease the transition process.
- End with a formal sign-off.
And there you have it!
Now, you have all the steps to write a professional resignation letter that allows you to respectfully take the next step in your career.
FAQs
Do I need to include a reason for leaving during probation?
It’s advisable to include a brief reason for leaving in your letter of resignation. However, the main focus of a resignation letter is on your decision to leave. Discussing the specifics would be better in a 1-1 meeting with your manager or during your exit interview.
Is it okay to resign from a new job during your probation period?
Yes, it is perfectly acceptable to resign during the probationary period. In fact, it’s a completely normal thing to do for probationary employees. This time period allows you and the company to determine whether you’re a good fit for each other.
Is it required for me to help with the transition process?
Unless stated in your employment contract, assisting with the transition process isn’t mandatory. However, it is a standard gesture of courtesy that helps mitigate any rocky times during your departure. It eases the difficult adjustment for your colleagues and ensures a smoother handover of responsibilities, but the specific requirements may vary by company policy.
What should I say when ending my probation period?
Clearly state your intent to resign, including a general reason for leaving. Thank your manager and the company for the opportunity, offer to help ease the transition, and feel free to express your thoughts or constructive feedback. While doing all of this, maintain a professional and respectful tone.
