Resignation Letter In Spain

Even though people leave their jobs all the time, letting your boss know is seldom an easy conversation. If you have decided to resign from your current position for whatever reason, and are looking for tips to write the perfect letter, you are in the right place. This guide will give you important tips to make sure you end things on a good note with your employer.

6 Tips To Write An Amicable Resignation Letter

The exact content that you include in your letter will depend on your circumstances and the conditions under which you are switching jobs. But here are some helpful tips that will prove to be useful regardless of how long you have been working at the position or what industry you are in.

Talk To Your Boss First

If you have made your decision, take some time to sit with your boss and have a chat to let them know. It is natural to feel awkward and anxious about this conversation, especially when you think about how they might react to your announcement. However, remember that you are happy about the switch you are making and that it is the right thing to do for you. Plus, your boss or manager too must have faced something similar at some point in their career. There is never an ideal time to resign, so be polite and just do it.

Finding the right time to see your boss is essential, since this will have a big impact on their reaction to the news of your resignation. But also be prepared for a negative reaction; just keep your head straight and clearly convey why you wish to leave. You should also make sure your boss is the first one to know in your organization; they shouldn’t find this out from anyone else. And let them decide who they want to tell and when. All of this should help keep things amicable between you both.

Decide On The Mode Of Communication That You Want To Use

The labor laws in Spain do not specify the exact mode in which the letter should be written in order for it to be effective. However, generally email and hand-written letters are the most proper and widely accepted forms. You should definitely not resign verbally or over informal channels like WhatsApp because that will be highly unprofessional.

Calculate Your Notice Period

After you resign, in most cases you will not cease working immediately. Typically you will need to serve out your notice period, which is specified in your contract. This begins only after you hand in your resignation. The exact time will depend on your salary bracket, nature of employment (i.e. permanent or on a contract basis) and years of service. The minimum time that you should have in mind is 15 days, but it can vary a great deal depending on your collective bargaining agreement with the employer.

This is an important step because in Spain if you fail to give adequate notice before resigning, your employer can claim compensation for loss or even harm. In most cases, employers have a legal right to deduct payment equal to your prorated salary if the notice period is too short. So always make sure you consult your contract.

Furthermore, double check your dates to make sure they are correct. Once you hand in the letter, the dates will be set in stone since they will affect workflow and might affect the work schedules of people around you once you leave. So make sure the date you send in is not clashing with the start date at your new job or your moving date etc.

Write It In Spanish

Even if you are working in a company that mostly uses English in its documentation and daily operations, using Spanish will make negotiations a lot easier for you. It is the language spoken by all local staff and they will feel most comfortable conversing in it. Your communications with HR and your boss will also be much clearer this way, with little room for misunderstandings.

Keep It Short

A resignation letter should not exceed one page in most cases. Strictly include only the most essential information that your boss will need to know about your departure. This is not the time to pen down long-winding stories about leaving the job. Since HR professionals are usually busy, they will not have the time to read a lengthy letter.

Know What Should Not Be Included

Writing the perfect resignation letter is as much about including the ‘right’ things as it is about leaving out the ‘wrong’ ones. There are some things that you are better off not mentioning in your letter. While it is alright to mention where you are headed next, there is no need to go into a lot of detail about your new position or salary. Be direct and mention how your current job was instrumental to your success but don’t include what doesn’t need to be mentioned. You should also make sure you sound professional in your letter. It is helpful to leave out sentimental attachments in this letter even if the work environment was incredibly supportive. You are better off expressing these to people in face-to-face meetings.

It goes without saying that you should avoid distasteful language and undue criticism of your coworkers. Your letter is meant to inform your employer about your decision to leave, not project blame on other employees for incomplete tasks. It is also not the right time to sound bitter or resentful. Granted, you might be leaving the company, but you do not want to burn bridges by airing dirty laundry and sounding vicious. 

Sample Resignation Letter in Spanish

You can find draft templates of resignation letters online. Sift through all the available options to see which one applies best to your case. This is because each resignation is different, and the reasons for leaving will also vary a great deal between people. If you decide to follow an online template, be sure to use one that is most similar to your case. And don’t use it as it is; there is nothing worse than an employer finding out you copied your resignation letter off the internet!

That being said, here is some helpful vocabulary you should remember:

communicado – the document that is used for communication

escrito – written

aviso/anuncio/notificacion/preaviso – notice

notificacion de finalizacion – notice of termination

el sueldo – salary

acuerdo mutuo – mutual agreement

permisos retrubuidos/pagados – paid leave

rescission/cese/terminacio – cease or terminate

surtir – to take effect

Formal Structure Of The Resignation Letter In Spain

Personal Information

The letter should include all of your personal details. These include your name and all your contact information. You should put an address on the letter that you will be present at, so that in case your company needs to send you any documents, you are able to receive them. If you do not have a permanent address or are thinking of moving, ask a friend if you can give their address instead. Pick someone who can send these documents to you when they receive them. Moreover, for your contact information, pick your personal phone number or email address that will continue to be functional even after you leave your job. That is, you will not lose access to them once you stop working at the company. This will make it easier for your employer or the HR department to contact you afterwards if needed.

Company’s Information

The company information will need to be visible if you are sending in your letter by post. So if you end up using an envelope with a window, this will need to be on the left hand side. This should include the name and address of the company, as well as the contact person to whom you are addressing the letter.

Date 

Be sure to include the date in your letter as well.

Statement Of Resignation Or Subject

To avoid any confusion in the entire process and make sure it goes smoothly, clearly state the purpose of the letter in the subject line. This will make your intention clear to your employer.

Salutations

Use a formal greeting in your letter, and address it to your supervisor specifically. This will be part of your formal employee record so make sure to address it to the right person. At the same time, you can write to your coworkers as well, whom you worked closely with. However, these emails or letters will not be part of your official record.

Your Intent To Resign

The body of the letter should include details on the position that you are resigning from and starting from what date. You should also briefly include your reasons for doing so. While it can seem a little redundant to state your last day or your position at the company, especially since your boss will know this already, it is essential since the letter is an official resignation and will go on record. The date will depend on the notice period that is stated in your contract. It will also be useful for your employer to begin arrangements to finalize plans for your departure and to find your replacement. A sample starting statement can look like the following:

I would like to inform you that I will be resigning from my position as the [Position Name] at [Name of Company], effective [End Date].

Mention Your Gratitude

Take some time to think about your growth at the company and how it has helped you achieve your goals. Be sure to mention this in your resignation letter, providing specific examples. Maybe you enjoyed the work environment at the company, or perhaps the professional growth opportunities there. This is a great time to thank your employer for all the resources they’ve spent on their employees in supporting their career growth. You might wish to write something along the following lines:

I appreciate the opportunities that [Company Name] has provided me over the years I have been here. Not only has this time been incredibly rewarding, but I have also enjoyed being part of such a supportive team.

Moreover, depending on whether you are comfortable with the information and if it feels appropriate to include it, you might want to mention where you are headed to next. 

Request For A Reference

You can also request your employer to provide a letter of reference to you. You will need this whenever you are applying for a new position elsewhere. Instead of waiting around to do this in the future (when they might not be so quick to reply), make sure you have this well in advance. In the same paragraph, you can also offer your help in making the transition smoother, so that the employer does not have to worry about the disruption of work flow after you leave. It is a good idea to include specifics of how you can help. For instance:

If I can be of any help through the transition process, please let me know. I will be available for a few days to explain my work to my replacement to make sure the process goes on without a hitch.

Give Information On Your Current Projects

You can also include details on logistics that your supervisor and bosses should know. You can give details on the current status of ongoing projects, important documentation and your intent to return company equipment. Having these in writing will make things easier for you both since they will be easier to track down. You can include whatever important information you think your boss should know. Do keep in mind though that if you think all of these details are making your letter of resignation needlessly lengthy and your main point is getting lost in the details, you can always leave them out. You can then prepare a separate transition document to include the details of all your projects and pending tasks.

Signature And Name

Finally, put in your full name and sign the letter yourself. To make it look more professional, sign the letter by hand instead of putting in a digital signature. While this is a small detail that will not make any difference to the legality of your document, it will look more professional and will help you make a good impression.

Final Thoughts

Once you resign from a company, it will not be the end of your contact with them in most cases. You should aim to continue working diligently until your last day, and not slack off during the notice period, lest it reflect badly on you. And a respectfully written resignation letter can make all the difference when leaving a job. It can mean not leaving at an awkward note and having a chance for a long term professional relationship that can pay off in the future as well.