When it’s time to leave your current role, crafting a professional resignation email can significantly impact how you part ways with your employer. While it’s best to communicate your decision to resign face-to-face, such as remote work, there are situations where this isn’t feasible.
A well-written resignation email ensures a smooth transition and leaves a positive impression, while poorly handling your resignation can damage relationships and harm future job prospects.
This guide will explain how to write a resignation email, offering do’s, don’ts, and examples to help you navigate this important process.
What Is a Resignation Email?
A resignation email is a formal notification sent to your supervisor and possibly HR, informing them of your decision to leave the company. This email serves as an official record of your resignation and ensures your departure is documented professionally.
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Key Components of a Resignation Email
A well-structured resignation email should include the following elements:
- Your Full Name: Clearly identify yourself.
- Contact Information: Include your personal contact details for future correspondence.
- Statement of Resignation: State clearly that you are resigning.
- Final Working Day: Specify your last day of employment.
- Expression of Gratitude: Thank your employer for the opportunity.
- Professional Sign-Off: Close with a respectful and professional tone.
Can I Resign via Email?
While resigning via email is an option, it’s not always the best approach. It’s advisable to inform your manager in person or over a video call before sending an email, especially in traditional workplaces. If you’re working remotely, however, an email may be necessary, but be sure to follow up with a video meeting for a personal touch.
Additionally, check if your company has specific resignation policies in place, and review any non-disclosure agreements (NDAs) in your contract to avoid potential legal issues.
Are In-Person Resignations Better?
Yes. Resigning in person, when possible, is ideal because it shows respect and professionalism. It allows for a candid conversation with your manager, leaving less room for misinterpretation.
For remote workers, a video call is a suitable alternative. This personal interaction helps maintain a positive relationship, which can be crucial for references in the future.
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Difference Between Resignation Emails and Letters
While both resignation emails and letters serve the same purpose, they differ in format. A resignation email is generally shorter and less formal than a resignation letter. The email is a quick, to-the-point notification, while the letter allows for a more detailed explanation of your departure and gratitude.
Why Send a Resignation Email?
Here are a few reasons why sending a formal resignation email is important:
- Documentation: It provides a written record of your resignation, which may be needed in case of any future misunderstandings.
- Clarity: It ensures that your manager knows when your last day will be.
- Professionalism: It demonstrates your gratitude and helps leave a lasting positive impression.
How to Write a Resignation Email
1. Choose a Clear Subject Line
The subject line should clearly indicate the purpose of your email. Including the word “resignation” helps prioritize your message and makes it easier to locate in the future.
Examples:
- “Resignation – [Your Name]”
- “Notice of Resignation: [Your Name]”
- “Resignation Effective [Date] – [Your Name]”
2. Address the Email Properly
Use a professional greeting that suits the workplace culture. If you’re only writing to your manager, address them by name. If copying HR, a broader greeting may be more appropriate.
Examples:
- “Dear [Manager’s Name],”
- “Hi [Manager’s Name],”
3. Be Direct and Professional
Your email should clearly state your intention to resign. Keep the tone professional, and get straight to the point.
Example: “I am writing to formally resign from my role as [Job Title] at [Company Name], effective [Date].”
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4. Add Further Details If Needed
You may want to include additional details, such as your reason for leaving or significant accomplishments. However, this is optional and should only be included if you feel comfortable sharing.
5. Express Gratitude
Thank your manager and the company for the opportunities and experiences you’ve gained. Highlight the positives of your time there, whether it be personal growth or professional achievements.
Example: “Thank you for the opportunity to grow and develop within [Company Name]. I truly value the support and mentorship I’ve received from the team.”
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6. Offer to Help with the Transition
Offering to assist in the transition process shows your commitment to leaving on good terms. This could involve helping to train your replacement or completing any pending tasks.
Example: “Please let me know if I can assist with the transition or help in training my replacement.”
7. Close with a Professional Sign-Off
End your email respectfully with a formal sign-off, followed by your full name.
Examples:
- “Sincerely,”
- “Best regards,”
- “Thank you,”
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Things to Avoid When Writing a Resignation Email
Here are a few things you need to stay off when drafting a resignation letter no matter how tempting they may appear to be:
1. Sharing Sensitive Information
There’s no need to divulge personal reasons for your departure, especially if they involve complaints about colleagues or management. Keeping the tone neutral protects your reputation and ensures a professional exit.
2. Being Too Casual
Even if you’re on friendly terms with your manager, your resignation email should remain professional. Avoid informal language or overly casual tones, as this could reflect poorly on your professionalism.
3. Focusing on the Negatives
If your departure is due to dissatisfaction with the company, it’s best not to focus on these negative aspects in your email. A separate conversation with HR or your manager may be appropriate if you wish to provide feedback.
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Resignation Email Examples
Subject: Resignation – John Doe
Dear [Manager’s Name],
I am writing to formally notify you of my resignation from my position as [Job Title] at [Company Name]. My last working day will be [Date].
I would like to express my sincere gratitude for the opportunities and support you have provided during my time at the company. I have enjoyed working with the team and appreciate the valuable experience I’ve gained.
Please let me know if I can assist in any way to ensure a smooth transition. I wish you and the company continued success.
Sincerely,
John Doe
Immediate Resignation Email
Subject: Immediate Resignation – [Full Name]
Dear [Manager’s Name],
I am writing to formally resign from my position as [Your Position] at [Company Name], effective immediately. Unfortunately, due to unexpected circumstances, I am unable to provide the customary notice period, and I apologize for any inconvenience this may cause.
I am truly thankful for the opportunities, guidance, and support I have received during my time with [Company Name]. I wish you and the entire team continued success moving forward.
Sincerely,
Charles Bloom
FAQs On How To Write A Resignation Email
A resignation email provides a written record of your resignation, which may be needed in case of any future misunderstandings.
Start with a formal greeting addressed to your supervisor or manager, such as “Dear [Manager’s Name],” and proceed with a clear and polite statement of your intention to resign.
Yes, it is a good practice to express gratitude for the opportunity to work with the company, even if you are leaving under difficult circumstances. It leaves a positive final impression.
Conclusion
Knowing how to write a resignation email is a vital part of leaving your job professionally and gracefully. It sets the tone for how you exit the company and ensures you maintain a positive relationship with your employer. By following the proper steps, and being clear, respectful, and appreciative, you can leave on good terms while protecting your future career prospects.
References
- enhancv.com – Why and How to Write a Resignation Email (With Examples)
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