Especially at the time of resignation, it is necessary to write a letter or an email before leaving any existing work. From this message, you could thank your current boss as well as let him know how thankful you are towards his guidance and assistance, which might have done a great deal while you worked there. Also, you can always tell the supervisor about it to maintain good relations with your earlier colleagues.
This article explains how to write resignation mail when you intend to quit your current job, with a sample for you to kick start. Resigning from your job is a major decision, and even if you’re leaving for your ideal position, it can be challenging to begin the process. Regardless of your ability to include an in-person meeting, you will need to submit a written response.
What is a Resignation Mail?
A resignation mail is a piece of professional correspondence from an employee to their employer or team that details the employee’s intent to leave their position and their final date of work. Ordinarily, a letter is exactly what you should send, but sometimes an email will have to do. We’ll say a little more about each option below.
If you do take the email route, ensuring that your resignation email is clear and professional can help you make a final good impression. In this article, we provide a detailed tutorial on how to professionally resign via email, along with an example to get you started.
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How to Write a Resignation Mail to Manager
These are the steps to help you write a resignation email:
1. Appropriate subject matter
Select a topic that encapsulates your message as you begin to compose your resignation email. This is important because the subject matter is often the first thing a recipient notices in an email. Consider including a subject matter such as “Resignation Mail.”
2. Professional greeting
A formal greeting is one of the most crucial parts of a letter of resignation. A nice greeting at the beginning of your email will help to keep the rest of your email positive in tone. Give a greeting like “Dear,” then follow with your supervisor’s title and surname.
3. Purpose of your mail
The second sentence should have a rationale for the email. The position you’re resigning from is what needs to be said in it. Example: “I am writing this email to notify you formally of my resignation as a secretary.” This directly enables the employer to fathom the information given and act at their discretion.
4. State your intention to resign clearly and concisely.
In the first sentence of your letter of resignation, state your intention to leave and your last working day. This will give a clear purpose for writing immediately and set the tone for the rest of the email to avoid confusion moving forward.
5. Indicate when your employment ends
In your email, mention the last date of your employment. Provide your employer with two weeks’ notice of your resignation as soon as possible. This can help you maintain a positive relationship with your former employer.
6. Express gratitude
Use this email as an opportunity to express your gratitude to your employer for the years you spent working for the company. Appreciate the time you have spent working in the company, the new skills and experience you gained, and the relationships you will carry along because this can make your departure likely accepted amicably.
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7. Offer to assist with the transition
You can show some empathy as to the strain your absence might put on the company and offer to help make the transition as smooth as possible. You can recommend another internal employee for the role or offer to train the new hire before you leave the organization to start your new position. This shows an employer you’re taking their organisation into account because you are still concerned about its success.
8. Close the email respectfully
Once you’ve written the body of your resignation email, be sure to include a respectful sign-off such as “sincerely” or “warm regards” to end your resignation email.
9. Proofread your email
Your letter of resignation via email should be concise, professional, and error-free to impress the employer and show your good intentions. Grammarly can be used to check grammar and punctuation, tone, and concision, among other things, in your writing. You need to send an error-free resignation email. Therefore, sending an error-free resignation email is very important
What not to Include in your Resignation Mail to Manager
Whenever you are in doubt, make your resignation mail short. Please do not explain in detail why you decided to quit. Also, nobody obliges you to notify anyone about what you plan to do after leaving, changes in your personal life, or anything corresponding to further employment.
The same goes for comments about the organization, your role in it, the management, and the team in negative key. Your email should not include anything that contradicts the goal of the resignation mail, which is to leave your position on the best terms possible.
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Sample of Resignation Email
Here’s an example of a resignation email. Be sure to use a clear subject line so the message gets opened and read.
Subject Line: Resignation – David Famous
Dear Sir Huston,
I’m writing to inform you that I am resigning from my position as administrative assistant for Fintech Agency, effective December 1.
I am grateful for the opportunity to learn from you and the team. Thank you for your support, mentorship, and guidance over the past two years.
If I can be of any assistance during the transition, please let me know.
Best regards,
David Famous
davidfamous@email.com
234-982-3543
Tips for Writing a Successful Resignation Email
- Maintain professionalism throughout the email. Striking a sincere yet professional tone in your letter is important for conveying genuine appreciation and leaving a positive impression despite difficult circumstances.
- Keep the letter brief and to the point.
- Avoid negativity and criticism.
- Offer to assist with the transition process by training a replacement, handing over necessary documents, or finishing existing projects.
- Your letter should not have any mistakes. Grammarly will also check that your letter is concise, the tone is professional, and there are no grammatical errors, so your intent is clear.
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Conclusion
When you want to quit your job, write a letter of resignation to the manager. It’s proper protocol to inform your employer in writing. Plus, sending a letter will provide a written record. Know when to send an email resignation. Include all the details in your resignation letter. Note your last day of work, convey your thanks, and offer to help with the transition. Be professional and polite. Review sample resignation letters before composing your own, proofread your letter, and be gracious to your employer.
FAQs on How to Write a Resignation Mail to Manager
When leaving, you should try to provide at least two weeks’ notice. To write a letter of resignation via email with a notice period:
A formal greeting and closing.
Start off by making it clear that you plan to leave.
Mention the date on which you went on to leave your company.
While writing a formal resignation notice email, follow these:
Mention the effective date of resignation, two weeks starting from the time the notice was given to the employer.
Express your gratitude towards the experiences and opportunities handed to you.
Show your desire to help in the transition.
The whole context should be positive and professional.
Remember, the subject should be direct, like “Resignation—[your name],” so the employer knows what it is about right away and opens the email.
References
- indeed.com -resignation mail to manager
- themuse.com/ -resignation mail to manager
- grammarly.com/blog – resignation mail to manager
- thebalancemoney.com – resignation mail to manager
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