Resignation letter example email | Simplestic | Resigning from a job can be a significant decision, and it’s essential to do it professionally. A resignation email serves as a formal notice to your employer, and it’s important to approach it thoughtfully. This guide will provide you with tips on how to write a resignation email, answer frequently asked questions, and offer three well-written resignation email samples.
Best Practices for Writing a Resignation Letter
- Speak to Your Manager First
Before submitting a formal letter, have a conversation with your manager to inform them of your decision. This courtesy helps maintain a positive relationship and ensures they hear the news directly from you. - Be Clear and Concise
State your intention to resign and provide your last working day. Keep the letter brief—ideally no more than one page—to convey professionalism and respect for your employer’s time. - Maintain a Professional Tone
Use formal language and a business letter format. Avoid slang, casual phrases, or emotional language to ensure your letter is taken seriously. - Express Gratitude
Thank your employer for the opportunities and experiences you’ve had during your tenure. This leaves a positive impression and helps preserve professional relationships. - Offer Assistance During the Transition
Indicate your willingness to help with the transition process, such as training a replacement or documenting your responsibilities. This demonstrates professionalism and consideration. - Provide Contact Information
Include your personal contact details so your employer can reach you after your departure, if necessary. - Proofread Before Sending
Review your letter for spelling and grammatical errors. A well-written letter reflects your attention to detail and professionalism.
How To Write a Resignation Email
- Use a Clear Subject Line: Make it easy for your manager to identify the purpose of your email. Example: “Resignation – [Your Name]”.
- Start with a Polite Greeting: Address your manager or supervisor formally.
- State Your Intent to Resign: Clearly state that you are resigning and include your last working day. Typically, it’s best to give at least two weeks’ notice.
- Express Gratitude: Thank your employer for the opportunities you’ve had during your time with the company.
- Offer to Assist with the Transition: If possible, offer to help with the transition during your remaining time.
- Close Professionally: End with a polite closing statement and your name.
Tips for Writing a Resignation Email
- Be Professional: Even if you’re leaving due to negative experiences, maintain a professional tone.
- Keep It Concise: Your email should be straightforward and to the point.
- Proofread: Check for spelling and grammatical errors before sending.
- Follow Company Policy: Ensure you adhere to any specific resignation protocols outlined by your employer.
- Consider Timing: Send your resignation email at an appropriate time, preferably during business hours.
Resignation Letter Example Email
Example Usage
You can mix and match these snippets to create a personalized resignation email that reflects your feelings and experiences. For instance:
Subject: Resignation – [Your Name]
Dear [Manager’s Name],
I am writing to formally announce my resignation from [Your Position] at [Company Name], effective [Last Working Day].
I want to take this opportunity to express my sincere gratitude for the support and guidance I have received during my time at [Company Name]. My experience here has been invaluable, and I have learned so much from my colleagues and the projects I have been involved in.
I am committed to ensuring a smooth transition and am happy to assist in any way during my remaining time. I wish [Company Name] and the team continued success in the future.
Thank you once again for everything. I look forward to staying in touch.
Best wishes,
[Your Name]
Sample 1: Simple and Direct
Subject: Resignation – [Your Name]
Dear [Manager’s Name],
I am writing to formally resign from my position at [Company Name], effective [Last Working Day, typically two weeks from the date of the email].
I appreciate the opportunities I have had during my time here and am grateful for the support and guidance you have provided.
Please let me know how I can assist during the transition period. I wish [Company Name] continued success. Thank you for everything.
Sincerely,
[Your Name]
[Your Position]
Sample 2: Expressing Gratitude
Subject: Resignation Notice
Dear [Manager’s Name],
I hope this message finds you well. I am writing to inform you of my resignation from [Your Position] at [Company Name], effective [Last Working Day].
I want to express my heartfelt gratitude for the opportunities for professional and personal development that you have provided me during my time at the company. I have enjoyed working with you and the team, and I appreciate the support I’ve received.
I am committed to ensuring a smooth transition and will do everything I can to hand off my responsibilities effectively.
Thank you once again for everything.
Best regards,
[Your Name]
[Your Position]
Sample 3: Offering Assistance
Subject: Resignation – [Your Name]
Hi [Manager’s Name],
I am writing to formally resign from my position at [Company Name], effective [Last Working Day].
This decision was not easy, and I have greatly valued my time at [Company Name]. I appreciate the opportunities I’ve had to grow and learn, and I am thankful for your support.
I am happy to help during the transition and will ensure that my responsibilities are up to date before my departure.
Thank you for your understanding.
Warm regards,
[Your Name]
[Your Position]
15 Snippets for a Resignation Email
- Formal Announcement:
- “I am writing to formally announce my resignation from [Your Position] at [Company Name], effective [Last Working Day].”
- Expressing Gratitude:
- “I want to take this opportunity to express my sincere gratitude for the support and guidance I have received during my time at [Company Name].”
- Reflecting on Experience:
- “My experience at [Company Name] has been invaluable, and I have learned so much from my colleagues and the projects I have been involved in.”
- Highlighting Positive Aspects:
- “I have truly enjoyed working with such a talented team and appreciate the collaborative environment fostered at [Company Name].”
- Mentioning Personal Growth:
- “The opportunities for professional development and personal growth here have been significant, and I am grateful for the experiences I have gained.”
- Offering Assistance:
- “I am committed to ensuring a smooth transition and am happy to assist in any way during my remaining time.”
- Wishing the Team Well:
- “I wish [Company Name] and the team continued success in the future.”
- Acknowledging Relationships:
- “I will miss the relationships I have built with my colleagues and hope to stay in touch.”
- Indicating Future Plans:
- “While I am excited about the next chapter in my career, I will always cherish my time at [Company Name].”
- Reiterating Last Working Day:
- “As per my notice period, my last working day will be [Last Working Day].”
- Encouraging Future Communication:
- “I hope we can keep in touch and that our paths cross again in the future.”
- Expressing Regret:
- “This decision was not made lightly, and I regret any inconvenience my departure may cause.”
- Mentioning Specific Projects:
- “I have particularly enjoyed working on [specific project or task], and it has been a highlight of my time here.”
- Closing on a Positive Note:
- “Thank you once again for everything. I look forward to seeing how [Company Name] continues to grow and thrive.”
- Final Sign-Off:
- “Best wishes for the future, and thank you for your understanding.”
FAQs About Resignation Emails
- Do I need to provide a reason for my resignation?
- No, you are not required to provide a reason, but if you feel comfortable doing so, a brief explanation can be helpful.
2. How much notice should I give? Should I send my resignation email to HR as well?
- The standard notice period is typically two weeks, but refer to your employment contract for specific requirements. It’s a good practice to send a copy to HR, especially if they handle employment records and benefits.
3.Can I resign via email?
- Yes, resigning via email is acceptable, especially in remote work settings- but speak to your manager first. However, if possible, consider having a conversation with your manager first.
4. Can I rescind my resignation after submitting it?
In some cases, yes. However, it depends on your employer’s policy and whether they have already started the transition process. If you change your mind, communicate promptly and professionally to see if your employer is open to discussing it.
5. Do I need to complete a resignation letter if I’ve already sent an email?
An email is usually sufficient for formal resignation, especially in digital workplaces. However, some employers may request a signed letter for documentation purposes. It’s best to check with HR.
6. Should I offer to help with the transition?
Yes, offering to train your replacement, document key processes, or assist in wrapping up projects reflects professionalism and helps maintain a positive reputation. Even if your offer isn’t accepted, it shows goodwill.
7. What if I’m leaving on bad terms?
Even in difficult situations, it’s important to keep your resignation professional and respectful. Avoid venting in your resignation letter or email. You can share honest feedback during an exit interview if the company offers one.
8. Can I use vacation or sick leave during my notice period?
This depends on company policy. Some employers allow use of accrued leave, while others expect employees to work through the notice period. Always confirm with HR or your manager before making any plans.
9. Will I still get my final paycheck if I resign voluntarily?
Yes. You are entitled to receive pay for the work you completed. Final paycheck timing varies by state and company policy, so ask HR about the timeline and whether it includes unused vacation or PTO.
10. Can I be asked to leave immediately after resigning?
Yes. While two weeks’ notice is customary, some employers may choose to end your employment sooner, especially if your role involves sensitive information or client relationships. This is usually legal as long as you’re paid for any required notice period per your contract.
11. Should I return company property before my last day?
Yes. Laptops, ID badges, security cards, and any other company property should be returned according to HR instructions. Delaying this process can affect your final paycheck or reference status.
12. Can I request a reference after resigning?
Yes. It’s common to ask your manager or colleagues for a reference or LinkedIn recommendation before or after leaving. If you’re leaving on good terms, most managers are happy to support future job applications.
Writing a resignation email is an important step in leaving a job professionally. By following the guidelines and using the provided samples, you can ensure that your resignation is communicated clearly and respectfully. Remember to maintain a positive tone, express gratitude, and offer support during the transition. Best of luck in your future endeavors!
