How to Write Resignation Email

How to Write Resignation Email – We are living in a world of change. After some time, there may be situation arises where you would like to resign your job. When you do so, it’s vital that your boss or higher manager accept your resignation at first attempt. If you want to give an effective resignation email to the employer, then this article will help you write best resignation email to your manager.

These samples will certainly help you build an effective letter that will act as resigning email samples especially if you are not comfortable with presenting yourself before your boss for resignation procedure.

Deciding to leave a job is usually equal parts exciting and nerve-racking. In most cases, you’re probably moving on to bigger, better things, like a new job. Or maybe you’re simply trying to get away from something that’s making you miserable.

Did you know that millions of people leave their jobs each month? It’s true. In November 2020 alone, nearly 3.16 million people took that leap, even with the pandemic hanging over most people’s heads. So, if you’ve got your eyes on the exit, you’re not alone.

But once you know that you’re going to ride off into the sunset, you have to tackle something that can be incredibly uncomfortable: officially resigning. After all, ghosting your employer is never a smart move; it can literally come back to haunt you.

So, what do you need to do to handle the situation? While your exact approach may vary, writing a resignation email is commonly part of the process. If you aren’t sure where to begin, here’s what you need to know about sending a resignation letter email.

Table of Contents

What are the types of resignation email?

As there are many situations in which you might be handing in your resignation, there is no single standard resignation email. You can choose to keep it as short as possible, but if you do want to go into more detail, all the following scenarios may require a slightly different approach:

  • Simple two weeks’ notice resignation email
  • Professional resignation email
  • Formal resignation email
  • Resignation email for a job you just started
  • Short resignation email
  • Immediate resignation email
  • Resignation email when leaving on bad terms
  • Resignation email for unsatisfactory working conditions
  • Negative resignation email (this is one to avoid)

Why do you need a resignation email?

As you will likely not be handing over a physical letter to your manager or HR department, you need to send them the formal letter as an attachment to an email.

It is perfectly acceptable to write a short email asking them to please find your resignation letter in the attachment, but a disappointed and emotional manager might not feel like clicking on it immediately. Then they move onto something else and not read it at all.

The resignation email is a less formal way of documenting the key points of the resignation letter and so long as you make it clear that there is more information in the formal letter, then both documents should be read.

Managing a resignation is one of the key duties of any manager , so they should take the content seriously. But what do you include and, more importantly, what do you omit?EXPERT TIP

What is the difference between a resignation email and a resignation letter?  

There’s a good chance you’re wondering, “Are a resignation email and a resignation letter the same thing?” Well, yes and no.

Typically, the content of a resignation email and resignation letter is a lot alike. In reality, the main difference when you write a resignation letter is that you’re going to print it out when you’re done and hand over a paper copy to your manager or HR or attach it as a separate document to an email. With an email alone, everything is the body of the message and completely digital.

At times, a resignation letter may up the formalness up a notch. But that doesn’t mean an email isn’t a suitably professional option. Unless company policy explicitly requests a printed letter, going digital is likely fine. In fact, some companies require the letter to be an email.

Blogs - Resignation email format

What to include in a resignation email format

While the format of a resignation letter is like a cover letter with the header, contact details, greeting and sign-off following the same rules, there are three key paragraphs that are unique to every resignation letter.

First paragraph: Details of your resignation

Second paragraph: Expression of gratitude for your development

Third paragraph: Next steps and offer of potential assistance

These are the three typical paragraphs of an effective resignation email. You can also opt to add any questions you may have in the final paragraph.EXPERT TIP

Is a two-week notice 14 or 10 days? 

Normally a two-week notice is 10 working days from the date that you handed in your resignation. Check your employment contract and think about things like any holiday you might be due. Get your affairs in order in advance just in case you are put on gardening leave with immediate effect.

Common Resignation Email Mistakes

If you’re planning on leaving a job, you might be thinking, “Do mistakes in resignation emails matter? I’m going to be heading out of the door anyway; do I even need to care?”

While it may seem like mistakes in a resignation email don’t matter, that isn’t the case. In the end, you want to make a good impression when you exit any company. How you leave impacts your reputation. That’s why mistakes can matter.

So, what are some resignation email missteps that you want to avoid?

Well, the biggest is not sending one at the right time. You want to provide either two weeks notice or the minimum amount of time listed in the employee handbook. If you don’t, you’re putting your employer in more of a bind than you should, and that can hurt your reputation.

Also, don’t talk to anyone else before you have a sit-down with your manager. Again, this isn’t something your boss should overhear at a watercooler. Talk to your manager first, no matter what.

Once your boss knows, you might assume that word will travel, and you don’t need to talk to anyone else. While the news will probably get out, that doesn’t mean you shouldn’t talk to your coworkers, customers, or others you work with. It’s smart to take the time to say your goodbyes to everyone. That way, you can keep those connections (and your professional network) strong.

Additionally, while you can give your soon-to-be-ex employer some insights about why you’re leaving, complete transparency isn’t always a great idea. For example, if you’re one of the 79 percent of people who ditch a job because they don’t feel appreciated, that doesn’t mean you should talk about being undervalued in a resignation email.

Sometimes, it’s better to sugarcoat your exit instead. Focus on the positive and don’t badmouth the company, your boss, your colleagues, or the work. Even if your complaints are perfectly understandable, this isn’t a time to air them out.

Tips for writing a resignation email

Any piece of writing requires serious thought, but a carefully considered resignation email will help to make those fraught few last weeks at work slightly less awkward. Here are a few ideas for writing a resignation email that will help to soothe the pain.

Mention your name and the word resignation in the subject line. There is nothing else that should be in the subject line of a resignation email than your name and the word “resignation.” Your manager will send it on to others and it needs to be easily found.

Be clear about your notice period. Whether your notice period is two weeks or two months, your manager may not be aware. It is best to point this out at the start of the resignation email – just double check your employment contract first.

Give the date when you are leaving. After you have triple checked the notice period, make sure that you are unambiguous in terms of the date that you will be leaving. It might be that you are asked to go on a period of garden leave after your resignation, or you may well agree to work for longer, but state this first off as a matter of contractual certainty.

Resist the temptation to go into detail. Resignation is an emotional time. You will feel something about leaving an employer who has been your work home for a while. A whole host of feelings are possible: regret, anger, disappointment, joy, hope…. The resignation email is not a place to express these things. Keep it formal and say things to others in person (as long as you don’t burn your bridges ).

Be thankful for what you have learned. This is a simple professional courtesy that should not be left out. No matter how things have worked out, your managers and colleagues will likely have attempted to help you develop and grow, so simply say thank you.

Offer assistance during your notice period. The notice period before you have left and while the company is looking for a replacement is a crucial time. The first reaction of your manager will be to wonder how they will cope. Allay their fears and say that you will do everything possible to ensure the smoothest possible transition.

Get all questions onto paper. If you have any key questions that you need to ask about the transition, the resignation email is the place to list them. In many cases, they will require a formal answer, so don’t leave them to any other secondary communication. Don’t be shy – make sure that you find out what matters to you.

Provide your contact information. Don’t disappear. On a practical note, including your contact information in some part of your resignation email (normally at the end) makes a lot of sense. You never know which of your colleagues might need to contact you, so make your details publicly available rather than in some HR system somewhere.

Everyone struggles with their boss from time to time. But how do you know what’s normal and what’s an unhealthy working environment? Check out Resume.io’s top tips for helping to spot a toxic boss.EXPERT TIP

The 10 most common reasons for resigning. You probably won’t choose to talk about these in your resignation letter, but here are the 10 most common reasons that people choose to resign according to Glassdoor. You are not the only person going through this:

  • Employees do not feel appreciated
  • Pay package is not up to scratch
  • Not enough holiday / paid time off
  • Management revolving doors
  • Outdated equipment and technology
  • Unrealistic demands and goals
  • Managers don’t support them
  • There is no challenge anymore
  • Work just isn’t much fun
  • There is no path to progress

Resignation email example

Every resignation email will be deeply personal, but if you wish to keep it simple, the following email template should work. Feel free to add any additional details, but this should cover all the essential bases:RESIGNATION EMAIL SAMPLE

YOUR NAME – RESIGNATION

Address, City, State/Province, ZIP/Postal Code  
Phone Number  •  Email

Supervisor’s Name
Supervisor’s Title
Company Name
Address
City, State/Province
ZIP/Postal Code

Today’s Date

Dear (SUPERVISOR’S NAME):

With regrets, I will be leaving my role as [JOB TITLE] at [COMPANY NAME] in two weeks. My last day of work will be [MONTH, DAY, YEAR].

Although I’ve been very happy working at [COMPANY NAME] for [XX] years, I will be leaving in order to [REASON FOR DEPARTURE].

Working for [COMPANY NAME] has been an honor and a pleasure. I’ve learned so much, and I’ve formed friendships with my superb colleagues that I will always value deeply. 

I’d be more than happy to do anything I can to train my replacement, should you find one before my departure. Thank you so much for having given me the amazing opportunity to work at [COMPANY NAME].

I enclose my resignation letter as an attachment to this email.

Sincerely,

[YOUR NAME]

Key takeaways

  • Remember that a resignation email should be as professional as possible.
  • Leave your positive or negative emotions to one side and write a functional document that does not leave any questions unanswered.
  • Writing a resignation email is one of the last things that you will do in your job. Make sure that you give it the time that it deserves.

Now that you’ve successfully quit your job, it’s time to refresh your current cv . Have a look at our field-tested resume templates and cover letters . These professional templates follow the exact ‘resume rules’ employers look for. 

Conclusion

There may be a totally different way to write a resignation email. You may get a surprise that the totally opposite you expect happened after sending your resignation letter. It is not something that can be predicted easily since it depends on various factors, such as communication with your boss and the communication tone of your resignation letter.

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