Are you leaving your current job and wondering whether to send a resignation letter email or a hard copy? You’re not alone. This is a common question that many employees face when they’re about to move on to their next position. The good news is that you can easily find examples of resignation letters online and edit them to fit your specific circumstances. Whether you prefer to send an email or a hard copy, the important thing is to communicate your decision professionally and respectfully. So, let’s dive into the details and figure out which option works best for you.
The Best Structure for Resignation Letter Email or Hard Copy
If you have decided to resign from your job, it is important to do it professionally and gracefully. Your resignation letter, whether sent via email or as a hard copy, should reflect that you appreciate the opportunity that you were given to work for the company and that you are leaving on good terms. Here are some tips on how to structure your resignation letter:
Opening
Begin your resignation letter with a statement of intent. Let your employer know that you have decided to resign and give an approximate date of when you plan to leave. It is important to give at least two weeks notice, so that your employer has enough time to make arrangements for your replacement.
Body
In the body of your resignation letter, briefly explain your reasons for leaving. You do not have to go into great detail about why you are resigning, but it is important to give your employer some insight into why you have made this decision. You might want to mention that you have received a better job offer, that you are relocating, or that you want to pursue an opportunity that is more aligned with your career goals.
It is also courteous to thank your employer for the opportunity they gave you to work with them. You can mention the things you have learned and the people you have worked with, and express how grateful you are for the experience.
Closing
In the closing paragraph of your resignation letter, offer your willingness to help with the transition process. You can offer your assistance in finding and training your replacement or in completing any unfinished projects. End your letter on a positive note and wish your employer and coworkers all the best.
Salutation
End your resignation letter with a professional sign-off such as “Sincerely,” or “Yours truly,” followed by your full name and contact information. It is important that your employer has your contact information in case they need to reach you for any reason after you have left.
In conclusion, your resignation letter should be professional and respectful, while conveying your appreciation for the opportunity to work with your employer. It should be structured in a way that clearly communicates your intent to resign, explains your reasons for leaving, and offers your willingness to help with the transition. Whether sent via email or hard copy, a well-written resignation letter can help ensure that your departure is a smooth one.
7 Samples of Resignation Letter Email or Hard Copy
Sample 1: Resignation Letter Due to Personal Reasons
Dear [Employer’s Name],
I am writing this letter to formally inform you of my decision to resign from my current position as [position] at [company name], effective [date]. This was a difficult decision for me to make, but due to personal reasons, I feel that it is best for me to step down from my role.
I want to express my gratitude for the opportunities and experiences I gained while working with this company. I appreciate the support and guidance that was extended to me throughout my tenure. I will always remember the lessons I learned and the skills I developed, which I know will be valuable for my future.
I will work closely with my team and the management to ensure a smooth handover of my duties and responsibilities. I assure you that I will make every effort to complete all ongoing tasks before my last day, as well as assist in the transition period for my replacement.
Thank you again for your understanding and support during this challenging time. I wish the company and my colleagues continued success in the future.
Sincerely,
[Your Name]
Sample 2: Resignation Letter Due to Health Issues
Dear [Employer’s Name],
I regret to inform you that I must resign from my position as [position] at [company name], effective [date]. This decision was not an easy one to make, but due to my current health issues, I am unable to continue working in this capacity.
I want to express my sincere gratitude for the opportunities and trust given to me during my time at the company. I appreciate the support and camaraderie that I received from my colleagues. The knowledge and experience I gained has been invaluable to me both personally and professionally, and will help me in my future endeavors.
I will work with my team and the management to ensure a smooth transition for my replacement. I will do everything possible to complete my current tasks before my departure, and will ensure that all relevant information is properly documented and shared with my colleagues.
Thank you for the understanding and support you have given me during my time here, and I wish the company and my colleagues every success in the future.
Sincerely,
[Your Name]
Sample 3: Resignation Letter Due to Relocation
Dear [Employer’s Name],
I am writing this letter to inform you that I am resigning from my position as [position] at [company name], effective [date]. This decision was difficult to make, but due to circumstances beyond my control, I am relocating to a new city.
I want to take this opportunity to thank you for the support and guidance you have extended to me during my tenure at the company. The knowledge and experience I gained here has been invaluable to me both personally and professionally.
I will work closely with my team and the management to ensure a smooth transition and handover of my duties and responsibilities to my replacement. I will do everything possible to make sure that all ongoing projects and tasks are completed before my last working day.
I am grateful to have been part of this amazing team and I will cherish the memories and experiences I have gained here. I wish the company and my colleagues continued success in the future.
Sincerely,
[Your Name]
Sample 4: Resignation Letter Due to Better Opportunity
Dear [Employer’s Name],
Please accept this letter as a formal notification of my resignation from my position as [position] at [company name] effective [date]. I have accepted a new job opportunity elsewhere, which will allow me to explore my skills and excel in my career.
I want to thank you for the challenges, experiences, and opportunities I gained while working with this company. I appreciate the support, encouragement and guidance extended to me throughout my tenure.
I will strive to complete all my ongoing tasks before my last day, including the training of my replacement. I am committed to ensuring that the handover to my successor is as smooth as possible with all necessary details provided.
It was a privilege and honor to work in this company and be part of this excellent team. I wish the company and my colleagues continued success in the future.
Sincerely,
[Your Name]
Sample 5: Resignation Letter Due to Unfavorable Work Environment
Dear [Employer’s Name],
I am writing this letter to announce my official resignation from my position as [position] at [company name], effective [date]. My decision to leave is solely due to the unfavorable work environment, which is affecting my performance and overall well-being.
Despite my efforts, the situation has not improved, and it has become increasingly difficult for me to continue working in this capacity. I have decided that it is best for me to resign and seek better opportunities elsewhere.
Despite the circumstances, I appreciate the valuable experience and opportunity I gained while working with this company. I have learned a lot from my colleagues and the management, which I know I will apply in my future endeavors.
I will work closely with my team and the management to ensure a smooth transition and completion of all my current tasks before my last working day. Please let me know if there is anything else I can do to assist in this process.
Thank you for your understanding and support during this difficult time. I wish the company and my colleagues the best in the future.
Sincerely,
[Your Name]
Sample 6: Resignation Letter Without Reason
Dear [Employer’s Name],
I am writing this letter to inform you that I am resigning from my position as [position] at [company name], effective [date]. While I will not disclose the reason for my resignation, please understand that it is for personal reasons beyond my control.
I want to take this opportunity to express my gratitude and appreciation for the support, mentoring, and guidance that I received from my colleagues and the management. I have gained valuable experience and knowledge which I will continue to apply in my future endeavors.
I am committed to completing all of my ongoing tasks before my departure and to providing support to ensure a smooth transition for my replacement. I will make myself available for any further assistance needed while ensuring all necessary documentation is properly handed over.
I wish you and the company continued success in the future.
Sincerely,
[Your Name]
Sample 7: Resignation Letter Due to Retirement
Dear [Employer’s Name],
I am writing this letter to inform you that I have decided to retire from my position as [position] at [company name], effective [date]. After [number] of years of dedicated service, it is time for me to step down and enjoy the fruits of my labor.
I want to take this opportunity to thank you for the opportunities, experiences, and support that I received while working in this company. I will always cherish the memories and knowledge that I gained over the years.
I will work closely with my team and the management to ensure a smooth transition and handover of my duties and responsibilities to my replacement. I assure you that I will complete all my ongoing tasks before my last working day, as well as assist in the transition period for my successor.
I am grateful to have been part of this amazing team, and I will cherish the memories and experiences I have gained here. I wish the company and my colleagues continued success in the future.
Sincerely,
[Your Name]
Tips for Writing a Resignation Letter Email or Hard Copy
Leaving a job can be an emotional and stressful process. However, it’s important to do it gracefully and professionally to ensure you maintain a positive relationship with your employer and colleagues. Here are some tips for writing a resignation letter, whether you choose to send it as an email or a hard copy.
1. Keep it brief and to the point. Your resignation letter should be concise and straightforward. Avoid adding unnecessary details or grievances, and simply state that you are resigning and when your last day will be.
2. Express gratitude and positivity. Even if you have had a difficult experience in your role, it’s important to express gratitude for the opportunities and experiences you’ve had. Thank your employer and colleagues for their support and for the skills you’ve gained during your time at the company.
3. Offer to help with the transition. If possible, offer to assist with the handover process and ensure that your resignation won’t cause undue stress for your colleagues. This can help maintain positive relationships and ensure your coworkers view you as a helpful and responsible team member.
4. Use professional language and formatting. Regardless of whether you are sending a resignation email or a hard copy letter, ensure that you use formal language and a professional format. This shows your employer that you are taking the resignation seriously and are committed to leaving your role in a professional manner.
5. Send it to the appropriate person. Ensure that you send your resignation letter to the appropriate person, whether that be your direct manager or the HR department. This ensures that your resignation is documented and tracked effectively, which can help avoid misunderstandings or complications later on.
6. Proofread and edit. Before sending your resignation letter, ensure that you proofread and edit it carefully. Spelling or grammatical errors can detract from your professionalism, so it’s important to double-check your work before clicking “send” or putting it in the mail.
By following these tips, you can ensure that your resignation letter is professional, respectful, and effective in helping you move on to your next opportunity.
Resignation Letter Email Or Hard Copy FAQs
What is a resignation letter?
A resignation letter is an official document that an employee writes to inform their employer of their intent to leave their job position in a company or organization.
Is it better to send a resignation letter through email or a hard copy?
It depends on your company’s policy. Some companies require a hard copy, while others accept resignation letters through email. If there’s no specified policy, sending both email and hard copy can give a professional impression.
Can a resignation letter be hand-written?
Yes, but it’s generally advisable to type your resignation letter to ensure clarity and professionalism.
What should be included in a resignation letter?
A resignation letter should include your reason for leaving, your last day of work, and your gratitude towards the company and your colleagues. You can also add your contact information for future communication.
Is it necessary to give a two-week notice?
Yes, it’s a standard practice to give your employer a two-week notice period before leaving. It gives the employer enough time to find a replacement and ensures a smooth transition for both parties.
Can a resignation letter be retracted?
It’s possible to retract a resignation letter, but it depends on your employer’s discretion. You should discuss your reasons for retracting the resignation with your employer and reach a mutual agreement.
How should a resignation letter be addressed?
A resignation letter should be addressed to your immediate supervisor or the HR department head. It’s also advisable to notify your colleagues and subordinates personally before sending the letter.
Wrapping It Up
Thank you for taking the time to read through this guide on how to submit a resignation letter – either through email or with a hard copy. Keep in mind that no matter which method you choose, professionalism and respect should always be at the forefront of your communication. We hope this article has helped shed some light on the differences between the two formats, and has given you some confidence in submitting your resignation in a way that feels right for you. See you soon with more interesting reads!