Resignation Letter Email Or Hard Copy: Which One Should You Choose?

Are you thinking about resigning from your job? Well, the first step is to prepare a resignation letter. And the biggest question that pops up is whether to go with an email or a hard copy. Don’t worry, you’re not alone in this dilemma. Many people go through the same thought process when considering which format to choose. Lucky for you, in this article, we’ll explore the pros and cons of both formats so that you can make a decision that works best for you. Plus, we’ll also provide you with templates that you can use and edit according to your needs. So, let’s dive in and figure out which option suits you better!

The Best Structure for a Resignation Letter Email or Hard Copy

Resigning from a job can be a difficult decision, but when you have made up your mind, it is important to do it professionally and with courtesy. One of the first steps is to write a resignation letter. Whether you choose to send an email or a hard copy, your letter should follow a specific structure that clearly communicates your intentions while maintaining a positive tone.

The first thing to include is a clear heading, which should immediately let the recipient know what the letter is about. Use a subject line that starts with “Resignation Letter” followed by your name and your position. For example, “Resignation Letter – John Doe – Marketing Manager.”

After the heading, start with a brief but clear statement announcing your decision to resign. You should also state when your last day of work will be. This is important so that your employer knows how to plan ahead and can start the process of finding a replacement.

The next paragraph should express gratitude and appreciation for the opportunities and experiences you have had during your time at the company. Even if your experience has been less than ideal, it is still important to be gracious and avoid burning any bridges. Thank your employer for the chance to work with them and for any training or development you have received.

In the third paragraph, briefly explain the reasons why you have decided to resign. Remember that this is not the place to vent your grievances or complain about any issues you may have had with the company. Keep your explanation positive and professional. If you are leaving for another job opportunity, you can mention this, but it is not necessary.

The final paragraph should offer your assistance during the transition process and express your willingness to help out in any way possible. Provide your contact details and offer to discuss the process further if desired.

Finally, close the letter with a polite and positive sign-off, such as “Sincerely” or “Best regards,” followed by your name and signature. If you are sending an email, you can simply type your name at the bottom.

In conclusion, a resignation letter should be professional, concise, and positive in tone. By following this structure, your letter will clearly communicate your intentions while maintaining a respectful and courteous tone.

7 Samples of Resignation Letter: Different Reasons

Sick Leave Resignation Letter

Dear [Manager’s Name],

It is with a heavy heart that I tender my resignation effective [Date]. Due to my health condition, I won’t be able to continue working with the company any longer. I feel regretful for not being able to fulfill my commitments and responsibilities, but these circumstances are beyond my control.

I want to say thank you for the tremendous experience and the support that I received from my colleagues and myself. Please know that I will do everything in my power to handle the transition smoothly during my time left here.

Kind regards,

Your Name

Career Advancement Resignation Letter

Dear [Manager’s Name],

I am grateful for the opportunity and privilege to work with you and the team. However, after careful consideration, it is time for me to tender my resignation as I have been offered a new opportunity to advance my career in a different company.

I am humbled by the chance to grow my skills and venture in a new direction. I will do my best, as always, to ensure a smooth transition and handover of the tasks to my successors. Please accept my sincerest thanks for the support and guidance I received during my time here.


Your Name

Personal Reasons Resignation Letter

Dear [Manager’s Name],

I regret to inform you that I am resigning from my position at the company due to personal circumstances. This decision has not been an easy one, and it is made after a lot of reflection. I feel that it is time for me to prioritize my wellbeing and focus on managing my personal life demands.

Thank you to everyone at the company for providing me with a wonderful opportunity and a great experience. I am saddened by the necessity to move on but am taking comfort in the fact that I was part of a supportive team that made my time here rewarding.


Your Name

Salary and Benefits Resignation Letter

Dear [Manager’s Name],

It is with great regret that I will be leaving my position as [Job Title] at the company. I appreciate the opportunities I have been given and have enjoyed my time here because of all the invaluable experiences gained while working with such a remarkable team.

However, after carefully reviewing my finances, I have decided to resign due to the inadequate remuneration for my skills and qualifications. As much as I enjoy working with the company, the offer I received is much more equitable and serves my interest better. Therefore, I cannot in good faith continue to work under the current conditions, which is why I have decided to resign from my position.

Thank you for the chance to work with you, and I look forward to sharing projects with you in the future.


Your Name

Relocation Resignation Letter

Dear [Manager’s Name],

I am writing to inform you of my intended resignation from my position as [Job Title] at [Company]. My family and I have decided to relocate to [New Location] for personal reasons.

I am grateful for the opportunities this company has given me, and I have learned a great deal during my time here. Please know that I will work with you to ensure a smooth transition during my remaining days.

Thank you again, and I wish the company and colleagues continued success in all your endeavors.

Best regards,

Your Name

Return to School Resignation Letter

Dear [Manager’s Name],

It is with a heavy heart that I tender my resignation effective [Date]. I have to continue my education full time to gain more skills and achieve a more in-depth understanding of my major areas of interest. My tenure at [Company] has been nothing short of fantastic, and I am fortunate for the experience and expertise I’ve acquired here.

Thank you for being more than supportive of my personal growth, and I promise to find a replacement as soon as possible to make the transition as an easy and seamless one.


Your Name

Hostile Work Environment Resignation Letter

Dear [Manager’s Name],

This letter serves as my formal resignation from my position as [Job Title] at the company. The reason behind this is the work environment which I encountered daily hostile and unwelcoming.

I have repeatedly mentioned the situation to various supervisors and provided evidence, but no action has been taken to rectify the issue. The persistent harassment has taken a toll on my mental and emotional state, and I cannot continue working under such conditions.

Thank you for the opportunity to work with [Company] and contribution to my professional growth. A smooth transition is a priority to ensure that the company can work peacefully without hindrances by my resignation.

Yours truly,

Your Name

Tips for Writing a Resignation Letter Email or Hard Copy

Resigning from a job is never easy, and it requires careful consideration and planning. One of the most important aspects of resigning from a job is writing a clear and concise resignation letter, whether it is in the form of an email or a hard copy. Here are some tips to help with your resignation letter:

  • Keep it simple and straightforward: The goal is to communicate your intentions in a professional and respectful manner, so it is best to stick to the basics. Include your name, job title, the date, and your plans for leaving the company. Avoid lengthy explanations or overly-emotional language.
  • Be specific about the details: It is important to give your employer a clear timeline for your departure. Indicate the date you plan to leave, and any other relevant details about the transition process. You may also want to include information about how you plan to finish any outstanding work or help train your replacement.
  • Show gratitude and appreciation: It is always good to thank your employer and colleagues for the opportunities and experiences you gained while working there. This helps to maintain positive relationships and show that you are not leaving on bad terms.
  • Check for errors and typos: Proofread your letter multiple times before sending it. Spelling and grammar mistakes can give a bad impression and may cause confusion about your intentions.
  • Choose the right format: Depending on your situation, you may want to consider whether to send your resignation letter through email or as a hard copy. If you are leaving on good terms with your employer, email can be a fast and convenient way to communicate. However, some situations may require a more formal approach with a printed letter.
  • Follow up with your manager: After sending your resignation letter, it is important to have a conversation with your manager to discuss any further details or questions. This helps to ensure a smooth transition and maintain positive relationships.

Overall, writing a resignation letter can be a daunting task, but with careful planning and consideration, it can be a positive step towards your next career move. Remember to keep it simple, show gratitude, and choose the right format for your situation.

FAQs related to Resignation Letter Email or Hard Copy

What is a resignation letter?

A resignation letter is a written communication sent by an employee to their employer, indicating their intention to terminate their employment relationship.

When should I submit my resignation letter?

You should submit your resignation letter when you have decided to resign from your job. You should give ample notice, usually a minimum of two weeks, to allow your employer time to find a replacement for you.

Should I submit my resignation letter via email or hard copy?

You can submit your resignation letter via email or hard copy, depending on your preference. However, it is best to follow the protocol and guidelines set by your company’s HR department.

What should I include in my resignation letter?

Your resignation letter should include your intention to resign, the date of your resignation, and a brief explanation of why you are resigning. It should also express your gratitude for the opportunity to work for the company and your willingness to assist in the transition.

Is it necessary to give a reason for resigning in my resignation letter?

No, it is not necessary to give a reason for resigning in your resignation letter. However, you may want to do so to help your employer understand your decision and to provide feedback on the company’s practices and policies.

Can I retract my resignation letter after submitting it?

It depends on the policies of your company. If the resignation has been accepted, it may be difficult to retract it. However, if you have not received any notification of acceptance, you may be able to discuss the matter with your HR department.

Will my resignation letter affect my future employment opportunities?

No, your resignation letter will not affect your future employment opportunities. However, it is important to handle the resignation process professionally and maintain good relationships with your employer and colleagues.

What should I do after submitting my resignation letter?

After submitting your resignation letter, you should continue to fulfill your obligations and responsibilities until your departure date. You should also prepare for the transition by finishing any pending work, documenting your responsibilities, and offering to train your replacement.

Say goodbye to your boss in style

Whether sending an email or a hard copy of a resignation letter, the most important thing is to ensure that you are expressing your gratitude for the opportunity. Remember, it’s always good to leave on a positive note and maintain strong connections with colleagues. Whatever you choose, make sure to proofread and keep it professional. Thank you for reading, and we hope to see you back soon for more tips!