Are you planning to resign from your current job? Then, you might be wondering whether to submit your resignation letter as a hard copy or through email. Well, fret not! We understand that this decision can be overwhelming for some, and that’s why we are here to help you with it.
Submitting a resignation letter is an essential step to ensure a smooth and professional transition between you and your employer. But, the question is, which option should you choose? A resignation letter submitted as a hard copy or an email?
We have compiled some examples of both hard copy and email resignation letters for your convenience. You can use them as a reference and edit them as needed.
So, whether you prefer a traditional hard copy or a modern email, the important thing is to ensure that your resignation letter is clear, concise, and professional. Remember, it’s essential to leave a positive impression and maintain a good relationship with your employer, as you never know when you might need their help in the future.
Let us help you make the right decision and guide you through writing the perfect resignation letter.
Best Structure for Resignation Letter Hard Copy Or Email
When it comes to resigning from a job, the method of communication can play a significant role. You might be wondering whether to send your resignation letter as a hard copy or email. While both options are valid, there are a few key elements to consider for each method to ensure your resignation is professional and well-received.
If you are opting for a hard copy resignation letter, it is essential to start with a clear heading. This should include your contact information, the date, the recipient’s name and contact information, and a subject line that clearly states that this is a resignation letter. It is also important to be concise and straightforward in the body of the letter. Start with a brief introduction expressing your gratitude for the opportunity to work with the company and indicate your intention to resign. Provide a specific date for your last day of work and offer to assist with the transition if necessary. Close the letter with a polite statement thanking your employer for their understanding and support.
On the other hand, if you choose to send your resignation letter via email, it is crucial to keep the message concise and professional. Start with a subject line that clearly states the purpose of your email – such as “Resignation Letter”. In the body of the message, begin with a salutation and briefly mention why you are writing. Express your gratitude for the opportunities you have had while working with the company and indicate that you are resigning. Provide a specific date for your last day of work and offer to assist with the transition if possible. Close the message by thanking your employer for the support and guidance provided during your tenure.
Regardless of whether you choose a hard copy or email format, there are a few key elements to ensure that the letter is professional and respectful:
1. Be clear and concise: State your intention to resign in the opening paragraph, provide a date, and offer to help with the transition.
2. Express gratitude: Show appreciation for the experience and opportunities provided by the company, as well as the support given by your employer and colleagues.
3. Maintain professionalism: Avoid any negativity or criticism in your letter or email. Keep the message positive and respectful.
Ultimately, the best structure for your resignation letter will depend on your personal preference and the specific circumstances of your employment. Regardless of how you choose to communicate your resignation, make sure you take the time to think through your message and ensure that it is professional and respectful.
7 Sample Resignation Letters for Different Reasons
Resignation Letter Due to Personal Reasons (Hard Copy)
Dear [Manager Name],
Firstly, I want to express my appreciation to you and the team for the opportunities and support provided during my tenure at the company. Unfortunately, due to personal reasons, I have decided to resign from my position as [Job Title].
While this was not an easy decision, I believe it is the best one for myself and my family at this time. I would like to ensure a smooth transition by completing all outstanding tasks and training my replacement within the next two weeks as per company policy.
Thank you again for the experience, skills, and knowledge gained during my tenure. I wish the company and team all the best in the future.
Resignation Letter Due to Health Reasons (Email)
Dear [Manager Name],
It is with a heavy heart that I write to inform you that I need to resign from my role as [Job Title]. Unfortunately, my health has recently worsened, and I need to prioritize treatment and recovery. I have great respect for the company and the colleagues I have worked with, and I regret having to leave my position.
I understand the inconvenience my resignation may cause and would like to help ease the transition by ensuring that all my tasks are completed before my last day, which will be two weeks from now.
Thank you for everything, for your kindness and understanding. I appreciate the opportunities that have been given to me during my time here.
Resignation Letter Due to Relocation (Hard Copy)
Dear [Manager Name],
I am writing to inform you of my intention to resign as [Job Title] effective two weeks from today. Unfortunately, my family and I will soon be relocating to [New Location], and I will need to leave the company to support the transition.
It has been a privilege and an honor working alongside a team filled with dynamic and dedicated individuals. I wish you and the company all the best in the future. Please do let me know how best I can help to ensure a seamless transition.
Thank you for your understanding and support during my time with the company.
Resignation Letter Due to Acceptance of Another Job Offer (Email)
Dear [Manager Name],
Please accept this letter as my resignation as [Job Title] from [Company Name]. It is with mixed feelings that I tender this resignation, but I have accepted an offer for the role of [New Job Title] in a different organization.
I have learned a great amount during my tenure with the company and appreciate the time, effort, and experiences that were provided to me. I am grateful for the supportive team environment that has been created.
As per company policy, I will make sure all my duties and processes are handed over smoothly on or before my last day, which is two weeks from now.
Thank you again for the opportunities and support extended to me. I wish you and the team all the best in future endeavors.
Resignation Letter Due to Unsatisfactory Working Conditions (Hard Copy)
Dear [Manager Name],
I regret to inform you that I have decided to resign from my position as [Job Title]. My resignation comes due to the continuously unsatisfactory working conditions I have experienced here. Despite several attempts to take corrective actions and conversations regarding my concerns, the situation has not improved.
I would like to take this opportunity to thank you for the experience and opportunities that I have gained during my time in the company. I have also enjoyed working with my colleagues, who have always been supportive and helpful. Please advise me on any further information or steps I can take towards the transition period.
Thank you for your understanding, and I wish the company all the best in the future.
Resignation Letter Due to Retirement (Email)
Dear [Manager Name],
Please be advised that I will be retiring from my position as [Job Title] for [Company Name], effective two weeks from now. I have enjoyed working with the company and appreciate the various experiences that I have had throughout the years.
As I move into the next phase of my life, I will surely miss the work, but I look forward to retiring and enjoying my family and other pursuits that retirement offers. Thank you for your support during my tenure, and I wish the company all the best in the future.
Resignation Letter Due to Unforeseen Circumstances (Hard Copy)
Dear [Manager Name],
I am writing to inform you of my resignation as [Job Title]. Unfortunately, unforeseen circumstances have come up in my personal life, and I need to prioritize my family at this time. I hope you understand how difficult this decision has been for me.
I would like to stress my gratitude for the opportunity to have worked with the company; it has been an excellent experience working for such a professional and supportive team. To ensure non-disruption of activities, I will do the best that I can in my capacity to complete any outstanding projects and make sure I initiate a good handover of my tasks. My resigning date will be two weeks from the day of this letter.
Thank you for your support during my tenure at the company, and I assure you of my continued commitment till the very end.
Tips for Writing a Resignation Letter: Hard Copy or Email
Resigning from a job can be a difficult decision, and writing a resignation letter can be tough as well. You may be wondering whether you should send your resignation letter as a hard copy or via email. Whichever method you choose, this is an important document that must be written professionally and tactfully. Here are some tips to help you write an effective resignation letter, whether you choose a hard copy or email format.
When to use a hard copy format
If you work in a traditional office where formal communication is still in place, you may want to consider submitting a hard copy of your resignation letter. Hard copies are usually more formal and show that you have put a lot of thought and effort into your resignation. In a hard copy format, your resignation letter should be printed on a professional-looking stationary, signed, and hand-delivered to your supervisor. Keep in mind that it is important to choose the right timing and setting to hand in the letter, such as in a private meeting with your manager.
When to use an email format
If you work remotely or if you don’t have the opportunity to meet with your manager face-to-face, an email may be the most appropriate format for your resignation letter. Emails are also a great option for those who want to keep things more casual and informal. When drafting the email, keep a few things in mind. Start with a professional greeting and then state that you are resigning from your position. It is important to be clear about the date of your last day at work. Remember to thank your employer for the opportunity to work with them and offer to help with the transition process in any way you can.
Tips for Writing a Resignation Letter
Regardless of the format you choose, it is important to follow some key tips when writing your resignation letter. Firstly, be sure to give proper notice. Ideally, you should give at least two weeks’ notice, but this can vary depending on your employment contract. Secondly, keep the tone professional and positive. Even if you had a bad experience with your employer, it is best to avoid any negativity in your resignation letter and instead focus on the positive opportunities you are moving towards. Lastly, make sure you edit your letter for spelling and grammar mistakes, and ask a colleague or friend to review it before submitting it.
Good luck with your resignation letter and your new endeavors!
Resignation Letter Hard Copy Or Email
What is a resignation letter?
A resignation letter is a formal document that an employee writes to their employer, informing them of their decision to leave the job. It usually includes the reason for leaving and the last date of work.
Should I send my resignation letter as a hard copy or email?
It depends on the company policy. If the company prefers hard copies of the resignation letter, then it is better to submit a hard copy. Otherwise, an email may suffice. However, it is always better to confirm with the Human Resources (HR) department before submitting the letter.
What information should a resignation letter include?
A resignation letter should include the employee’s name, the date of the letter, the last day of work, the reason for leaving, and a thank you note for the opportunity to work in the company.
Do I need to provide a reason for leaving in my resignation letter?
It is not mandatory to provide a reason for leaving in the resignation letter. However, some employers may ask for the reason. It is better to provide an honest and straightforward reason instead of lying or making excuses.
Can I resign with immediate effect?
It depends on the company policy and the job contract. Some companies may allow employees to resign with immediate effect, while others may require a notice period. It is better to check the job contract or confirm with HR before resigning.
Is it necessary to serve the notice period mentioned in the job contract?
It depends on the company policy and the job contract. Most job contracts mention a notice period that the employee needs to serve before leaving the job. It is better to serve the notice period as mentioned in the job contract to maintain a good professional relationship with the employer.
Do I need to give feedback in my resignation letter?
It is not necessary to provide feedback in the resignation letter. However, if the employee wants to provide feedback and suggestions to the employer, they may do so. It is always better to provide constructive feedback instead of negative comments.
Cheers to Your Next Move!
Thank you so much for taking the time to read about resignation letter options. Regardless of whether you choose to send a hard copy or an email, remember that the key is to handle the situation with professionalism. And always keep in mind the importance of staying on good terms with your employer and colleagues. We hope this article has been helpful and informative. Don’t forget to come back and visit us for more career advice and tips. Good luck with your resignation and your future endeavors!