Hey there, so you’ve decided it’s time to move on from your current job and now it’s time to write that resignation email. Don’t worry, it’s not as daunting as it may seem. In fact, it can be a pretty straightforward process with just a few key components.
First things first, make sure to address your email to your supervisor or the appropriate person in charge of personnel. Be sure to thank them for the opportunity to work with the company and mention any highlights of your time there.
Next, keep it short and sweet. There’s no need to go into too much detail about why you’re leaving or where you’re headed next. A simple statement that you’re resigning and when your last day will be is sufficient.
Lastly, don’t forget to offer your assistance with transitioning your workload to someone else and providing any necessary information to ensure a smooth handover.
Still feeling unsure? Don’t worry, there are plenty of sample resignation emails out there that you can use as a starting point and edit as needed. Just remember to keep it professional and courteous, and you’ll be good to go!
The Best Structure for Writing a Resignation Email
Resigning from a job is never an easy task, even if you are excited about moving on to new opportunities. When resigning, you want to ensure that you leave a good impression and maintain professionalism. One way to do this is through a well-structured resignation email. In this article, we will discuss the best structure for writing a resignation email that leaves a positive impression on your employer.
Start with a Clear and Direct Subject Line
The subject line of your email should clearly indicate what the email is about. It should also be direct and to the point. For example, “Resignation – Your Name” is a good subject line that immediately lets your employer know what the email is about.
Begin with a Professional Greeting
The opening of your email should include a polite and professional greeting. Address your employer by name and use a formal greeting such as “Dear [Employer’s Name]”. If you are close with your employer, you can use a more informal greeting, such as “Hi [Employer’s Name]”.
State Your Intent to Resign
It is important to be direct and clear about your intention to resign. State it clearly in the opening of your email. For example, “I am writing to inform you that I have decided to resign from my position as [Position] at [Company Name]”. Avoid beating around the bush or using euphemisms.
Express Gratitude and Positive Sentiments
Thank your employer for the opportunities and experiences that you have had while working at the company. You can also express any positive sentiments you may have towards the company, such as how much you have learned or how you have enjoyed working with your colleagues.
Provide a Reason for Resignation
While you are not obligated to provide a reason for your resignation, it can be helpful for your employer to understand why you are leaving. You do not have to provide details, just a simple explanation such as “I have decided to pursue other opportunities” or “I have accepted a new position at another company”.
Give Notice and Offer Assistance
Let your employer know that you are willing to assist in any way during the transition period. Offer to provide training or help in finding and training your replacement. Also, ensure that you provide proper notice, according to your company’s policies. Most companies require at least two weeks notice.
End with a Polite and Professional Closing
End your email with a polite and professional closing. “Sincerely” or “Best regards” are good options. Sign off with your name and your contact information.
By following this structure, you can ensure that your resignation email is professional and leaves a good impression on your employer. Remember, the way you leave a company is just as important as the way you enter it.
7 Sample Resignation Letters for Different Reasons
Sample Resignation Letter due to Relocation
Dear [Manager’s Name],
This letter is to inform you that I will be resigning from my position as [Position] with [Company], effective [Date]. The reason for my resignation is that my spouse and I will be relocating to [City, State] due to family reasons.
I have enjoyed working with the team at [Company] and appreciate the opportunities that were given to me during my time here. I will ensure that I complete all outstanding tasks and coordinate with my team to ensure a smooth transition.
Thank you for understanding my situation and for your support throughout my tenure. Please let me know if I can be of any assistance during the transition.
Sample Resignation Letter due to Personal Reasons
Dear [Manager’s Name],
Please accept this letter as my official resignation from [Company] effective [Date]. The reason for my resignation is due to personal reasons.
I have enjoyed working with the team at [Company] and appreciate the experience and knowledge that I have gained during my tenure. I am thankful for the valuable opportunities and support provided to me during my time here.
Thank you for understanding my situation and your support throughout the duration of my employment. I am committed to ensuring a smooth transition of my responsibilities and will make sure that all essential tasks are completed before my last day of work.
Thank you for your understanding and cooperation.
Sample Resignation Letter due to a New Job Opportunity
Dear [Manager’s Name],
I am writing to officially tender my resignation from [Company]. My last day of work will be [Date]. I have accepted a job offer from another organization and I feel that it is the right time for me to take this exciting new opportunity.
I am grateful for the time I spent here at [Company] and the valuable experience and knowledge I have gained. I am committed to working diligently during this transitional period to ensure a smooth handover of my responsibilities. I will work with my colleagues to complete all outstanding projects and tasks.
Thank you again for everything during my tenure here, it has been a pleasure to work with such a dedicated team.
Sample Resignation Letter due to Health Concerns
Dear [Manager’s Name],
This letter is to inform you that due to my deteriorating health condition, I have made the difficult decision to resign from my position as a [Position] at [Company], effective [Date].
I have enjoyed working with the team at [Company] and I am grateful for the opportunity to work in such a wonderful organization. My time here has been valuable, and I have learned a lot throughout my tenure. I will work to ensure that everything is handed over smoothly and completed effectively before my last day.
Thank you for your understanding. I am grateful for the compassion and support that I have received from colleagues during my tenure here at [Company]. I appreciate your consideration.
Sample Resignation Letter due to Management or Workload Issues
Dear [Manager’s Name],
This letter is to inform you that I am resigning from my position as [Position] with [Company], effective [Date]. The reason for my resignation is due to the management/workload issues within the company.
I appreciate the opportunities provided to me during my time here. However, I feel that the workload and management issues are becoming overwhelming, and I cannot cope up with them. I have had constructive conversations with my team and have attempted to resolve the issues, but with no success. Therefore, I have decided to resign to attend to my wellbeing.
Thank you for your understanding. I will fulfill my responsibilities and ensure a smooth handover of duties. I wish the company continued success and development.
Sample Resignation Letter due to Unfavorable Working Conditions
Dear [Manager’s Name],
Please consider this letter as my official resignation from [Company]. My last day of employment will be [Date]. My decision to leave the company is due to the unfavorable working conditions.
Despite all my efforts, I have found it challenging to work under the current working conditions. It has become unacceptable to me. I have taken all possible paths to help alleviate this situation, but ultimately, it is still affecting my overall productivity and emotional wellbeing.
Thank you for entrusting me with responsibilities during my time at [Company]. I will work to finish all essential chores before my last working day and will finish the handover process effectively.
Sample Resignation Letter Due to Unforeseen Circumstances
Dear [Manager’s Name],
This letter is to inform you that I have made the difficult decision to resign from my position as [Position] at [Company], effective [Date]. The reason for my resignation is due to unforeseen circumstances that require my immediate attention and care.
I take pride in the growth, development, and achievements I made while working with such an honorable company like [Company]. However, circumstances out of my control are hindering me from fulfilling my professional responsibilities. Therefore, I must resign from my position so I can address these issues.
I will work to ensure a smooth transition with my team and will complete all essential tasks before my last day of work. Thank you for your understanding and cooperation throughout my time here.
Tips for Writing a Resignation Email
If you’ve made the difficult decision to resign from your job, it’s important to do so in a professional and courteous manner. Writing a resignation email can be stressful and emotional, but with these tips, you can make the process smoother and more effective:
- Be clear and concise: Start your email by stating that you are resigning and the date when your resignation will be effective. Keep your email brief and to the point, and avoid including unnecessary details or explanations.
- Express gratitude: Show appreciation for the opportunities and experiences you’ve had at the company. Even if you’re leaving due to negative reasons, expressing gratitude can help maintain positive relationships.
- Offer to assist with the transition: Let your employer know that you’re willing to help with the handover process and to ensure that everything is in order before you leave. This shows that you’re leaving with a professional attitude and that you value your employer’s business.
- Avoid negativity: As tempting as it may be to include negative comments about your employer, coworkers, or the company itself, it’s best to keep your email professional and positive. This can help protect your reputation and ensure that you leave on good terms.
- Proofread and edit: A well-written and error-free email can make a positive impression on your employer and show that you take the resignation process seriously. Take the time to proofread your email before sending it.
Writing a resignation email is never easy, but with these tips, you can ensure that the process goes smoothly and professionally, and that you leave on good terms with your employer.
FAQs about Writing a Mail for Resignation
What should I include in my resignation email?
Your resignation email should include a brief statement that you are resigning, your last day of work, and a thank you note for the opportunity. You can also offer to assist with the transition.
How should I address my resignation email?
Your resignation email should be addressed to your immediate supervisor or HR representative. It should be professional and respectful in tone.
Should I provide a reason for resigning in my email?
It is not mandatory to provide a reason for resigning in your email. However, you can mention a reason if it is positive and helps maintain a positive relationship with your employer.
When should I send my resignation email?
You should send your resignation email as soon as possible after making the decision to resign. This allows your employer to plan for your replacement and ensures a smooth transition.
What if I want to retract my resignation after I’ve sent the email?
If you want to retract your resignation after sending the email, contact your supervisor immediately to discuss the situation. Your employer may or may not be willing to keep you on.
Should I ask for a reference in my resignation email?
You can ask for a reference in your resignation email, but it is not necessary. Keep in mind that your employer may not be able to provide a reference immediately.
Can I send a resignation email if I work remotely?
Yes, you can send a resignation email if you work remotely. However, it is recommended to follow up with a phone call to ensure receipt of the email.
What should I do if I do not receive a response to my resignation email?
If you do not receive a response to your resignation email within a reasonable timeframe, follow up with a phone call or in-person visit to ensure that your resignation has been received and acknowledged.
Goodbye and Good Luck!
We hope this brief guide on resignation email can guide you well in writing your resignation letter. Remember that your resignation letter should always contain a positive tone, avoid being negative and burning bridges with your previous company. Keep it short and straightforward but don’t forget to express your gratitude and appreciation towards your colleagues and the company. Lastly, good luck on your future endeavors. Thank you for reading, and we hope to see you again soon for more exciting reads!