So you’ve accepted a new position, and now it’s time to write that resignation email. But what should your email resignation letter say?
A strong resignation email will set the tone for your exit. Sending a proper resignation letter will make your last few weeks a delight. If you get it wrong, it could hurt your relationships, referrals, and perhaps your future career.
We will explore what a resignation email is, when to send one, how to write one, and ideas for drafting a resignation email with examples in this article.
What is a Resignation Email?
A resignation email is an official email in which you indicate your desire to leave a company. You formally begin the process of leaving your employer with these emails.
Before submitting a resignation email, it’s often a good idea to speak with your HR department or boss. It is also critical to send your resignation email before your last day of work. Depending on the conditions of your contract, a resignation email may take effect immediately or at a later date. Apart from being a professional politeness, resignation emails allow you to thank your employer for the opportunity and conclude on a positive note.
Is it Okay to Resign Over Email?
It’s perfectly acceptable to resign in writing, but is it acceptable to do so via email? You should probably only attempt this daring action if you are absolutely confident or wealthy.
Even if your time at a company was not ideal, you should depart gracefully. Why? “If future employers call your current boss or HR department, you must be able to provide at least a neutral reference.
Although an email resignation is acceptable, it is not professional and may ruin your career. Your manager may take it personally and provide a less than favourable reference or refuse to provide one at all.
However, in very exceptional instances, such as when you are having troubles with your employer or are in disagreement, an email resignation is appropriate.
When Should I Send a Resignation Email?
In some cases, quitting or leaving the job in person may not be an option. In such cases, the sole choice is to quit via email.
Face-to-face talks are impossible when working remotely because you and your management may be in different regions. Resigning through email is also a popular way of resignation during family emergencies or other instances where you are unable to serve the notice period due to its rapidity.
How to Write a Resignation Email
A resignation email is a formal email that adheres to a set format. The greatest resignation email format we’ve found is one that is straightforward.
The good news is that once you’ve mastered the proper structure for writing a resignation email, you can use it whenever you need to. You can see how we put this into practise by looking at examples of resignation email format samples further in this blog.
Before we get to the resignation email examples, let’s take a closer look at what makes a great email.
#1. Resignation email subject line
Choosing a proper resignation email subject might be difficult, so keep it as basic as possible. You should make certain that the subject line of the resignation email is clear. Why? Assume the receiver is unaware it is a resignation email. In that instance, they may disregard it, postponing your new start date and disrupting your preparations.
Here are 10 possible resignation email subject lines:
- Resignation email – Your name
- Official resignation Notice – Your name
- Resignation date – Insert date
- Formal resignation notice – Your name
- I’m resigning today – Your name
- My resignation – Your name
- My last say is (Insert date)
- Two-weeks’ notice
- Today is my last day
- Formal resignation request: Your name
#2. Open with a professional greeting
Starting your email with a professional greeting can assist establish the tone for the rest of the message. Include a salutation, such as “Dear,” followed by the title and last name of your supervisor. Consider including a short sentence wishing them luck. For example, you could say, “I hope you’re doing well” or “I hope you’re having a nice day.”
#3. Describe the purpose of your email.
It’s time to get down to business after you’ve given an adequate hello. First and foremost, inform someone of the aim of your email. Don’t worry if this sounds professional; that’s exactly what this email is, so inform someone you’re leaving right away.
Here are some examples of appropriate resignation email openings:
- Please accept this email as notice of my resignation
- Please accept this email as my formal resignation
- Please accept this email as my resignation
#4. Resignation email content
You can go into further depth in the resignation letter email body. The following are some examples of necessary resignation letter email content:
- Informing someone that you want to leave and that the notice period will begin on this date.
- Thanking the person or organisation for hiring you
- Providing reasons for your departure (if desired)
- Requesting a reference (if necessary)
- Offering to assist in the recruitment of your replacement
Many people are curious about one thing: should they apologise in a resignation email? Leaving a job is a natural part of life, and you have nothing to apologise for (unless you’ve done anything wrong). In fact, apologising when you’re not sorry can be quite irritating.
If you’re truly sorry for something you’ve done or a circumstance you’re leaving, say so. But, as we teach our children, only apologise if you truly mean it.
#5. Specify when your employment will finish.
In your email, include your final date of work. Give your employer as much notice as possible of your resignation. This can assist you in maintaining a positive relationship with your previous job. Many employers ask employees to give at least two weeks’ notice before leaving. Investigate the policies of the company for which you work to ensure you meet their resignation requirements. This gives an employer a clear knowledge of your timeframe and allows them to make the appropriate preparations.
#6. Express your gratitude for the opportunity
Use this email to express your gratitude to your employer for the time you spent working for the company. This can assist you make a good impression and keep your relationship with them going. Finish your email with a few phrases expressing your appreciation for your employment experience.
You may also discuss what you learned in your role and what you liked about working with the company. For example, “I want to thank you for the opportunity to work as a nursing assistant, as I learned many valuable skills in patient care and medical treatment during my employment.”
#7. Offer to assist with the transition
You should acknowledge the impact your departure will have on the organisation and offer to help with the transition in any manner you can. Consider recommending another internal employee or offering to teach the new hiring before you leave the organisation and begin your new position. This can demonstrate to an employer that you are considering their organisation and are still concerned about its success.
#8. Proofread your email
It is critical to send an error-free resignation email letter. Make sure to proofread your email for spelling and grammar errors. You should also make sure that the tone of the email is upbeat and professional. Consider having a friend or family member read your email and double-check its accuracy before sending it to your boss. To assist you detect any potential issues, you might read your email aloud or utilise a digital writing tool.
Tips for Writing a Resignation Email
Here are some pointers on how to write a resignation email:
- Send it to your boss through email. When sending a resignation email, address it to your immediate supervisor and include a carbon copy (cc) to the human resources department. If your company closes your work email account, send a copy to your non-work email address.
- Use a straightforward subject line. Instead of utilising fancy email subject lines, concentrate on writing straightforward email subject lines. It’s the first thing your manager observes, so keep it brief so that your email is viewed as soon as possible.
- Keep it brief. An email of resignation should be brief. Keep your reasons for leaving or your future intentions brief. Send an email that is brief and to the point.
- Please provide at least one week’s notice. If you’ve been on the job for more than a month, the mandatory minimum notice time in the UK is one week. Giving a reasonable notice period allows employers to make necessary changes while maintaining a pleasant relationship.
- Maintain a cheerful tone. Even if you’re starting a new job, you may need to call your previous employer for references. So, send an email in a professional and upbeat tone.
- Never, ever complain. Never complain in a resignation letter, no matter how unhappy you were while working for the organisation. Keep it basic, and don’t criticise your boss or coworkers.
- Pose pertinent questions. Use this time to raise questions about your last payment and any other benefits that are pending with your employer.
- Check your email for errors. It’s usually a good idea to double-check your email for grammatical or spelling issues.
What Not to Include in Your Email Resignation
Keep your resignation letter succinct when in doubt. Avoid offering a detailed explanation of why you’ve decided to leave your job. You also do not need to disclose any information about what you intend to do after leaving, such as a new career or personal life updates.
It’s also a good idea to avoid making disparaging statements about your organisation, position, management, or team. The goal of your resignation letter is to leave your employment on good terms, thus anything that contradicts this should be left out of your email.
Resignation Email Examples
We’ve covered the fundamentals, and now it’s time to look at some resignation email examples.
You are welcome to copy and paste our sample resignation emails, but we always recommend changing them to make them more personal. Even if you’re leaving, you’ll want to demonstrate that you care about your previous employer, so keep our sample email resignation letters up to date.
#1. Short resignation email
This short resignation email is for you if you’ve already spoken with your supervisor and delivered the bad news. A straightforward resignation email concentrates on the essentials and ensures that your request is stated effectively.
Here’s an example of a simple resignation email with a notice period.
Dear (Name),
I’m writing to you to formally resign from my employment. I’ve enjoyed my time at (company), but I have officially accepted a new role.
Please, can you begin the leaving process and advise me of an official leaving date so I can update my new employer.
Yours sincerely,
(Your name)
#2. Email to an employer for resignation
This is a standard and straightforward resignation email to an employer. We follow the protocol outlined above and express gratitude for the time spent at work. You can modify this employer resignation email sample to fit your specific needs.
Dear (Name),
I’m writing to formally resign from my (title) position at (company name). I’ve enjoyed my time working here and learned a considerable amount. I have also developed lifelong friendships with many people who work here.
I have accepted a new role as (job title) at (company name). I would like to agree on a leaving date as soon as possible to let my new employer know.
(Add personalized information here)
I wish you well in the future. Once again, thank you for my time here.
Thanks,
(Your name)
#3. Resignation email to a manager
You can add more personality to your resignation email to your management. After all, you’ve been working closely with this individual! We assume you’ve previously spoken with your manager before submitting this resignation email.
Dear (Name),
It was great to catch up earlier to share my news. Please accept this email as formal resignation from my role.
I sincerely appreciate all the guidance and support you have shown me during my time at (company). It’s greatly appreciated and has helped to shape my future career.
(Add personal details here)
Hope we can stay in touch,
(Your name)
How Do I Resign Gracefully?
Examples of how to gracefully quit from your job include:
- Make yourself ready.
- Meet with your manager in person.
- You’ve handed in your resignation letter.
- Finish up any loose ends.
- Make a good first impression.
How Do You Politely Resign?
To understand how to resign a job professionally, follow these steps:
- Begin by determining whether the moment is correct.
- Please provide at least two weeks’ notice.
- Make a resignation letter.
- Give reasons for your departure.
- Make an appointment with an HR representative or a supervisor.
- Finish and transition work.
What Do You Say When Resigning?
A brief explanation for your resignation — It’s fine to keep things vague when stating why you’re leaving your work, such as “I am leaving to accept a position at another company.” You are not required to go into greater depth than you are comfortable with.
Is it OK to Send a Resignation Letter by Email?
Yes. You can deliver your resignation letter at the same time as your meeting with your supervisor, or you can send it later as an attachment to an email. A copy should be forwarded to human resources.
What Not to Say When You Resign?
“When telling your supervisor you’re resigning, avoid using phrases like quitting or leaving because they may make your manager feel like it’s their fault you’re leaving. Similarly, refrain from saying things like “I’ve found a better opportunity” or “I’ve outgrown my position.”Instead, take it easy on them.”
Conclusion
Writing a resignation email or email resignation letter should be simple, but we all know that it isn’t always the case. Telling someone we’re leaving can feel like we’re breaking awful news, and no one wants to do that.
We hope we’ve simplified the process of writing a resignation email by breaking it down.
When you need to write a resignation letter email, stick to the format and utilise one of our resignation email samples as a guide. Good luck!
Related Articles
- How to Write a Notice Letter UK (with Example)
- What To Do If I Hate My Job?
- EMAIL ETIQUETTE UK: Professional Rules for Writing Email
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