The knowledge of writing formal email letters will help you in multiple sectors of your professional life. One highly fundamental section here is curating proper resignation emails. Maintaining professionalism while stating your reason for leaving the company can be tricky. Hence, learning the basic tips is paramount.
There are multiple reasons for you to resign. However, your resignation mail should not sound bland or vague. Instead, it must be curated to state your reason specifically with a tone of positivity. Sounds complicated, right?
Well, read this article to learn how to write a resignation email and its dos and don’ts. We have also provided a few properly curated samples and a template to follow for better learning. Read along to know more.
1. Why Choose an Email Resignation Letter?
The first question you might have is, why not a handwritten letter, and why an email? There are several reasons for this alteration of choice. Check out some of the major ones stated below.
1.1. Convenience and immediacy of email communication
First and foremost, the process is much faster and error-free. While writing it manually, you can make mistakes. Hence, you might have to rewrite it multiple times before you get the final draft.
1.2. Ability to reach multiple recipients simultaneously
A letter can be written to one receiver at a time. However, you do not have that limitation for email. Instead, you can adequately curate one letter and, with a few clicks, send it to multiple recipients simultaneously.
1.3. Providing a written record of your resignation
A manually written letter, once given, has no proper record. This can cause inconvenience in the future while searching for information. Email, on the other hand, gets saved in your account data for an extended period.
1.4. Facilitating a smooth transition process
The resignation process may not always end with one letter. There might be follow-up emails or negotiation emails in some cases. Imagine conducting the entire to and fro manually. It would certainly be quite confusing. Hence, emails are a better option to ensure a smooth transition.
2. Do’s of Writing an Email Resignation Letter
While writing your resignation letter email, there are some aspects you cannot afford to miss. For instance, you can express your gratitude, maintain clarity, etc. Check out the six Dos of writing an impressive resignation email.
2.1. Be clear and concise in your message
Remember, you are not writing a letter to your friend. Hence, leave out the unnecessary information. Always be precise and maintain clarity to ensure professionalism.
2.2. Express gratitude for the opportunities and experiences
This must be the most crucial section of your resignation email to the manager. You must show your gratitude for the platform they provided. Moreover, add how it helped you become more experienced and proficient.
2.3. Provide adequate notice (typically two weeks or as specified in your contract)
You must inform the authorities at least two weeks before you leave the company. Suppose there is an emergency, and you have to leave immediately. Make sure to state this clearly in your resignation email.
2.4. Offer to assist in the transition process
You must sound proactive. The best way to achieve that tonality is by offering your help throughout the process to ensure it is properly completed.
2.5. Maintain a professional and positive tone throughout
The overall tone should not be vague or boastful. Avoid being overly positive, or else it might sound informal. You must ensure a proper balance of positivity and professionalism throughout.
2.6. Proofread and edit your letter for clarity and grammatical errors
No formal letter should have even the least minor mistakes. Recheck and edit your resignation email multiple times. Make use of various tools and technology to achieve more accuracy.
3. Don’ts of Writing an Email Resignation Letter
Your resignation email will decide several of your prospects. For instance, if your hiring company refers to your present workplace for employee review. Your letter can decide how the higher authorities will speak about you. Hence, there are six things you must completely avoid while curating your formal resignation email.
3.1. Don’t use emotional or negative language
Never make the mistake of sounding emotional or personal in your mail. Additionally, refrain from exhibiting a negative approach. This will hinder your employee impression.
3.2. Avoid criticizing the company, colleagues, or supervisors
Another major practice you must avoid is complaining about the company except for particular instances. Also, avoid criticizing your boss, superiors, or colleagues in your resignation email.
3.3. Don’t include personal grievances or complaints
Avoid stating any personal information, especially if it is not relevant. Additionally, never add any personal complaints. This can sound both unprofessional and improper, especially in a resignation.
3.4. Refrain from discussing your reasons for leaving in detail
Indeed, you might, at times, have to state your reason. In those cases, they give an overall view. Never offer detailed information about your leaving the company.
3.5. Avoid making unrealistic promises or commitments
Your promises must sound doable. Never promise commitments that are not feasible. This certainly portrays you as an undedicated and unworthy employee. Ensure your resignation is not shedding a negative light on your professional image.
3.6. Don’t send the email without reviewing and double-checking the content and recipient
You cannot afford to be careless with formal documents; a resignation email is no exception. Hence, check whether you have selected the proper recipients. Additionally, reread the body contents and subjects. Lastly, recheck the email format before sending it.
4. Key Elements of an Email Resignation Letter
Multiple parts of a resignation email need to be properly curated. Listed below are the six sections. Check out how to correctly write them with the given guidelines.
4.1. Subject line. Clear and concise, indicating the purpose of the email
This is the most crucial section of the resignation email format. It is considered the window for the contents. Your subject line must resonate with your entire email. Hence, ensure it is clear, concise, and serves its purpose.
4.2. Salutation. Address the recipient professionally (e.g., “Dear [Supervisor’s Name]”)
Next, choose the proper salutation with the corresponding courtesy titles. For instance, “Dear MR. (surname), or Dear Mrs. (name) [manager, HR, etc].
4.3. Opening paragraph. State your intention to resign and provide the effective date
The first line should have the gist of the resignation email. Mention your objective for writing and end with giving the exact date. Do not provide unnecessary explanations in the opening paragraph.
4.4. Body paragraph(s). Express gratitude, offer to assist in the transition, and mention any outstanding projects or responsibilities
This is the main section. Update them about the present status of your projects. Showcase your gratitude. Offer your assistance and mention any other relevant information. However, make sure to keep it brief and crisp.
4.5. Closing paragraph. Reiterate your appreciation and provide your contact information for future reference
In the last paragraph, once again, state your gratitude for what the company has offered you during your tenure. Additionally, thank them for their time and cooperation. Provide your contact information below for further communication.
4.6. Signature. Include your full name, title, and contact details
Lastly comes the signature. Never give your digital autograph in a resignation email. Instead, type out your entire name. Do not forget to mention your designation. Provide your contact details once again below that.
5. Email Resignation Letter Template
If you are a novice, use this resignation email template to improve your knowledge of the format.
| To [Recipient/Recipients Address] Sub. Notice of Resignation [your name] Dear [Mr./Mrs. Name – designation] Hope this email finds you well. I want to formally inform you of my resignation as the [job title] of [company name]. So, my last working day with this company will be [effective date]. I appreciate you for providing me with this chance. Throughout my tenure and working years, I have gained valuable experience and learned a lot. I have thoroughly enjoyed working here. In the future, I will look back at my time here as an integral period of my professional life. In the next few weeks [notice period details], I will work sincerely and fulfill all the necessary responsibilities. Please let me know if there’s any more way I can help you. Thank you once again for this beautiful experience and your cooperation. Sincerely, [Full Name] [Designation] [Contact details] |
6. Examples of Email Resignation Letters
Resignation mails can differ with position, content, tonality, etc. Check out the five standard resignation email samples given below.
Example 1. Short and straightforward resignation email
| To [Recipient/Recipients Address] Sub. Notice of Resignation – Pramad Ghosh Dear [Mr./Mrs. Name – designation] This email is drafted to inform you of my decision to resign from my managerial position at ABC. The effective date is 19th February 2019 Thank you for providing me with the opportunity to work here. Sincerely, Pramad Ghosh Project Manager |
Example 2. Resignation email with a reason for leaving
| To [Employer’s Address] Sub. Notice of Resignation – Pramad Ghosh Dear [Name] I hope you are doing well. I am writing this email to formally notify you about my resignation as the [job title] of [company name]. I have received a job opportunity in Bangalore, which aligns with my long-term goals. My last working day with this company will be [effective date]. I would like to showcase my appreciation for being provided with this platform to learn immensely. The projects assigned to me have honed my skills and given me valuable experience. However, I have been offered a job opportunity closer to my dream. Hence, with much difficulty, I am resigning from this company. I promise to perform all my responsibilities dedicatedly for an easy transition. Please let me know if I can be of help in this context. My utmost appreciation for your cooperation and assistance. Sincerely, Pramad Ghosh Project Manager |
Example 3. Resignation email expressing gratitude and offering transition assistance
| To [Recipient Address] Sub. Notice of Resignation – Pramod Ghosh Dear [Mr./Mrs. Name – designation] I am writing this email to inform you that I have decided to resign from the Sales Manager position. This is effective from [date]. I am highly thankful to you for making me a part of this journey. I have learned several things through the various projects assigned. Additionally, it has provided me with a palpable experience. Furthermore, your guidance throughout has made me more efficient in my operations. I promise to hand over my responsibility to my colleagues properly. Please let me know if I can help any further. My gratitude to you for your professional guidance. Sincerely, Pramad Ghosh Sales Manager |
Example 4. Resignation email for a senior-level position
| To [Recipient/Recipients Address] Sub. Notice of Resignation [your name] Dear [Mr./Mrs. Name – designation] I am writing this email to formally inform you of my resignation as the [job title] of [company name]. I have received a job opportunity offering me a senior-level position. My last working day with this company will be [effective date]. I would like to showcase my appreciation for being provided with this platform to learn immensely. The projects assigned to me have honed my skills and given me valuable experience. However, it is time I step down as a project manager and strives to reach new heights. Hence, with much difficulty, I am resigning from this company. I promise to do everything in my power to ensure a smooth transition. Please let me know if I can be of any other assistance in this context. Thank you for providing me with the opportunity to work for this company. Sincerely, Pramad Ghosh Project Manager |
Example 5. Resignation email for a remote or freelance position
| To [Manager’s Email Id] Sub. Notice of Resignation [your name] Dear [Mr./Mrs. Name] I am writing to inform you that I cannot take up freelance assignments from this company any further after [date]. I have recently gotten an opportunity that requires me to be a regular employee. However, I appreciate your guidance and patience throughout my work tenure in this company. I have immensely enjoyed and extensively gained knowledge on diverse aspects. I promise to finish all my pending assignments before leaving. Please let me know if you need any further aid. Thank you for your time and consideration. Sincerely, Pramad Ghosh |
7. Following Up After Sending Your Email Resignation Letter
You must maintain a proper follow-up after you have sent your resignation. Check out the four techniques to efficiently conduct the follow-up process.
7.1. Be prepared for follow-up questions or discussions with your supervisor or HR
Firstly, you must be ready to answer counter-questions. Be professional and polite while replying. You might have to engage in full-length conversations as well. Thus, draft your answers beforehand.
7.2. Ensure a smooth handover of your tasks and responsibilities
Never leave your duties undone. Properly serve your notice period. During these weeks, dedicate yourself to properly explaining your job roles and duties to your replacement. This will help establish a smooth transition.
7.3. Maintain professionalism and confidentiality until your last day
If you are resigning, it does not mean you can become unethical. Maintain your professional image till the end. This will undoubtedly help you to set an example.
7.4. Express your appreciation to colleagues and maintain positive relationships
Never speak ill about the company or higher authorities. Maintain cordial relationships till the last day. Additionally, express your gratitude to your colleagues and seniors alike.
Conclusion
You need this resignation email writing skill in different contexts throughout your professional career. Hence, learning this beforehand is advisable. The guidelines given above will make you more proficient.
FAQs on Resignation Email Letter Format
Q1. How to write a straight and simple resignation email?
A1. You must just give the necessary information. Avoid any explanation. State the purpose in the opening paragraph. Mention your name, the role, and the effective date. Complete with a single line of gratitude before the signature.
Q2. What are the features of the best resignation email?
A2. The three top features are that the email format is well maintained and the subject is clear and impactful. Lastly, the body content is precise, positive, and professional.
Q3. What are the two things to avoid?
A3. Never write it with a negative approach or make any complaints. Secondly, recheck to avoid any mistakes. Otherwise, it will tarnish your professional image.
Q4. Why is it important to learn this skill?
A4. Curating a resignation letter efficiently is a professional courtesy. Hence, to ensure a smooth, professional career, learning how to write a resignation email is fundamental.
Q5. How to write an effective resignation email?
A5. There are a few do’s and don’ts you must follow. For instance, always maintain a positive and professional tone. Never include any personal causes. Moreover, you should express gratitude and show proactiveness in helping. However, never make unfeasible commitments.
