Resignation Letter Etiquette: Choosing Between Printed and Email
Resignation letter is an important document that marks the end of your employment with a company. It is a formal communication that should be written with care and attention to detail. Whether you choose to submit your resignation letter via email or printed format, there are certain key elements that should be included to ensure that your resignation is processed correctly. The purpose of this article is to provide guidance on the essential components of a resignation letter, including the appropriate format, tone, and content. We will also discuss the advantages and disadvantages of submitting your resignation letter via email or printed format, so that you can make an informed decision about the best approach for your particular situation.
The Best Structure for a Resignation Letter
Whether you’re emailing or sending a printed letter, it’s important to follow a professional structure when resigning from your position. Here’s a breakdown of the best structure to use:
- Heading:
Start your letter with your contact information (name, address, email, phone number) and the date.
- Recipient’s Information:
Include the name, title, and address of the person you’re resigning to (typically your manager or supervisor).
- Salutation:
Use a formal salutation, such as “Dear [Manager’s Name].”
- First Paragraph:
State your intention to resign from your position. Include the name of your position and the effective date of your resignation. Keep this paragraph brief and to the point.
- Second Paragraph:
Express your gratitude for the opportunity to work at the company. You can also mention any specific experiences or individuals you’ve appreciated during your time there.
- Third Paragraph (Optional):
Offer assistance with the transition. You can express your willingness to train your replacement or provide documentation on your projects. This is not required but can be a nice gesture.
- Closing Paragraph:
Thank the recipient again for the opportunity and wish them well. Close with a formal sign-off, such as “Sincerely,” followed by your signature (if sending a printed letter).
| Element | Printed Letter | |
|---|---|---|
| Contact Information | Include in the email header | Top right corner |
| Date | Include in the email header | Date line |
| Recipient’s Information | Include in the email header | Inside address |
| Salutation | Omit | Left margin |
| Signature | Omit | Below closing paragraph, centered |
7 Sample Resignation Letter Examples for Different Situations
Resignation Due to New Opportunity
Dear [Manager’s Name],
Please accept this letter as formal notification that I will be resigning from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
This decision was not made lightly. After much contemplation, I have accepted a new position at another organization that offers me an exciting opportunity to [Describe New Opportunity].
I have thoroughly enjoyed my time at [Company Name] and am grateful for the opportunities and experiences I have gained here. I have learned invaluable lessons and made lasting connections.
I want to express my sincere gratitude for the support and guidance you have provided me during my time here. I wish you and the company all the best in the future.
Resignation Due to Personal Reasons
Dear [Manager’s Name],
I hope this letter finds you well.
It is with a heavy heart that I must inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
This decision has been brought on by personal reasons that I feel require my full attention at this time. I understand that my departure may cause inconvenience, and I want to thank you for your understanding.
I have enjoyed my time at [Company Name] immensely and am grateful for the opportunities I have been given. I wish you and the company all the success in the future.
Resignation Due to Relocation
Dear [Manager’s Name],
I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
This decision was made after much consideration. I have recently been given the opportunity to relocate to [New Location] to be closer to family. As a result, I will no longer be able to fulfill my current work responsibilities effectively.
I want to express my sincere gratitude for the opportunity to work at [Company Name]. I have learned a great deal during my time here and have made valuable connections.
I wish you and the company all the best in the future.
Resignation Due to Health Reasons
Dear [Manager’s Name],
It is with regret that I must inform you of my need to resign from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
In recent months, I have been experiencing [Describe Health Condition]. This condition has made it increasingly difficult for me to perform my job duties to the best of my ability.
After consulting with my doctor, I have made the difficult decision to prioritize my health at this time. I believe this is the best course of action for both myself and the company.
I am grateful for the support and understanding you have shown during this time. I wish you and the company all the best in the future.
Resignation Due to Retirement
Dear [Manager’s Name],
Please accept this letter as formal notification of my intention to retire from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
This decision is the culmination of many years of planning and preparation. I am looking forward to this new chapter in my life and spending more time with family, friends, and pursuing personal interests.
I want to express my sincere gratitude for the opportunity to work at [Company Name] for the past [Number] years. I have had the privilege of working alongside exceptional colleagues and have made countless memories.
I wish you and the company all the success in the future.
Resignation Due to Restructuring
Dear [Manager’s Name],
I am writing to regretfully inform you that I will be resigning from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
I recently learned that my position will be eliminated as part of a company-wide restructuring. While I understand the rationale behind this decision, I am disappointed that my time here has come to an end.
I have appreciated the opportunities and support I have received during my time at [Company Name]. I wish you and the company all the best in the future.
Resignation Due to Unsatisfactory Work Environment
Dear [Manager’s Name],
After careful consideration, I have decided to resign from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
This decision has not been made lightly. In recent months, I have become increasingly concerned about the work environment. Specifically, I have noticed a lack of [Describe Concerns].
I believe that this environment is not conducive to my professional growth and well-being. Therefore, I have made the difficult decision to seek employment elsewhere.
I want to thank you for the opportunity to work at [Company Name]. I wish you and the company all the best in the future.
Can a Resignation Letter Be Sent Via Email or Must It Be Printed?
A resignation letter can be sent via email or printed. There is no legal requirement for a resignation letter to be printed. However, some employers may prefer to receive a printed resignation letter, as it is considered more formal.
Advantages of sending a resignation letter via email:
- Convenience: Email is a convenient way to send a resignation letter, as it can be done from anywhere with an internet connection.
- Speed: Email is a fast way to send a resignation letter, as it can be delivered to the recipient within minutes.
- Confirmation: Email provides confirmation that the resignation letter was received, as the recipient will receive a notification.
Advantages of sending a printed resignation letter:
- Formality: A printed resignation letter is considered more formal than an email resignation letter.
- Personal touch: A printed resignation letter can be signed and dated, which adds a personal touch.
- Company policy: Some companies may require employees to submit their resignation letters in writing.
Ultimately, the decision of whether to send a resignation letter via email or printed is up to the individual employee. However, it is important to consider the advantages and disadvantages of each option before making a decision.
Can a Resignation Letter Be Handwritten or Typed?
A resignation letter can be handwritten or typed. There is no legal requirement for a resignation letter to be typed. However, most employers prefer to receive typed resignation letters, as they are easier to read and store.
Advantages of handwriting a resignation letter:
- Personal touch: A handwritten resignation letter can add a personal touch, as it shows that the employee has taken the time to write it.
- Emphasis: Handwriting can be used to emphasize certain words or phrases in the resignation letter.
Advantages of typing a resignation letter:
- Professionalism: A typed resignation letter is considered more professional than a handwritten resignation letter.
- Legibility: A typed resignation letter is easier to read than a handwritten resignation letter.
- Consistency: A typed resignation letter can be formatted to be consistent with other company documents.
Ultimately, the decision of whether to handwrite or type a resignation letter is up to the individual employee. However, it is important to consider the advantages and disadvantages of each option before making a decision.
Can a Resignation Letter Be Delivered in Person or by Mail?
A resignation letter can be delivered in person or by mail. There is no legal requirement for a resignation letter to be delivered in person. However, some employers may prefer to receive resignation letters in person, as it allows them to meet with the employee and discuss the resignation.
Advantages of delivering a resignation letter in person:
- Personal touch: Delivering a resignation letter in person adds a personal touch, as it shows that the employee is willing to meet with the employer to discuss the resignation.
- Immediate feedback: Delivering a resignation letter in person allows the employee to receive immediate feedback from the employer.
Advantages of delivering a resignation letter by mail:
- Convenience: Delivering a resignation letter by mail is convenient, as it can be done from anywhere.
- Privacy: Delivering a resignation letter by mail allows the employee to maintain their privacy.
- Confirmation: Delivering a resignation letter by mail provides confirmation that the resignation letter was received, as the employee will receive a notification when the letter is delivered.
Ultimately, the decision of whether to deliver a resignation letter in person or by mail is up to the individual employee. However, it is important to consider the advantages and disadvantages of each option before making a decision.
Thanks for swinging by, buddy! Remember, whether you’re going the digital or traditional route, the most important thing is to make your resignation letter clear, concise, and professional. And don’t forget to proofread it carefully before hitting send or signing on the dotted line. Now that we’ve got that covered, be sure to drop by again soon for more tips and tricks on navigating the world of work. See you then!