Etiquette and Essential Tips for Crafting and Sending a Resignation Letter Email
Source www.kickresume.com
Sending a resignation letter email is an important step in leaving a job. It is a formal communication that informs the employer of the employee’s decision to resign from their position. The email should be clear and concise and should include all of the necessary information, such as the employee’s last date of employment and their reason for leaving.
Crafting a Professional Resignation Letter Email
Resigning from a job can be a bittersweet moment, but it’s important to handle it professionally. An effective resignation letter email should convey your decision clearly and leave a positive impression on your soon-to-be former employer.
The Basic Structure
- Subject Line: “Resignation from Position”
- Salutation: “Dear [Manager’s Name],”
- Body Paragraph 1: Express your intent to resign and provide your last date of employment.
- Body Paragraph 2 (Optional): Briefly state your reason for leaving (e.g., pursuing a new opportunity, family reasons).
- Body Paragraph 3: Express your gratitude for the opportunity and support you’ve received during your time at the company.
- Closing Paragraph: Offer to assist with the transition and wish the company well.
- Signature: Your name and “Sincerely,” (or similar).
Additional Considerations
- Be clear and concise. Keep your letter to a single page and avoid unnecessary details.
- Use formal language. Stick to a professional tone and use proper grammar and punctuation.
- Be respectful. Express your appreciation for the company and your colleagues, even if you’re not leaving on the best terms.
- Offer to help with the transition. This shows that you’re willing to do your part to make the handoff process smooth.
- Proofread carefully. Check for any errors in grammar, spelling, or formatting before sending your email.
Sample Table for Formatting
| Section | Length | Content |
|---|---|---|
| Subject Line | 10-15 words | Clearly state your resignation |
| Salutation | 3-5 words | Use a professional salutation |
| Body Paragraph 1 | 2-3 sentences | State your resignation and last date |
| Body Paragraph 2 (Optional) | 1-2 sentences | Briefly mention your reason for leaving |
| Body Paragraph 3 | 2-3 sentences | Express gratitude and highlight your time at the company |
| Closing Paragraph | 2-3 sentences | Offer assistance and wish the company well |
| Signature | 1-2 words | Your name and a professional closing |
Sample Resignation Letter Emails for Various Reasons
Reason: Pursuing a New Opportunity
Dear [Manager’s Name],
Please accept this letter as formal notice that I will be resigning from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
This decision has not been made lightly, but I have been offered a position with another organization that aligns more closely with my long-term career goals.
I have enjoyed my time at [Company Name] immensely, and I am grateful for the opportunities and experiences I have gained here. I would like to thank you for your support and guidance.
Reason: Relocating
Dear [Manager’s Name],
I hope this email finds you well.
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].
I have made this difficult decision because my family and I will be relocating to [New Location]. While I have cherished my time here, it is important for us to move closer to our extended family.
I want to express my sincere gratitude for the opportunities you have given me at [Company Name]. I wish you and the company all the best in the future.
Reason: Returning to School
Dear [Manager’s Name],
I am writing to formally submit my resignation from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
After much deliberation, I have decided to pursue a graduate degree in [Degree Field]. I believe that this education will not only enhance my current skills but also open up new opportunities for career growth.
I have enjoyed my time at [Company Name] and have greatly valued the knowledge and experience I have gained. I am grateful for the support and guidance you have provided me.
Reason: Starting a Business
Dear [Manager’s Name],
Please accept this email as my formal resignation from my position as [Your Position] at [Company Name]. My last day of employment will be [Last Date of Employment].
I have decided to resign to pursue my entrepreneurial goals and start my own business in [Industry]. This has been a lifelong dream of mine, and I am excited to embark on this new adventure.
I want to thank you sincerely for the opportunities and support you have provided me during my time at [Company Name]. I have learned and grown immensely, and I will always value the experience.
Reason: Health Reasons
Dear [Manager’s Name],
I am writing to regretfully inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
This decision is due to ongoing health issues that require me to focus on my recovery and well-being.
I want to express my sincere gratitude for the understanding and support you have shown me during this challenging time. I will always value the opportunities and experiences I have gained at [Company Name].
Reason: Retirement
Dear [Manager’s Name],
After much reflection, I have decided to retire from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
This decision has not been made lightly, but I believe it is the right time for me to transition into a new chapter of my life. I have enjoyed and cherished my time at [Company Name], and I am immensely grateful for all the opportunities and support I have received.
I wish you and [Company Name] all the best in the future. I will always treasure the memories and experiences I have made here.
Reason: Career Break
Dear [Manager’s Name],
I am writing to inform you of my decision to take a career break from my position as [Your Position] at [Company Name], effective [Last Date of Employment].
After several years of continuous work, I feel the need to step away and focus on personal growth and well-being. I plan to travel, explore new interests, and spend quality time with family and friends.
I want to thank you for your support and understanding. I have enjoyed my time at [Company Name] and will always value the experiences I have gained here.
How to Write a Resignation Letter Email?
A resignation letter email is a formal communication sent to your manager or supervisor to inform them of your decision to leave your position. It should be clear, concise, and professional.
What to Include in a Resignation Letter Email?
Subject:
- Your resignation should be indicated in the subject line of your email.
- Example: "Resignation Letter from [Your Name]"
Body:
- Paragraph 1:
- State your intention to resign from your position.
- Include your last date of employment.
- Example: "Please accept this letter as formal notification that I am resigning from my position as [Your Position] at [Company Name]. My last day of employment will be [Your Last Date of Employment]."
- Paragraph 2:
- Express your gratitude for the opportunity and support you have received during your time at the company.
- Example: "I want to thank you for the opportunity to work at [Company Name] for the past [Number] years. I have learned and grown immensely during my time here, and I am grateful for the support and guidance you have provided me."
- Paragraph 3 (Optional):
- Offer to help with the transition during your notice period.
- Example: "I am willing to assist in any way possible to ensure a smooth transition during my notice period."
- Paragraph 4:
- End the letter with a professional and polite tone.
- Example: "Thank you again for the opportunity to work at [Company Name]. I wish you and the company all the best in the future."
Tips for Writing a Resignation Letter Email
- Keep it brief and to the point.
- Use a professional and formal tone.
- Proofread your email carefully before sending it.
- Submit your resignation letter in a timely manner, typically two weeks before your last date of employment.
- Follow up with a hard copy of your resignation letter if necessary.
And that’s it, folks! I hope you found this guide helpful in navigating the sometimes-tricky waters of resignation letter writing. Remember, be clear, concise, and professional, and don’t forget to keep a positive tone. Thanks for reading, and be sure to check back for more career-related tips and advice soon!