Once you've decided it's time to leave your current company and resign from your job, the next step is making your resignation official.
Knowing how to write a resignation email can give your manager and coworkers the impression that you are professional until your last official day. This good impression might serve you well in the future if you plan to list your current employer as a reference in your resume.
A resignation letter is usually sent as an email and must be addressed to the reporting manager and HR. This letter is not just information for the company that you intend to leave but it is also communication to superiors, and human resources so that they can find a replacement for your position.
How to write a resignation email?
To write a resignation email, you must cover the below information:
Foremost is to follow the basic format. A resignation email is a formal business writing that should have::
- The contact Information
- The date and time the letter was written
- Employer Contact Information including full name, title, company’s name, and address
- The Salutation (Sir/Madam) Dear [Recipient’s name],
- Opening paragraph- Tell your intent of resigning with an effective date
- Middle paragraph- support your resignation letter with reasons. (In many cases you may be hesitant to give the true reason for your resignation, so you can cite personal reasons to support your decision).
- Closing paragraph- this is optional (to help the company find your replacement)
- Complimentary closing (Respectfully, Sincerely Yours)
- Cc: (Human Resources Manager)
- Signature over your printed name
- [Your name]
In addition to the template, you need to make sure that the style of writing is formal throughout the letter. Also, proofread your letter to identify language errors such as wrongly spelled words, grammatically incorrect sentences, and many more.
Below is an example of a resignation letter template addressed to the Human Resource Department of the company. This will give you a simple idea about how to write such letters.
(Mr/Ms. Followed by the name of the HR person)
(Designation of the person)
(Name of the Company)
Dear [your reporting manager’s name],
Kindly accept this letter as a formal notification of my resignation from the position [position title] with [company name]. I will be leaving my position due to unavoidable personal reasons that must be attended to immediately.
[Add the number of years you have been working in the role].
[Add the things you have learned here or share your experience]
My last working day will be [DD/MM/YY]- ( From the date you give notice depending on company policy).
I promise to wrap up my tasks and train my replacement during this time. Kindly let me know if there’s anything else I can do to aid you during the transition.
I wish the company continued success, and hope to stay in touch in the future.
(Name of the employee)
Writing a resignation mail may seem simple enough, however, writing it correctly needs to include and exclude certain things. Of course, you are quitting your job, but you really should not burn any professional bridges.
Consider the consequences
Before composing a resignation email, you need to be absolutely certain about your decision to resign from the job. Sending a resignation mail is tangible proof of evidence, once it is sent, there is no going back. Thus, make sure to fully consider the consequences of leaving your job.
Keep it confidential
Once you have decided to make the move, keep your lips sealed. Resist the urge to tell the news to your colleagues in case your boss hears about it before you have sent your letter of resignation. Discussing your intentions will also affect the work culture. Thus, it is better to handle this sensitive matter tactfully and cautiously.
Not too brief
Of course, a resignation email should be to the point, however, it does not need to be drowning in brevity. Write in a way that officially announces your departure, including a note thanking your employer or for the wonderful days you’ve spent working for the company. You must adhere to the business format and cover all the required information. You never know when your employer needs to contact you at a later date.
Specify your notice period
Give a look at your employment contract in order to plan your notice period as well as any formal or informal commitments you’ve agreed to. Concerning whether you are a permanent or temporary employee of the company, your notice period could vary from a few days to a calendar month.
- Advance notice
Giving advance notice is the usual norm that could be one week’s time or 1 month.
- No notice
The employee has to leave the company immediately, usually because of personal emergencies.
Make an appointment to have a final meeting with your manager
While you may feel an easier task to send a resignation email, it’s always better to resign in person. To meet your busy manager, it’s ideal to make an appointment so that you get enough time to discuss all the details.
Make sure to plan your words, try to remain unemotional, and speak in a polite tone.
Do remember to discuss your notice period and thank the manager for the opportunity and experience you had in the company.
Once your resignation has been accepted by the organization, make sure to inform the employer about the current status of the projects you are handling. It is recommended to write the tasks you have in the pipeline in an email and send it to all concerned individuals.
Resigning is never easy, however by remaining professional and polite throughout your resignation, you can easily move on while keeping your dignity and reputation intact.
If you plan on starting your job hunt after leaving your current job, manage your job search with Teal, a job tracking software that lets you track and store important job hunting details.