How To Write A Letter Of Resignation Email

What To Include In A Resignation Letter


This letter of resignation example is short and sweet at only three sentences, and thats how you win the resignation game. Heres why in three easy steps, plus a bonus:

  • 1. Say youre leaving. Be brief. Your resignation letter is neither a confessional nor an explanation, so dont feel you need to voice parting words. And dont go into details! To get the job done, just say, Please accept this letter as my formal notice of resignation from as a . One sentence and done.
  • 2. Give Notice. You may want to get outta there fast, but its better to give the required or standard duration which is often two weeks notice. A little notice can help maintain a good relationship with your former employer. Just be clear of your ending date, for example: My last day of employment will be .
  • 3. Express gratitude. Kill them with kindness by giving thanks, even if you dont truly mean it. And if you do mean it, more power to ya! For example: Thank you for all the opportunities this company has provided me.
  • 4. Need a transition? Bonus sentence: If your job requires a transition, go ahead and add: Let me know if there is anything I can do to make this transition easier. You can contact me at or . Leaving an invitation to be of assistance during or after a transition is nice, but not always necessary. This fourth sentence is up to you.

What Should I Include In My Resignation Letter

Whether you can’t wait to escape the clutches of your current employer, or will genuinely be sad to leave, writing a resignation letter is a key career tool. Get it wrong and you could leave with bad feelings you never know when your paths may cross again. Even if you verbally hand in your notice, you must formalise it with a letter.

When To Send A Resignation Letter

The time to turn in a resignation letter is immediately after speaking with your manager. No matter when the last day of employment is, employers will be put in a reactionary position as they try to fill a vacating role, says Alioto. Helping them through this process by communicating empathetically and in a timely manner is essential.

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Check Your Employment Agreement

Before you resign without giving notice be sure to check the terms of your employment agreement or contract, if you are covered by one. In all U.S. states other than Montana, employees are considered to be “at will,” which means your employment can be terminated without a reason, with some exceptions.

However, if you have a contract with your employer or are covered by a bargaining agreement, the terms of that contract may apply. Check with your human resources department if you’re not sure of your requirements for providing notice.

How To Write A Good Resignation Letter

Resignation Letter Samples

Leaving a job

To quit your job properly, you will need to put it in writing. If you have just been offered a new job, then do this sooner rather than later so that you can set a start date.

Stick to the following advice on how to use a resignation letter template:

  • Keep it short There is no need to add lengthy explanations if you need to get something off your chest, albeit in a professional manner, you can do so in a private conversation with your manager.
  • Adapt it to your contract Showing that you have considered the terms in your contract shows that your decision is thought through and it avoids any nasty surprises.
  • Keep a professional tone While you might be on friendly terms with your manager, remember that a resignation is to be dealt with in an appropriate manner. Address your manager formally.
  • and simply fill in your personal details to get the ball rolling in the next step of your career.

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    What To Do Before You Leave The Company

    • clean up your computer by deleting personal data including personal emails
    • keep the contact details of staff members you want to stay in touch with
    • get an employment reference from the company
    • find out from the company the exact payments you are entitled to when you leave including unused vacation pay
    • return any company property such as cell phones and keys
    • be prepared to answer exit interview questions
    • Keep up a positive and productive work performance until the last minute you are there
    • say goodbye to your colleagues with a brief farewell email – this can be sent on your last day of work or a day or two before

    Polite Statement Of Gratitude

    Often its considered courteous to thank the company for the opportunity to work there, especially if they provided training or personal aid. Of course, if your reason for leaving involves a hostile workplace, feel free to disregard this section as it might come across as hypocritical or feel inauthentic.

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    Sample Of Resignation Letters To Clients

    If youre trying to find the right words to let your clients know you wont be with them anymore and you can also look at sample resignation letters for clients, so this can help you decide where to start. This project manager left the company because he had health problems. He wrote the official letter that was given to his clients and informed them of his resignation and told his boss who would take his place and remembered to be able to provide his number and email address if they had any questions.

    Why Are Resignation Letters Important

    How to Write the Perfect Letter of Resignation – Sample Resignation Letter

    If you decide to leave your job, it is a matter of professional courtesy to submit a resignation letter. Resignation letters are also crucial for HR departments to keep on hand as a record of your time at the company for things like payroll and to reference in the future if necessary.

    These letters are also important because they contain essential operational information for your direct manager, such as your last day and what is needed as you plan your departure from the company.

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    Make An Appointment To Have A Final Meeting With Your Manager

    While you may feel an easier task to send a resignation email, itâs always better to resign in person. To meet your busy manager, itâs 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.

    Example A: Simple Resignation Letter Email

    This simple template can be used in most cases where you have to send out a resignation email, especially at workplaces where your supervisor usually maintains a casual environment in the workplace.

    Subject: Resignation Letter Dear ,As briefly discussed with you earlier today, please accept this email as my formal notice of resignation from my position as at . As per the existing HR policies, I will continue to work for the company for the next days, with the last day of my employment being .Over the next , I will make myself available to help with the transition and will be more than willing to bring my replacement up to speed and assisting them with all pending tasks.It has been a pleasure working with you, and I am truly grateful for all the support youve shown towards me. I have gained very valuable experience during my time here.Thank you.

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    Start With An Introduction And Notice Of Resignation

    If you are submitting a hard copy of your letter, use a standard business letter format with the date and your contact information at the top of the pageif youre emailing your letter, this information isnt necessary. Introduce your letter with a formal salutation, address the recipient by name and, if you prefer, use a standard greeting such as Dear\ , or Hello .

    Next, state clearly that you are writing to submit your formal resignation from your position with the company and include the date of your last day of work. While it is standard to provide two weeks notice, your company might have specific instruction around what your last date of work should be. After getting this information, list the date and weekday of your final day at the company.


    Please accept this as my formal resignation from my position as a senior graphic designer with XYZ Company. My last day will be Friday, June 28, two weeks from today.

    What To Do When You Resign

    Resignation Email Format With Notice Period

    Do Give Notice When Possible. Unless the situation is untenable, giving two weeks’ notice is standard practice when resigning. There are some reasons when you could quit without notice, such as if youve been endangered or sexually harassed. But if those reasons dont fit your current situation and you want to leave sooner, it’s appropriate to ask if you can leave right away.

    Get the Details. When you tell your boss or Human Resources Department that you’re leaving be sure to get the details on the employee benefits and salary youre entitled to when you leave. Inquire about continuing health insurance coverage through COBRA or through the government’s Health Insurance Marketplace, collecting unused vacation and sick pay, and keeping, cashing in, or rolling over your 401 or another pension plan.

    Do Offer to Help. If it’s feasible, offer to help during the transition and afterwards. The offer may not be accepted, but it will be appreciated.

    Do Ask for a Reference. Ask your boss and colleagues if they would be willing to give you a reference. If they agree, ask them to write you a as well as being available via email or phone. You’ll have the reference as part of your , which is great for your future job search endeavors.

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    Offer To Help With The Transition Period

    You dont want your last two weeks on the job to be awkward if possible. Keep the lines of communication open and offer to assist during the transition period.

    State you will wrap any work that you can and be ready for the hand-off of your work when the time comes.

    I would be happy to help train new team members if needed. I plan to complete my duties during my last two weeks to the best of my abilities. If, there is anything I can do to help aid in the transition please let me know.

    I hope to stay in touch in the future and wish the company continued success going forward.


    Review A Sample Resignation Letter

    Subject Line: Resignation – Omar Robinson

    Dear Ms. Hayes,

    I’m writing today to let you know that I am resigning from my position as Marketing Coordinator at ABC Company. My last day will be in two weeks, on Friday, September 15.

    I’m grateful for all of your support and training during my three years at ABC Company, as well as your friendship. You’ve made each day brighter. I’ve learned so much thanks to you and everyone else on the marketing team.

    Thank you again. It’s truly been a pleasure working with you, and I wish you and everyone at ABC Company all the best.


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    Why Should You Write One

    A resignation letter is an efficient way to send the same document to numerous departments keeping all relevant parties well-informed of your departure.

    If the document is polite and straightforward, your manager will be impressed with the gesture and thankful for this information. So long as it is constructive, it may even bring intangible benefits to your career down the road, such as potential letters of recommendation, positive appraisals via word of mouth, and may even help you return to the company.

    When You Need To Resign By Email

    Resignation Letter for Personal Reason | How to write the perfect letter of Resignation | Smart HR

    In a perfect world, and if at all possible, you should resign from your job in person, which could be on the phone or in a video chat if you’re working remotely. Try to make an appointment with your manager for a quiet, non-stressful time, and prepare what you want to say in advance.

    Giving two weeks notice before your departure is considered standard .

    A timely, proactive face-to-face conversation with your boss helps leave him or her with a positive impression of you as an employee.

    There are, however, many reasons you may prefer to resign via email. Even if you work remotely, its a good idea to try to speak on the phone with your manager about your resignation, but in some cases thats just not possible.

    There may be an uncomfortable situation at work, your supervisor may be reachable only by email, or you may need to give immediate notice. In that case, make sure your resignation email is as professional as possible.

    Review these email subject line examples, as well as the advice that follows on how to resign via email.

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    Resignation Email Sample 2

    Dear , As discussed with you , Please consider this email as my formal resignation email from , I had initiated resignation process in the system on . kindly provide acceptance for the same.Thank you for the opportunities for growth that you have provided me.I wish you and the company all the best. Please confirm my last working day.Regards,

    Content rating of the above resignation email:

    Resignation Due To Family Reasons

    Please accept my resignation, effective . As you know, my family welcomed our second child last month. After my parental leave ends, I would prefer to stay home with my children and focus on the needs of my family.

    Thank you for understanding, and please let me know if I can be of any assistance during this time.

    If your reasons are not specific to having children, or youd prefer to remain vague, try this version:

    I am writing to inform you that next month, I must resign from my role at Company XYZ. Family circumstances require my full attention at this time and leave me unable to continue in this role.

    I will be available over the next month to assist with the transition.

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    Example B: Formal Resignation Letter Email

    This formal resignation email template can be used when your supervisor is usually strict or maintains a rigid & professional demeanor in the office.

    Subject: Resignation Letter Hello ,Kindly accept this letter as notice of my resignation from the position of at .As per the terms of my employment contract, I will continue to work for the company for the next , with the last day of my employment being . I will be available to assist my replacement with any pending tasks as well as the transition.Thank you.

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