Your resignation letter won’t be a novel-length saga, and since you’re leaving the company, there’s no need to argue a case or request anything from your audience. So at all timesÑno matter how tempting it may be to do otherwiseÑkeep your message concise and positive.
Less is more: Keep detail and volume to a minimum. Unless your departure breaks contract, you do not have to ask permission to leave. So don’t. Announce that you’re leaving, explain why if you wish, and end your message.
Check your contract: If you’re legally bound to the company by an ongoing contract, a simple letter of resignation won’t let you off the hook (no matter how well written it may be). You’ll need to talk to your employers and HR department in person to untangle this thorny issue.
Be kind: If you’re leaving because you dislike something about the company that your readers can’t change, be gracious and diplomatic.
Be honest: On the other hand, if you’re leaving because of something that can and should be changed, say so. An explanation for your reason to leave can help a struggling company interested in change and growth. Also consider that if you miss an opportunity to share this information, you may be haunted by this decision later. Could you have helped your former employers learn from their mistakes? If you aren’t/weren’t being paid fairly, for example, now is the perfect time to share this factÑjust remember to support your claims with research.
Say thank you: Share the things you enjoyed most about the job, and thank your employers for this opportunity. Even if you detested your position, there must be some positive aspects.
Resignation Email Message Example and Tips
Advice and Sample Letter of Resignation to Send by Email
Are you thinking of quitting your job? Whenever possible, it is always best to resign in person, and then follow up with a formal resignation letter for your employment file. However, sometimes circumstances come up that require you to send a resignation email. For example, you might have a sudden family emergency, and have to tell your employer that you are leaving as soon as possible.
When that happens, you need to notify your manager that you’ll be leaving, and do so professionally and courteously, so as not to burn any bridges.
Quitting your job can be an opportunity to strengthen relationships and build your network – if you go about things in the right way. A well-crafted resignation email can help.
Resignation Email Message Tips
Again, an in-person meeting, or even a phone conversation, is usually the best way to quit a job. However, if you have to resign via email, here are some tips on how to do it well.
- Email your employer. Send the email to your boss, but also carbon copy (cc) the Human Resources office, so that they can keep the email on file.
- Give two weeks’ notice. If possible, give your employer the standard two weeks’ notice when you are going to quit. If that is not possible, give the employer as much notice as possible. This will help you maintain a good relationship with your former employer.
- State the date. In the letter, include the date you plan to leave the company. This will give your employer a clear sense of your timeline.
- Don’t go into details. You do not need to give details on why you are leaving, or what you will be doing next. You want to keep your letter brief.
- Express gratitude. This is a good opportunity to express your gratitude for the years you have worked at the company. However, if you are very unhappy with the company, do not complain or say anything negative in your letter. You want to maintain a good relationship with the employer, especially since you might have to ask him or her for a letter of reference in the future.
- Offer assistance. If you are able to do so, offer to help the company with the transition. You might offer to train a new employee, for example.
- Ask any questions. This is also an opportunity to ask any questions about compensation or benefits, such as where or when you will receive your last paycheck. You should send the email to both your employer and to the Human Resources office. Human Resources will be able to answer these kinds of questions.
- Provide contact information. Include any non-company email address or another form of contact information that you want to include, so that your employer can get in touch with you. This is especially important if you are leaving right away. You will lose access to your work email address when your employment ends.
How to Use Resignation Email Examples
It is a good idea to review resignation email examples before writing your own. Examples can help you see what kind of content you should include in your email (such as an expression of your gratitude, or an offer to help the company with the transition).
You might also look at a resignation email template to get a sense of how to lay out your letter, and what to include (such as introductions and body paragraphs).
While examples, templates, and guidelines are a great starting point to your email, you should always tailor the email to fit the company and your situation.
Resignation Email Message Example
Email Subject Line: Resignation - Your Name
Dear Mr./Ms. Last Name:
Please accept this message as notification that I am leaving my position with ABCD Company effective September 15.
I appreciate the opportunities I have been given at ABCD and your professional guidance and support. I wish you and the company the best success in the future.
Please let me know what to expect as far as my final work schedule, accrued vacation leave, and my employee benefits.
If I can be of assistance during this transition, please let me know.
In the future, you can continue to get in touch with me through my non-work email, firstname.lastname@example.org, or my cell phone, 555-555-5555.
Read More: How to Quit a Job via Email | Resignation Letter Samples | More Resignation Email Message Examples | Resignation Letter Writing Tips