How to Write a Resignation Email. 8 Tips and 3 Sample Formats

Earlier people used to write resignation letter but now in a tech-savvy kind of world, we are restricted with resignation e-mails. No matter either it is an e-mail or a letter, the only difference is that in an e-mail, you don`t need to mention the date in top left hand side and address of your boss after his name as you are sending it directly in to his inbox via internet in a fraction of second.

Your resignation e-mail is the last impression of yours in the company you have been attached so far and never forget last impression is also as important as your first impression. So, while writing your resignation e-mail, you have to be very careful, cautious and composed. Here we are discussing those few things step by step:

1. Subject Line:

The subject line could be very simple and should not create panic, but it should convey the intent clearly. Do not use bold letters in the subject line. It looks as if you are shouting. It is not considered polite.

You can use the following subject lines

• Submission of Resignation
• Decided to Move on
• Planning to put my papers

2. Opening format:

Opening of your e-mail should be formal but could be friendly as well depending on your relation with your boss. If you use to call him/ her by their name; then, you could start as “Dear Pierre” or if you don`t take their name, use only sir or madam; then, start as “Dear Sir/Madam”. If you are very formal with your boss then you may start as, “Respected Sir/Madam”.

3. Mention your intention:

In your resignation e-mail, you must mention clearly your intention to resign so that your boss may not feel that if they solve your issues, things could get resolved and there are chances to retain you back. You must be writing clearly that you have decided to resign after long hours of consideration and it is your final and last decision.

4. Notice Period:

Notice period is that period when you have to work in your company even after signing your resignation. You must give your employer a proper notice period according to your company norms so that they can manage to fill your position with suitable candidate. They must get sufficient time to manage your substitute. This is the time when you have to transfer/share your work related knowledge with your colleagues.

5. Reason of leaving:

You must also state your reason of leaving the job. Although it’s optional but every employer wants to know the reason of transition of employees so that they can look into it. Also, there are chances that you may get offered the similar position as you are getting in your new company if you mention it before your manager. Mostly, there are chances of salary hike and promotion once you state your reason of leaving the job.

6. Be Helpful:

In your resignation you must also mention that you are willing to help out during the transition period, i.e., your notice period. You can write it as: “During the next four weeks, I am willing to help you in any way to make the transition as smooth as possible. This includes assisting in recruiting and training my replacement. Please let me know if there is anything specific that you would like me to do.” It will leave a generous and kind impact on your employer`s mind.

7. Thanking:

You must always be thankful to your employer for his guidance and support and experience you had while working under his/her supervision. You may write it as: ” it has been a pleasure being a part of your company.” Or, “I appreciate the professional development and growth from [Company Name], and in particular, from you. Your mentoring support has encouraged me, and I hope that we will continue our relationship as I move forward in my career.” At least, your employer deserves a kind note from you. In this you must also thanks to your whole team as well.

8. Nice Closing:

Now, its time to wrap your e-mail with a nice closing after a kind and thankful note. You can close it by wishing the company a continued growth and success in coming future. And at the end, in left hand side, you must write: sincerely and your name.

There are certain things which you should do and certain things which you should not do while writing your resignation. Here are those do`s and don`ts for you:

The Do`s:-

• Keep it simple. Try to be short, concise, and direct in your letter. You don’t want to leave the letter up for interpretation.
• Do not spread distrust before or after your resignation.
• Do not discuss your resignation with co-workers; doing so might create negative energy in the office. Do not ask them for advice about writing your resignation letter.
• Do not ask your supervisor for a reference in your resignation letter. It is proper to ask for a letter of reference, but better to do it after you see the reaction of your boss. Try your best to get a letter of reference before you leave, even if you are starting a new job. Once you leave the company, your accomplishments and years of service will be quickly forgotten.
• Be polite, as this is your last letter to the company, you must remember all your good memories while writing this, not anything negative. Keep negative words aside for having a polite verbal discussion later.
• Be specific about using words such as: Resignation, notice period, last day of work.
• Wish them all the best; then keep a small door opened for you in future. It actually helps.
• Offer your help in transition period.
• Check your company’s termination policy. (Many companies require a minimum of 2 months’ notice for resignations.) Otherwise, their policy may be to never consider you again for a position. In your resignation letter, be sure to note the current day somewhere in the header as well as your final day in the body of the letter.

The Don`ts:-

• Remember, the company and its employees could potentially play a role in your career or job search in the future. It is a very small world. Never burn bridges.
• Check your company termination policy. (Many companies require a minimum of 2 months’ notice for resignations.) Otherwise, their policy may be to never consider you again for a position. In your resignation letter, be sure to note the current day somewhere in the header as well as your final day in the body of the letter.
• Do not give specific reasons for leaving. State that you have decided to move because of a career opportunity that is good for you at this stage of your career.
• Keep emotions out of the letter. Avoid the temptation to tell off your boss or any of your co-workers; put-downs will most certainly reflect poorly on you and you may later regret it.
• Your letter of resignation is documentation and will likely be added to your personnel file: be very thoughtful about what you place in that document. Do not use slang or foul language.
• Keep in mind that the minute you submit your resignation letter, you could be told to pack your stuff and leave by the end of the day. Do not rely on your two months’ notice for job hunting: do it before your resignation.
• Your letter of resignation could be used against you in court if it ever comes to that.

Here are some sample resignation email samples which you can use. The name of the person and company are only for illustration purpose. These are the names which you can choose in TO, CC or BCC list

• TO: You can write the name of your immediate supervisor or the hiring manager whom you are addressing directly
• CC: Same as above, whom you are not addressing
• BCC: You can keep some of your key team members but you can avoid it too. They will come to know about it during transition

The final format could be something like this