Are you getting ready to send in your resignation letter by email and not sure where to begin? Crafting a professional and polite resignation letter is essential when leaving a job on good terms, and sending it via email can be a convenient and efficient way to communicate your decision. To help you get started, we have put together a sample resignation letter email that you can use as a template to customize for your own situation.
The Best Structure for a Resignation Letter Email Sample
When it comes to resigning from a job via email, it’s important to follow a clear and professional structure to ensure your message is received and understood in the best way possible. Here is a breakdown of the best structure for a resignation letter email sample:
- Subject Line: Make sure to include a clear and concise subject line that indicates your intention to resign. For example, “Resignation – [Your Name].” This will help the recipient understand the purpose of the email at a glance.
- Greeting: Start your email with a polite greeting, addressing your manager or appropriate recipient. For example, “Dear [Manager’s Name],”
- Opening Paragraph: Begin by stating that you are resigning from your position and include the date of your last working day. Keep this paragraph brief and to the point.
- Body Paragraph: Provide a brief explanation for your resignation, if desired. This is optional, but can help provide clarity for the recipient. You can also express gratitude for the opportunity to work with the company.
- Closing Paragraph: Thank your manager for their understanding and support, and offer to assist with the transition process. You can also include any necessary details about returning company property or completing exit paperwork.
- Closing: End your email with a polite sign-off, such as “Sincerely” or “Best regards,” followed by your name.
Remember to keep your resignation letter email professional and respectful, as it will serve as a record of your communication with the company. Following this structure will help ensure that your message is clear and well-received by your employer.
| Subject Line | Resignation – [Your Name] |
|---|---|
| Greeting | Dear [Manager’s Name], |
| Opening Paragraph | I am writing to inform you that I am resigning from my position, with my last working day being [Date]. |
| Body Paragraph | I have enjoyed working at the company and have learned a great deal during my time here. I appreciate the opportunities that have been provided to me. |
| Closing Paragraph | Thank you for your understanding and support during my time with the company. I am happy to assist with the transition process in any way that I can. |
| Closing | Sincerely, [Your Name] |
Sample Resignation Letter Emails
Family Reasons
Dear [Manager’s Name],
I am writing to inform you of my decision to resign from my position at [Company Name] due to family reasons. I have thoroughly enjoyed working with the team and appreciate the opportunities for growth and development that I have had during my time here. I will be available to assist with the transition process and ensure a smooth handover of my responsibilities.
Thank you for your understanding and support.
Sincerely, [Your Name]
Health Reasons
Dear [Manager’s Name],
After much consideration, I have made the difficult decision to resign from my position at [Company Name] due to health reasons. I have valued my time at the company and appreciate the support I have received from my colleagues and supervisors. I will work to ensure a seamless transition for my successor.
Thank you for your understanding.
Best regards, [Your Name]
Career Advancement
Dear [Manager’s Name],
I am writing to notify you of my resignation from [Company Name], as I have been offered an exciting opportunity for career advancement that I cannot pass up. I am grateful for the experiences and knowledge I have gained during my time here and will do my best to assist with the transition process.
Thank you for your understanding.
Warm regards, [Your Name]
Relocation
Dear [Manager’s Name],
It is with a heavy heart that I write to resign from my position at [Company Name] due to my upcoming relocation. I have enjoyed working with the team and will miss the camaraderie and support I have received. I will do my best to ensure a smooth handover of my duties before my departure.
Thank you for your understanding.
Best regards, [Your Name]
Change in Personal Circumstances
Dear [Manager’s Name],
After careful consideration, I have decided to resign from my position at [Company Name] due to a significant change in my personal circumstances. I appreciate the opportunities for growth and development that the company has provided and will assist with the transition process to ensure a seamless handover.
Thank you for your support and understanding.
Sincerely, [Your Name]
Company Culture Misalignment
Dear [Manager’s Name],
It is with regret that I must tender my resignation from [Company Name] due to a misalignment with the company culture. I have valued the experiences and relationships I have gained during my time here, and I will work to ensure a smooth transition for my replacement.
Thank you for your understanding.
Warm regards, [Your Name]
Better Compensation Offer
Dear [Manager’s Name],
I am writing to inform you of my decision to resign from my position at [Company Name], as I have received a better compensation offer from another organization. I want to express my gratitude for the opportunities for growth and development I have had during my time here and will do my best to facilitate a smooth transition.
Thank you for your understanding.
Best regards, [Your Name]
How to properly format a resignation letter email?
When writing a resignation letter email, it’s important to follow a few key guidelines to ensure professionalism and clarity. Start by addressing the email to your direct supervisor or HR manager. Clearly state your intention to resign from your position and provide an effective date of departure. Express gratitude for the opportunity and mention any positive experiences or growth you’ve had during your time with the company. Keep the tone respectful and avoid any negative comments or criticisms. Finally, offer to assist with the transition process and provide your contact information for further correspondence.
What should be included in a resignation letter email?
When composing a resignation letter email, make sure to include important details such as your intention to resign, the effective date of departure, and a brief expression of gratitude for the opportunity. You can also mention any key accomplishments or experiences that have been valuable during your time with the company. Offer to assist with the transition process and provide your contact information for any follow-up communication. Keep the letter concise and to the point, while maintaining a tone of professionalism and respect.
How to address a resignation letter email to multiple recipients?
When sending a resignation letter email to multiple recipients, it’s important to address each recipient individually to ensure clarity and professionalism. Start by listing all the recipients in the “To” field of the email, followed by a general salutation such as “Dear Team” or “Dear Colleagues”. In the body of the email, mention each recipient by name and address them individually. Clearly state your intention to resign and provide the necessary details such as the effective date of departure and contact information. Maintain a tone of respect and professionalism throughout the email.
What is the best time to send a resignation letter email?
The best time to send a resignation letter email is typically during business hours on a weekday, preferably earlier in the day. This allows the recipient to review the letter and process the information in a timely manner. Avoid sending the email late in the evening or on weekends, as it may be overlooked or not given the appropriate attention. If possible, try to send the resignation letter email at least two weeks before your intended departure date to provide ample time for the transition process. Choose a time when the recipient is likely to be available and able to respond to your resignation promptly.
I hope this resignation letter email sample has been helpful in guiding you through the process of resigning from your position. Remember to customize it to fit your own circumstances before sending it off to your employer. Thanks for reading, and feel free to come back anytime you need more tips or samples for navigating the working world!