Cold Mailing Glossary letter h

How to write a resignation email

When writing a resignation email, it's important to keep it professional, concise, and respectful. Here's a general structure you can follow:

  1. Subject: Use a clear and specific subject line, such as "Resignation - [Your Name]." 
  2. Salutation: Begin the email with a formal greeting, such as "Dear [Recipient's Name]," or if you have a more informal relationship with the recipient, you can use "Hello" or "Hi." 
  3. Opening paragraph: State your intention to resign and provide the effective date of your resignation. It's best to mention this information right at the beginning to ensure clarity. For example:

   "I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Date of Resignation]."

  1. Express gratitude: Express your gratitude for the opportunities and experiences you have had with the company. Acknowledge the support and opportunities provided by your colleagues, supervisors, or the organization as a whole. This helps maintain a positive tone and leaves a good final impression. For example:

   "I would like to take this opportunity to express my sincere gratitude for the support, guidance, and opportunities I have received during my tenure at [Company Name]."

  1. Brief explanation (optional): If you feel comfortable doing so, you can provide a brief explanation for your resignation. This is optional and not required, but it can help provide context. However, be careful to maintain a professional tone and avoid any negative or disparaging remarks. For example:

   "After careful consideration, I have decided to pursue a new opportunity that aligns with my long-term career goals."

  1. Offer assistance with the transition: In the next paragraph, offer your willingness to assist with a smooth transition of your responsibilities. This shows professionalism and goodwill. For example:

   "I am committed to ensuring a seamless transition and would be more than willing to assist in any way during this period. Please let me know how I can support the transition process."

  1. Closing: End the email with a polite and professional closing, such as "Sincerely," "Best regards," or "Yours faithfully." Then, include your full name and any relevant contact information, such as your phone number or email address. 
  2. Proofread: Before sending the email, proofread it carefully to ensure it is free of any errors or typos. A well-written and error-free resignation email will make a professional impression.

Remember, it's essential to follow up your resignation email with a formal written resignation letter as per your company's policies and procedures. This letter should be printed and signed, providing a physical copy to your supervisor or the appropriate department.

Each organization may have specific protocols for resignations, so it's a good idea to review your company's policies or consult with HR to ensure you follow the correct process.