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:
- Subject: Use a clear and specific subject line, such as "Resignation - [Your Name]."
- 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."
- 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]."
- 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]."
- 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."
- 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."
- 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.
- 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.