Are you looking for a proper way to resign from your job? Writing a formal resignation email can be intimidating, especially if you have never done it before. But fear not, as there are many resources available to make the process easier for you. In this article, you’ll find formal resignation email sample that you can use and modify as per your requirements. Whether you intend to leave for a higher-paying job or simply want to spend more time with your family, resigning from a position is a natural part of career growth. With the samples provided, you’ll be able to write an email that clearly communicates your intentions while maintaining professionalism. So keep reading to learn how to draft an effective resignation email and to access valuable resources.
The Best Structure for a Formal Resignation Email Sample
Resigning from a job is never an easy task. It can be emotionally draining and stressful. However, when it comes down to leaving a job, you want to do it properly without burning any bridges. One way to exit your job on a good note is by writing a formal resignation email. It is crucial to convey your gratitude and appreciation towards your employer and colleagues. Additionally, providing a clear and concise statement of your decision to resign can make a significant impact. Here is the best structure for a formal resignation email sample.
1. Heading
The heading of your resignation email should be clear and concise. It should contain your name, the word “resignation,” and the company name. For example, “John Doe – Resignation – Apple Inc.” This will give the recipient an idea of what the email is about and allow them to prioritize it accordingly.
2. Salutation
Your email should begin with a formal greeting, such as “Dear [Manager’s Name].” Show respect and professionalism by addressing your manager formally and using their proper name. Avoid using nicknames or abbreviations.
3. Gratitude and Appreciation
Express your gratitude and appreciation towards your employer and colleagues for providing you with the experience to grow both as a person and as an employee. Highlight some of the positives of working there, such as the support, camaraderie, and work experience you have gained. Keep it brief and straightforward.
4. Statement of Resignation
The most critical part of your resignation email should be a clear statement of your decision to resign. Keep it simple and straightforward by stating your last working day. For instance, “I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day].” However, if you want to explain the reason behind your resignation, make sure you do so politely and professionally, without blaming anyone or leaving a negative impression.
5. Transition Plan
Provide a basic plan of how you will transfer your work responsibilities, handover current projects, and train your replacement. Be willing to help during the transition period so that the company can quickly fill your role with minimal impact on business continuity or productivity.
6. Closing and Sign-off
End your resignation email on a positive note. State your willingness to help during the transition phase and your hope that your resignation will not result in any inconvenience. The closing should be polite and professional, such as “Sincerely” or “Best regards.” Sign off with your name and contact details, such as your email or phone number.
Following this structure will help you write a professional and respectful resignation email. Remember, how you leave a job can have lasting effects on your professional network and reputation, so make sure to leave a positive and lasting impression.
7 Formal Resignation Email Samples for Different Reasons
Sample Resignation Email due to Personal Reasons
Greetings,
After much reflection and consideration, I have decided to resign from my position as [position] due to personal reasons. It is with a heavy heart that I must bid farewell to [company name] and all its wonderful employees. I want to thank the company for giving me the opportunity to work with such an amazing team and learn valuable skills in my time here.
Although it is difficult to leave, I believe it is the best decision for me at this time. I am committed to making a smooth and efficient transition by completing all of my ongoing projects and ensuring that all relevant information is passed onto my successor before my last day which is [date].
Thank you again for the opportunity to work with such a great company and team. I wish you all the best in your future endeavors.
Best Regards,
[Your name]
Sample Resignation Email due to Career Growth
Dear [Supervisor’s name],
As my professional goals evolve, I have decided to resign from my role as [position] at [company name] to pursue an exciting opportunity that will help me grow my career and take on new challenges.
I am extremely grateful for the experience and knowledge that I have gained during my time at [company name]. I have learned a lot from the company and all its employees has guided me to becoming who I am today. The new opportunity is in line with my career growth, and I am excited to utilize the skills and knowledge that I have gained during my time at [company name]. My last day of work will be on [date].
Please let me know what I can do to make the transition as smooth as possible. I am committed to providing excellent support to my team and ensuring that all my pending responsibilities are completed before I leave.
Thank you again for the opportunity to work with such a wonderful team.
Sincerely,
[Your name]
Sample Resignation Email due to Health Reasons
Dear [Supervisor’s name],
It is with deep regret that I inform you of my resignation from my position as [position] due to health concerns. My priority is to take care of my health and seek medical attention to regain my strength and well-being.
I want to express my sincere gratitude for the opportunity to work alongside such great colleagues and learn from them. They have become a source of inspiration to me throughout my tenure at [company name]. I will ensure to assist in any way I can over the next two weeks to fulfill my responsibilities before my last day on [date].
It has been a rewarding experience to work at [company name], and I will miss working alongside everyone. I would like to thank you and the team for all the support and understanding during my time here.
Best regards,
[Your name]
Sample Resignation Email due to Relocation
Dear [Supervisor’s name],
It is with a heavy heart that I resign from my position as [position] at [company name], due to my relocation to [new location] in the coming weeks. During my time here, I have learned a lot from my colleagues and I will never forget the amazing experience.
Please let me know how I can assist in the transition over the next two weeks before my last day which is [date]. I am committed to ensuring that my work is completed and that all relevant information is passed to my successor for continuity.
I wanted to take this opportunity to thank you and all members at [company name] for your kindness and support during my tenure here. I will miss working with you all and hope our paths will cross in the future.
Thank you so much for your understanding.
Sincerely,
[Your name]
Sample Resignation Email due to Better Compensation
Dear [Supervisor’s name],
It is with mixed feelings that I resign from my position as [position] at [company name] to take up an offer that gives me better compensation. Although I am excited about this opportunity, I am also saddened to be leaving colleagues who have turned into family.
I have shared and learned with the best during my time at [company name]. I will ensure to complete all my pending responsibilities before my last day which is on [date] to facilitate a smooth transition. I have greatly appreciated working alongside everyone and I will forever treasure all the memories I made in my tenure at the company.
Thank you for being understanding, supportive, and giving me the opportunity to learn at [company name]. I hope to keep in touch, and wish everybody the best of luck in your future pursuits.
Sincerely,
[Your name]
Sample Resignation Email due to Family Commitments
Dear [Supervisor’s name],
It is with regret that I must resign from my position as [position] at [company name] due to family commitments that demand my immediate attention.
I want to take this opportunity to thank you and the entire team for your unwavering support and providing me with the opportunity to work and learn with a dedicated team of professionals. I will available for the next two weeks to enable a smooth transfer of responsibilities before I officially leave on [date].
It has been an incredible learning experience at [company name], and the knowledge and skills gained will remain with me forever. I look forward to connecting with many of you in the future and to explore new ways of collaboration.
Thank you again for an incredible experience at [company name].
Warm regards,
[Your name]
Sample Resignation Email due to Unfavorable Work Environment
Dear [Supervisor’s name],
It is with regret that I must resign from my position as [position] at [company name]. I have made this choice following careful consideration because of the unfavorable work environment and culture that doesn’t meet my expectations.
My last shift at the company will be on [date]. I want to reiterate my commitment to assist with a smooth transition by ensuring that all relevant information is communicated to my replacement. This should allow the new employee to move forward without any challenges.
Although I am stepping down from my role at [company name], my tenure has given me valuable skills and experience that I can use within my career. I appreciate the opportunities and experiences I’ve gained while working for the company and I’m thankful for all of the relationships that I was able to develop along the way.
Thank you for understanding my position and I hope that this resignation email reaches you in good health.
Sincerely,
[Your name]
Tips for Writing a Formal Resignation Email Sample
Resigning from a job is never easy, and it can be challenging to express your thoughts, feelings, and intentions properly. However, when writing a formal resignation email, there are essential points to consider. These tips will guide you to create a professional, formal resignation email sample:
- Begin with a clear subject line: Indicate that the email is a resignation letter and the effective date of departure. This helps the recipient to understand the email quickly and prioritize the necessary communication.
- Be grateful: Express gratitude to your supervisor, the company, and colleagues you may have worked with during your time in the firm. Thank them for providing the opportunity to work with them and acknowledging their contributions to your career development.
- Mention your resignation: Be clear about your intention to resign and specify the date of your last working day. This will provide the company enough time to look for a replacement for your position. If you are willing to offer an alternate notice period from the company’s standard policy, mention it in the email.
- Provide reasons: It is not mandatory to provide reasons for resigning in the email; however, if you feel that you need to, simply and honestly state them without getting into too much detail. Keep your explanations objective and try to avoid negative comments.
- Offer to provide assistance: In the resignation letter, it’s essential to offer support and assistance to complete any outstanding projects or transfer your workload to a colleague. You can mention your contact details, ensuring that the transition process of your resignation is smooth and effortless.
- Keep it professional: Ensure that your email is professional, polite, and courteous in tone and language. Avoid using any offensive or slang words, and try to be respectful in your communication.
- Send well in advance: Ensure that you send the resignation email in advance, giving the company sufficient time to prepare for your departure. Follow the company’s policy regarding email resignation and ensure that you have a personal conversation with your supervisor before sending the email.
Writing a formal resignation email may seem daunting, but following these tips can help you to create a professional, well-written email. Remember that this is a significant decision, and if you have any doubts, take the time to reflect on the options before making any final decisions. Good luck with your future endeavors!
Formal Resignation Email Sample FAQs
What should the subject of my resignation email be?
The subject should clearly state your intention to resign and include your full name. For example, “Resignation – John Doe”.
How should I address my employer in the email?
You should address your employer formally by using their official title followed by their surname. For example, “Dear Mr. Smith” or “Dear Dr. Johnson”.
What should I include in the opening paragraph of the email?
You should clearly state your intention to resign and provide the date of your last working day. You should also thank your employer for the opportunities and experiences you gained while working for them.
Should I give a reason for my resignation in the email?
You are not obligated to give a reason for your resignation in the email. However, if you wish to do so, you can provide a brief and professional explanation for your decision.
How should I close the email?
You should close the email with a polite and sincere note offering to assist with the transition process and wishing the employer and company success in their future endeavors.
Should I attach a formal resignation letter to the email?
It is recommended to attach a formal resignation letter to the email. The letter should include the same information mentioned in the email and provide additional documentation of your resignation.
How far in advance should I give notice in my resignation email?
It is recommended to give at least two weeks’ notice in your resignation email. However, if your contract or company policy states otherwise, follow those guidelines.
Do I need to mention my notice period in the email?
You should mention your notice period and the date of your last working day in the opening paragraph of the email. This provides clarity and helps the employer plan for your departure.
Can I hand in my resignation personally instead of sending an email?
While it is courteous to inform your employer of your resignation in person, it is recommended to also send a formal resignation email for documentation purposes.
When should I send the resignation email?
You should send the resignation email during office hours on a business day and at least two weeks in advance of your intended last working day. This provides the employer sufficient time to plan for your departure.
Say Goodbye with Style: Formal Resignation Email Sample
So there you have it! Your ultimate guide to crafting a professional and formal resignation email. Remember that while bidding farewell to your colleagues and employer can be a bittersweet moment, it’s important to do it with class and grace. Make it a point to stay professional until the end, and you’ll surely leave a good impression amongst your peers. Thanks for reading, and please do come back soon for more helpful tips and tricks!