Hey there,
So, you’ve decided to quit your job and move on to greener pastures? Well, congratulations on taking that gutsy step! But before you pack your things and leave, you need to formally inform your employer that you will be resigning.
Writing a resignation email to HR can be a daunting task, especially if you’ve never done it before. Getting the tone and wording right requires a delicate balance between professionalism and cordiality. This is where having a resign email to HR sample can be immensely helpful.
In this article, we’ll be providing you with some comprehensive samples of resignation emails that you can use as a guide. We understand that each situation is different, and that’s why we’ve included various formats and templates. You can choose the one that best suits your particular circumstances and edit it to your liking.
We’ll also share some tips on how to write a graceful resignation letter that will leave a lasting positive impression on your employer and colleagues.
So, whether you’re leaving for a better opportunity, pursuing further studies, or simply need a change of scenery, keep reading to find out how to compose a respectful and effective resignation email to HR.
The Best Structure for a Resignation Email to HR Sample
Resigning from a job is a crucial decision that requires careful thought and planning. Writing a resignation email to HR can be a challenging task, especially if you’re unsure of the proper structure and tone. The following guide will help you write a professional and effective resignation email that will leave a positive impression on your employer and colleagues.
1. Start with a Clear and Concise Subject Line
When writing a resignation email, it’s important to have a clear and concise subject line that summarizes the nature of your message. Use a subject line like “Resignation – Your Name” or “Notice of Resignation – Your Name” to ensure that your employer knows the purpose of your email immediately.
2. Begin with a Formal Salutation
The first line of your resignation email should be a formal salutation to your employer or HR representative. Use “Dear [Name],” to address your supervisor or “To Whom It May Concern” if you’re emailing HR. This sets a respectful and courteous tone for the rest of your email.
3. Express Gratitude and Thankfulness
Start your main message by expressing gratitude to your company for the opportunities and experiences you have had during your employment. It’s crucial to maintain a positive tone throughout your resignation email. Being grateful for the skills you’ve developed, the connections you’ve made, and the experiences you had will leave a lasting impression.
4. Explain Your Reason for Resignation
It’s essential to be clear and honest when explaining the reason for your resignation. Be professional and respectful while doing so. If you have a specific reason like continuing education, relocating, or a new career opportunity, state it simply and briefly. Remember to avoid complaining or speaking poorly about colleagues or your company in your resignation email.
5. Mention Your Last Day of Employment and Offer to Help with the Transition
It’s essential to give your employer enough time to find a new candidate to fill your position. Therefore, include the date you plan to end your employment. Additionally, offer to help with the transition by training your replacement and completing any projects or tasks that are necessary. This demonstrates your commitment to your job and proves that you care about your colleagues and the company’s continuance.
6. End on a Positive Note
Your resignation email should end on a positive note by wishing your employer and your colleagues the best. Be sure to thank them again for the experiences and opportunities provided, as well as express your excitement for your future endeavors. This will help end your tenure with your employer on a positive note and show class and gratitude.
7. Close Professionally
Finally, end your resignation email with a professional closing, eg – “Sincerely,” followed by your name and job title. It’s important to remember that even though you’re leaving the company, your email should be a reflection of your professionalism and gratitude. Remember that reputation is what you have, and the last memory of a person is the memory that lasts the longest.
Following these six steps ensures that you will be able to pen up a perfect resignation email. Be sure to remember that how you leave the company speaks about your reputation, and it is essential to maintain this professionalism in your resignation email too.
7 Resignation Email Templates for Different Reasons
Template 1 – Resignation due to Personal Reasons
Dear HR,
I am writing to formally resign from my position as a marketing executive in ABC Company, effective two weeks from now. I have taken this decision due to some unforeseen personal reasons which require me to leave this job and take care of some important matters at hand.
I want to thank you and the management team for giving me the opportunity to work with this amazing company. It was a pleasure working with such a professional and dedicated team. I will always cherish the memories and the experience gained while working here.
Please let me know if there is anything I can do to ensure a smooth handover and transition of my responsibilities. Thank you for understanding and I apologize for any inconvenience this may cause.
Sincerely,
Your Name
Template 2 – Resignation due to Career Growth
Dear HR,
It is with mixed feelings that I write this letter to resign from my current position as a software engineer in XYZ Company. I have been offered a new position that aligns more with my long-term career goals, and after careful consideration, I have decided to accept it.
I am so grateful for the chance to work among such talented and supportive colleagues during my time here. It was an incredible journey that helped me to build experience and develop my skills, which will be invaluable in the next chapter of my career.
I pledge to do everything possible to make sure my departure is as smooth and seamless as possible. I will remain available to assist in any way I can during this transition period and beyond. Thank you again for the opportunities and experiences you have given me during my tenure here.
Best regards,
Your Name
Template 3 – Resignation due to Relocation
Dear HR,
With great regret, I must tender my resignation as a project manager in PQR Company effective two weeks from now. I am relocating to another state to be closer to my family, and unfortunately, it is not possible for me to commute back and forth every day.
I would like to take this opportunity to express my deepest gratitude to all my colleagues and the company for the support and guidance during my time here. The experience I have gained while at this organization is something I will always treasure for the rest of my career.
Please let me know if there are any further steps I need to take to ensure a seamless transition of my projects. I will endeavor to make sure everything is as smooth as possible during the handover process.
Thank you again for all the support and opportunities!
Best regards,
Your Name
Template 4 – Resignation due to Health Reasons
Dear HR,
It is with deep regret that I formally resign my position as a sales representative at LMN Company, effective immediately. Unfortunately, my health issues have escalated, making it impossible for me to cope with the demands and pressures of this job any longer.
I would like to express my deepest gratitude to the company and my colleagues for the support and guidance throughout my time here. I have enjoyed working with such a dynamic team and have learned so much working with you all.
Please let me know if there is anything I can do to ensure a smooth handover of my unfinished tasks. I will make sure that all my responsibilities are handed over to a capable colleague who will be able to continue the work with ease.
Thank you again for everything and my heartfelt apologies for any inconvenience caused.
Sincerely,
Your Name
Template 5 – Resignation due to Conflict with Management
Dear HR,
It is regrettably that I must tender my resignation as a marketing director in 123 Company, effective two weeks from now. Unfortunately, owing to some insurmountable conflicts with management, I no longer find it viable to continue working in this organization.
However, I am very appreciative of the opportunity to work with such a talented and driven team. Despite the issues, I have gained invaluable experience and lessons that will be valuable in my future endeavors.
Please let me know what further steps I need to take to ensure a smooth transition of my work so that there isn’t any disruption after I leave. I pledge to complete all my tasks before leaving, and to welcome any additional support or requests to assist in the transition process.
Thank you again for your understanding and support.
Best regards,
Your Name
Template 6 – Resignation due to Short-Term Contract
Dear HR,
With great regret, I write to formally resign my position as a freelance social media manager with DEF Company, effective immediately. As per our contract, our contract period has ended, and I am not able to commit to a revised one given my currently fluctuating workload.
I would like to thank you and the company for providing me with the opportunity to work with an excellent team, learn new skills and experience the dynamism of the industry. I will always cherish the knowledge and experiences I accumulated working with you and hope our paths cross again soon.
Please do let me know if there is anything that remains incomplete, which I can complete before exiting, and I will be really happy to assist you in quick completion of the same.
Thank you again for everything! Let me know if there is anything that I can do to ease the transition process.
Sincerely,
Your Name
Template 7 – Resignation due to Inadequate salary
Dear HR,
I regret to inform you of my resignation as a customer service executive at GHI Company, effective two weeks from now. Despite my exceptional performance as outlined in my annual reviews, I have not received any raise/bonus in the last two years.
I appreciate the experience and knowledge that I have gained during my time here. I regret so much that due to the current salary inadequacy, it is not possible for me to stay, and I must begin searching for new opportunities.
I will work with my manager to make sure that all of my responsibilities are transferred to another team member and that all projects are completed before I leave. Please let me know if there is anything else that I can do to ensure a smooth transition.
Thank you for your understanding of the situation and support during my tenure here.
Warm regards,
Your Name
Resignation Letter Tips for HR Sample
If you are planning to resign from your current job, it is important to leave on a professional and positive note. One way to achieve this is by writing a thoughtful and well-crafted resignation email to HR. Here are some tips to guide you:
Be Clear and Direct: Begin your resignation email by stating your intention and the date when your resignation will be effective. Avoid ambiguity or vague statements which may create confusion.
Express Gratitude: Take the time to thank your employer for the opportunity to work for the company. Highlight some of the positive experiences you’ve had during your tenure and express your appreciation for the support received from your manager and colleagues.
Offer to Help: Indicate your willingness to assist with the transition process and offer suggestions on how to make the handover of responsibilities as smooth as possible. This shows your commitment to the organization and can help to maintain good relationships with your colleagues.
Stay Professional: Avoid negative comments or criticism of the company, your boss, or colleagues. Regardless of why you are leaving, it is important to maintain a professional tone and avoid burning bridges.
Follow up in Person: It is important to follow up your resignation email with a face-to-face meeting with your manager. This allows you to discuss your reasons for leaving and address any concerns or issues that may have contributed to your decision. It also helps to provide closure and can help to ensure that the transition process is as smooth as possible.
Keep it Short and Simple: Your resignation email doesn’t have to be lengthy or complex. Keep it brief, concise, and straightforward. Stick to the essential information and avoid unnecessary details or explanations.
By following these simple tips, you can write a professional and effective resignation email to HR that will leave a positive impression and maintain good relationships with your employer and colleagues.
Frequently Asked Questions – Resign Email to HR Sample
What should be the subject line of my resignation email?
Your subject line should be clear and concise, indicating that this is a resignation email and including your name and your position title.
How should I start my resignation email?
You should start with a formal and polite salutation such as “Dear HR Manager”. Then proceed to state your intention to resign from your position and the reason(s) behind your decision.
What should I include in the body of my resignation email?
You should thank your employer for the opportunities and experiences that you gained while working with them. Mention specific achievements or contributions you have made to the company, outline your transition plan and offer your assistance in making the transition as smooth as possible for the team.
What tone should I use in my resignation email?
Your tone should be professional and respectful. Avoid expressing any dissatisfaction or negativity towards the company or its employees.
Should I provide a notice period?
Yes, it is recommended that you provide a notice period of at least two weeks, or as stipulated in your contract, to allow the company enough time to find a replacement and to ensure a smooth transition of your responsibilities.
Can I opt out of serving my notice period?
Skipping the notice period can have a negative impact on your professional reputation. However, you can discuss this option with your employer and try to come to a mutually beneficial agreement.
What should I do if I want to retract my resignation?
You should speak to your employer and try to come to a resolution. However, keep in mind that the decision to retract your resignation lies with your employer and they may have already begun the process of finding your replacement.
Should I mention any negative experiences or issues in my resignation email?
No, it is recommended that you refrain from discussing any negative experiences or issues in your resignation email. Instead, focus on the positive aspects of your time with the company and your reasons for leaving.
What should I do if I want to provide feedback about my experience with the company?
You can request a separate meeting with HR or your supervisor to provide feedback about your experience with the company. However, keep in mind that your resignation email is not the appropriate forum for providing feedback.
What should I do if I receive a counter-offer from my employer?
Consider carefully if the counter-offer aligns with your professional and personal goals. In most cases, it is better to stick to your original decision to resign.
Thanks for reading!
I hope this article has been helpful to you in crafting your own resignation email to HR. Remember to be clear and professional, and always express gratitude for the opportunities and experiences you gained during your time with the company. And don’t worry, resigning can be tough, but it’s all about taking the next step in your career journey. Be sure to visit again for more valuable career advice and tips! Good luck with your resignation process!