Are you about to send a resignation email to your HR department but aren’t sure where to start? Don’t worry, we’ve got your back. Below, you’ll find a resignation email sample to HR that will help you craft a professional message that conveys your intention to leave the company in a respectful and gracious way.
Keep in mind that this is just a template, and you can edit it as needed to reflect your unique situation and tone. The main goal of any resignation email is to leave a positive impression and ensure that you maintain a good professional relationship with your employer, even as you move on to new opportunities.
Without further ado, here’s a resignation email sample to HR that you can use as a starting point:
Dear [HR Manager’s Name],
I am writing to inform you that I am resigning from my position as [Your Job Title] at [Company Name]. My last day of work will be [Date].
I want to express my gratitude for the opportunities and experiences I’ve had while working at [Company Name]. I’ve learned a lot from my colleagues and the projects we’ve worked on together, and I’m grateful for the skills and knowledge I’ve gained during my time here.
I will work with my team to ensure a smooth transition and handover of my responsibilities. Please let me know if there are any specific tasks or projects that need to be completed before my departure, and I’ll do my best to complete them as efficiently as possible.
Thank you again for the support and encouragement you’ve provided during my employment. I am proud to have been a part of the team at [Company Name] and will carry these experiences with me as I move on to new challenges.
Sincerely,
[Your Name]
There you have it, a resignation email sample to HR that you can personalize and use as needed. Remember to keep it professional, positive, and straightforward, and you’ll be on your way to a successful transition out of the company.
The Best Structure for a Resignation Email Sample to HR
Resigning from your job can be a daunting task, and it’s important to do it in a professional and courteous manner. Writing a resignation email to HR can be tricky, as you want to ensure that you leave on good terms and don’t burn any bridges. Here’s a breakdown of the best structure for a resignation email that you can use:
- Start with a greeting
- State your intentions clearly
- Express gratitude
- Provide a reason for leaving (optional)
- Offer to assist with the transition
- End on a positive note
Begin your resignation email with a polite and professional greeting. Address the email to your HR representative and use their proper title. This helps to set the tone of your email and shows that you respect your HR representative.
Get to the point of your email right away. State clearly and firmly that you are resigning from your position, and provide a specific date for when your last day of work will be. It’s important to provide adequate notice, typically two weeks, to ensure that the company has time to find a replacement or restructure responsibilities.
Thank your HR representative and the company for the opportunities that they have provided you with during your time with the organization. It’s important to leave on a positive note and express appreciation for the experiences and skills that you have gained while working at the company. This can help to maintain a professional relationship and may benefit you in the future.
While you are not obligated to provide a reason for your resignation, it can be courteous to do so. If you do decide to provide a reason, be concise and professional. It’s important to avoid speaking negatively about the company, colleagues, or management.
Make it clear in your email that you are willing to assist with the transition process. This can include providing documentation, answering questions, or training your replacement. By offering your assistance, you demonstrate that you are a team player and want to ensure a smooth transition for the organization.
Conclude your email on a positive note. Reiterate your gratitude for the opportunity to work with the organization and express that you are looking forward to the next chapter in your career. This helps to maintain a professional and positive relationship with your employer.
In summary, a well-structured resignation email includes a polite greeting, firm intentions, gratitude, optional reason for leaving, offers of assistance, and professional ending. By following this format, you can ensure that you leave your job on good terms and maintain a positive relationship with your employer.
Resignation Email Samples to HR
Sample 1: Resignation due to Relocation
Dear HR Manager,
I am writing to formally tender my resignation from my position as Marketing Manager at XYZ Company, effective on December 1st, 2022. Due to personal reasons, I will be relocating to another state, and it would be impractical for me to continue working with the company.
I sincerely appreciate the opportunity to work with such an amazing team at XYZ Company. I have learned a lot over the years and gained invaluable experience that will be useful in my future endeavors.
Thank you once again for everything and please let me know how I can assist with the transition process.
Sincerely,
[Your Name]
Sample 2: Resignation Due to Health Issues
Dear [HR Manager],
It is with sincere regret that I am writing to tender my resignation from my position as IT Analyst effective on the 30th of November 2022. Unfortunately, my doctor advised me to take an extended medical leave due to health concerns that require my immediate attention.
I have thoroughly enjoyed working with my team and the entire IT department, and it has been a pleasure learning from all of my colleagues. I appreciate the opportunities given to me during my time here, and I am grateful for the support and understanding extended to me while handling my duties.
Please let me know how I can assist in the transition process, and again, thank you for your assistance and support during this difficult time.
Regards,
[Your Name]
Sample 3: Resignation Due to Career Growth
Dear [HR Manager’s Name],
I am writing to inform you that I will be resigning from my position as a Sales Associate at [Company Name], effective on the 30th of November, 2022.
The last five years working with the company have been a transformative experience courtesy of the constant support and encouragement from not only the management team but also my colleagues. I deeply appreciate the chance of growing my career here; however, I have received a job offer from another company that provides the opportunity for leadership and growth, and I cannot pass this up.
I would love to support the transition process by training any new hires that join the team in my remaining days. I will work tirelessly to wrap up any pending obligations to ensure a smooth handover.
I deeply appreciate the support, friendship, and encouragement that I’ve received during my tenure here and thank you once again.
Sincerely,
[Your Name]
Sample 4: Resignation Due to Better Salary
Dear [HR Manager’s Name],
I’m writing to inform you that I will be resigning as the Accounting Manager at ABC Corp, effective on December 1st, 2022. Although I’ve had some incredible opportunities working with this exceptional team, a promising job offer from another company with a salary better than what I’m currently receiving is something that I cannot ignore.
I appreciate the confidence accorded to me as part of the company, the chances to develop my skills and refine my work ethic. I want to thank you for the support and the unwavering patience extended to me in my time here.
I am willing to train the person undertaking my role to ensure a smooth transition process. Please notify me of anything I can do to facilitate a seamless handover. Once again, I appreciate the opportunity to grow and the network I developed while working here.
Regards,
[Your Name]
Sample 5: Resignation Due to Personal Reasons
Dear [HR Manager’s Name],
I am submitting my resignation to step down as the Administrative Lead at XYZ Corporation.
Regretfully, I have to depart due to unforeseen and personal circumstances. Notably, I need time to attend to family matters, and this requires that I relinquish my position at the company.
During my tenure, I’ve had the pleasure of working with an amazing team, and I treasure my time working with them. I hope to keep in touch with my colleagues.
Please inform me of anything to support my replacement during the transition period and to ensure that projects I was undertaking run smoothly. If there is any possible way that I can help to facilitate a seamless changeover, please don’t hesitate to call on me.
Sincerely,
[Your Name]
Sample 6: Resignation Due to the Need to Pursue Further Studies
Dear [HR Manager’s Name],
I appreciate the opportunities that [Company Name] provided me during my tenure as a Digital Specialist.
With regret, I’ve decided to resign from my position effective on December 15th, 2022.
A scholarship opportunity with partial funding for a Masters’s degree program has arisen, and I have decided to take up the offer, given my aspirations to learn more and gain further qualifications.
As such, I would love to stay, but my obligations as a foreign student in another state preclude that.
Let me know how I can help with the transition and my responsibilities before my last day, to ensure the smoothest transition possible.
I sincerely appreciate your unwavering support, mentorship, and being the most amazing colleagues to work with. Thank you so much for everything.
Sincerely,
[Your Name]
Sample 7: Resignation Due to Unfavorable Working Environment
Dear [HR Manager’s Name],
This email serves as notice of my resignation from my position as Human Resource Specialist, effective on December 1st, 2022.
I regret that my time at [Company Name] has to end this way, but after careful consideration, I have decided that I can no longer continue working in a non-conducive environment.
The constant microaggressions, sexism, and hostility I’ve faced since my arrival at the company is deeply frustrating and traumatic. I’ve raised these concerns with my superiors to no avail. I can no longer stand being in a toxic environment.
I hope that you can address these issues promptly and support any colleagues in similar situations better on the company’s behalf. I would love to help with the transition process and hand over my duties to ensure a smooth transition.
Thank you,
[Your Name]
Tips for Writing a Resignation Email to HR
Resigning from a job can be an emotional and challenging task. Although it’s a difficult decision, informing your HR department about your resignation through email will help maintain a professional relationship with the organization. Here are a few helpful tips to help you write an effective resignation email to HR:
- Begin your email with a brief sentence that expresses your intention to resign. You can also mention your last day of work in the same sentence. For example, “I am writing to inform you that I have decided to resign from my position as a Marketing Manager effective from May 1st, 2022.”
- Express appreciation: It’s always a good idea to express your gratitude for the time you spent in the organization. This will help you maintain a positive relationship with the company. For instance, “I would like to express my appreciation for the opportunities that you have given me to grow and learn during my time here.”
- Offer assistance: In case you are willing to help your employer with the transition process, mention it in your email. This would go a long way in showing your employer that you are willing to help ease the process of your departure. For example, “I am open to discussing how I can be of assistance as the company transitions to a new team member to replace me.”
- Mention the reason for your resignation: While you do not have to elaborate on the reasons for your resignation, it’s often helpful to provide a concise explanation for leaving your job. This could help the HR department better understand your decision. Remember to be diplomatic and professional when articulating your reasons.
- Highlight your contributions: In your resignation email, highlight your contributions to the organization. This will help you leave a positive impression and could be useful when you are seeking references in the future. For example, “I am proud of the work I have accomplished while working with the Marketing team, and I am confident the team will continue to thrive.”
- End on a positive note: End your email on a positive note. Mention that you are appreciative of your time at the company and that you look forward to staying connected with your colleagues. For instance, “Thank you again for the opportunity you have given me to contribute to the company’s goals. I wish the team all the best and look forward to staying connected.”
Resigning from a job can be a stressful experience, but following these tips will help you draft an effective resignation email that maintains your professionalism and establishes a good relationship with your employer.
FAQs related to resignation email sample to HR
What should I include in my resignation email to HR?
You should include your reasons for leaving, your last day of work, and any necessary information about handing over your work responsibilities.
Is it necessary to send a formal resignation email to HR?
While not required, it is the professional thing to do and ensures that there is a record of your resignation for HR and your employer.
How much notice should I give in my resignation email to HR?
It’s generally recommended to give at least two weeks’ notice, but it may depend on your employment contract or company policy.
What is the best time to send my resignation email to HR?
You should send your resignation email during normal business hours to ensure that it is received and acknowledged in a timely manner.
Should I mention any grievances or issues in my resignation email to HR?
No, it’s best to keep your resignation email positive and professional. If you have grievances or issues, it’s better to address them in a separate conversation with HR or your supervisor.
How should I address my resignation email to HR?
You can address it to your HR representative or their department and include a subject line such as “Resignation – [Your Name].”
Can I retract my resignation email to HR once it has been sent?
It depends on your employer’s policies and how far along the resignation process has gone. It’s best to speak with HR or your supervisor if you’re considering retracting your resignation.
Should I mention any job offers or plans in my resignation email to HR?
It’s not necessary, but if you feel comfortable sharing that information, you can include it in your resignation email.
What should I do if HR doesn’t acknowledge my resignation email?
If you don’t receive acknowledgment within a few days, you may want to follow-up with HR or your supervisor to ensure that they received it.
Do I need to include a reason for leaving in my resignation email to HR?
No, it’s not required. However, it may be beneficial to provide constructive feedback or offer to help with the transition process if you feel comfortable doing so.
Thanks for Stopping By!
So, you’ve made the decision to resign and now you need to send that email to HR. Hopefully, this sample has given you some ideas on how to structure your own email. Remember, it’s important to be professional and polite while still conveying your intentions clearly. Best of luck on your next endeavor! Thanks for reading and make sure to visit our site again later for more helpful tips and advice.