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Jobs are not easy to come by, as it is true, the statistics of leaving the job are also not low. According to the 2021 updated data of the United States Bureau of Labor, 4.4 million Americans left their jobs in September of that year.
The process of joining a job is undoubtedly special, but so is the process of leaving a job. This article is about how to formally say goodbye before leaving the workplace to join a new job, that is, how to write a resignation letter in an email.
Leaving the job! – After making this decision, there is a mental understanding with yourself. The next step is, ‘how’? If there is an urgent need, maybe you can leave the job suddenly. But if you want to maintain the professional relationship and go through a process, leave the job within the specified notice period, it is necessary to inform in advance. It is better to talk to the boss directly first. This conversation should basically detail the entire job experience and the reasons for the resignation. Make sure that the conversation is positive.
According to career coach Phoebe Gavin, this keeps the personal relationships that have been built up so far safe as well. After this discussion comes the next step is to write a formal mail.
Victorio Milian, a consultant at the US human resources management company Humareso, considers this email to be a mere formality. Because most of the time the reasons for resignation are known in advance.
He also said that through this email the HR department of an office can know how much time they have left to hire new staff. That is why the mail has to be sent to the senior officials of the HR department.
Career development coach Jessica Hernandez says the attitude of having someone new take over the position she left is positive. You can also share your experience with new employees. This wish can be expressed by email.
A heartfelt thank you at the end of the email is a good way to reduce the bitterness of leaving a job. Apart from this, it is also important to maintain a good relationship with the HR department of the departing organization as they may need to be contacted repeatedly for many useful purposes.
Writing a resignation letter via email requires a clear, professional tone while adhering to proper email etiquette. Here’s a step-by-step guide and an example to help you craft an effective resignation email:
Steps to Write a Resignation Email
- Subject Line:
- Use a straightforward subject line like “Resignation – [Your Name]” or “Resignation Notice”.
- Salutation:
- Address the recipient formally using their title and last name, e.g., “Dear Mr. Smith,” or “Dear Ms. Johnson,”.
- Opening Paragraph:
- State your intention to resign and include your official last working day.
- Middle Paragraph(s):
- Provide a brief explanation for your resignation (optional) and express gratitude for the opportunity.
- Closing Paragraph:
- Offer to assist with the transition and provide your contact information.
- Closing:
- Use a professional closing statement such as “Sincerely,” followed by your name.
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Example of a Resignation Email
Subject: Resignation – John Doe
Dear Ms. Johnson,
I am writing to formally resign from my position as Marketing Manager at XYZ Corporation, effective [Last Working Day, typically two weeks from the date of the email].
I have accepted a new opportunity that aligns with my career goals and personal aspirations. This decision was not easy, as I have greatly enjoyed working with the team at XYZ Corporation. I am genuinely grateful for the support, guidance, and opportunities I have received during my tenure here.
To ensure a smooth transition, I am more than willing to assist in training a replacement or handing over my responsibilities. Please let me know how I can be of help during this transition period.
Thank you once again for the opportunity to be a part of XYZ Corporation. I look forward to staying in touch and wish the company continued success.
Sincerely,
John Doe
[Your Phone Number]
[Your Personal Email Address]
Tips for a Resignation Email
- Keep It Professional: Even if you’re leaving due to dissatisfaction, maintain a polite and professional tone.
- Be Concise: Stick to the essentials—your resignation, your last day, and a brief thank you.
- Proofread: Ensure there are no spelling or grammatical errors.
This format ensures clarity and professionalism, helping you leave your position on good terms.
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