Detailed Guide: How to Write an Email Resignation Letter

You’ll need to write a resignation email when resigning from…

You’ll need to write a resignation email when resigning from a job. When you send a resignation email, you officially notify your employer and the HR department that you are leaving the company.

In most circumstances, resigning in person with a formal letter is desirable, however remote working positions require an email resignation.

macbook pro on black textile
macbook pro on black textile

Resignation Email Subject Line: Why Does it Matter?

The subject line of a resignation letter is important because it gives the reader an idea of what to expect from your email. The recipient can use this to determine the best time to read it.

Subject lines also provide a sense of urgency in deciding whether the recipient will open your email when scanning through their inbox.

You may also ensure that your message doesn’t get lost in the flood of emails they receive.

How to Write an Email Resignation Letter

In a resignation letter from a boss to an employee, there are certain traits that a good resignation email subject line should incorporate. These traits apply to any type of resignation letter.

1. Concise and specific subject

The resignation letter subject line is the email recipient’s initial touch point, thus it must be engaging.

The subject line of your resignation email should be simple and specific, so your employer reads it quickly.

For example: “Notice of Resignation – Your Name,”

Other acceptable terms to use in a subject line include:

Resignation Effective Immediately, Notice of Resignation, Pending Resignation, Resignation Date, Resignation Announcement, or Retirement Announcement.

2. Give your last working date

Set a departure date for the company in the opening paragraph of your letter to inform your employer when you will be leaving.

3. Express gratitude

Generally, you describe your gratitude to your employer and lessons you have learned during your tenure at the company.

Even if you had a bad experience at your organization, try to remember anything kind to say about it. For future reference letters, it’s important to have a solid working connection with your employer.

4. Describe how you plan to complete ongoing projects

Tell your boss what you’re working on and how you expect to finish it, or organize the details, so teammates may help. You should also offer to help with the transition by training your replacement or being available to answer questions.

5. Give your name, address, and phone number

The employer should be able to contact you if they have any questions regarding your work after you leave the organization. Using your personal email address or mobile phone number in this field is okay.

Any cause you have for leaving the organization immediately necessitates that you provide your contact information to the human resources department.

Factors to Note When Submitting a Resignation Email

There are factors to consider when submitting a resignation email. Factors like the content of your email, the time you submit it, and keyword phrases are important to know and implement.

1. Employment Contract

Your employment contract may limit or clarify the notice period for termination. Ensure you are not flouting any rules in the book.

2. Give notice

Send your resignation email at least two weeks in advance if you can. Remember that certain employers may terminate your employment if you submit a resignation letter.

3. Reason for Resignation

You can give a brief reason for your resignation, such as caring for an ill family member. Maintain a pleasant attitude and stick to the point when explaining.

4. Make Inquiries

Make inquiries about unused vacation time, wages, or employee perks.

5. Proofread your Email

To avoid grammar and spelling mistakes and to ensure that your tone is kind and polite, proofread your email before sending it.

6. Resignation Submission

Send an email to your supervisor with a copy to human resources. Resignation letters are required for personnel files, and the HR department will address any queries you may have about the process.

Finally, Check your email to see if it has been received and read.

Sample of a Resignation Email

Resignation email subject line: Notice of Resignation- Your Name

[Greetings/Dear] Mr./Ms. [Supervisor’s Name].

I am writing to inform you that, as of [date], I will be leaving my position as [position title] at [company].

We owe you a debt of gratitude for the numerous opportunities you’ve given me over time. In the time I’ve spent here, I’ve learned a lot and had a lot of fun. For your support and encouragement, I am incredibly grateful to my colleagues.

As soon as my projects are over, I will be available to train a substitute for my position. Please let me know if I can do anything to make this move easier for you. If you need to contact me in the future, my non-work email address is [email address].



To Wrap Up

Resigning in person and submitting a formal letter of resignation are the preferred methods of exiting an organization. However, a resignation email is necessary in some cases, such as remote work or family emergencies.

It is not possible for an employer to legally deny your resignation, especially if you have given adequate notice and followed the proper procedures.

Frequently asked questions

How do you politely resign?

In person, give as much notice as possible when resigning. Before notifying your colleagues you should arrange a quiet, convenient time to meet with your manager. Present your reasons in a courteous and professional manner, and reveal your willingness to complete your current projects in your remaining time.

Can I be honest in my resignation letter?

It’s still a good idea to be kind if you don’t like your job. Working here would have been the perfect place for me to launch my career, and I will always be grateful for the time I spent with this company.

What to say when you resign?

  • Why You Are Refused.
  • Date You Are Leaving.
  • Ensure you are prepared for the following outcomes:.
  • Thank you for the opportunity to work with me.
  • Appropriate Notice
  • Helping Transitioning
  • Prepare for your departure-now.

Can I hand my notice in via email?

In the same way you should when resigning in person, you should keep your resignation letter brief and professional – so avoid a handwritten letter if possible. It is best to send a typed letter in person, but you can do that via email if you don’t have the time.

Can you give your two weeks notice via email?

Your Two Weeks’ Notice is therefore one of the most important emails you have to write in your professional career. It’s not difficult to write a notice email two weeks in advance, but it’s also easy to make mistakes if you’re not paying attention.

How do you write a graceful resignation letter?

  • Do not send an email, but a paper letter.
  • Do not hesitate to state that you are quitting.
  • Please provide the date of your last day of work.
  • Keep it professional
  • Keep it short
  • Take note of negative comments and inappropriate language.
  • Send a copy of this to human resources.

How do you write a resignation email for a job?

The amazing people I have worked with throughout my career will do a great deal to me. I am grateful for all of the opportunities and experiences you have allowed me to gain during my time with the company. I appreciate your support and understanding, and wish you all the very best.

How do you write a short resignation letter?

Dear Sir/Ma’am, Please inform me that I, (name), as a (position) in your company, would like to submit my formal resignation at the end of the year. With such little notice, I am resigning for reasons of (reason). Sorry for the inconvenience, but I hope you understand my urgency.

What should I write in email when sending resignation letter?

  • Express Gratitude. This is a great opportunity to express your gratitude for the work you have done at our company.
  • Offer Assistance
  • Provide Contact Information
  • It will take two weeks to notice.
  • Take a moment to leave.
  • Do Not Fill In Details.
  • Ask Any Questions

How do you tell your boss you’re resigning?

  • Consider arranging an in-person meeting.
  • Consider your reasons for quitting.
  • Two weeks’ notice is necessary.
  • Provide assistance in position transition.
  • Express gratitude
  • Provide constructive feedback
  • Resignation letter must be addressed.

Should I talk to my boss before resigning?

Please remember that you are not required to tell anyone. It’s your decision to tell your boss that you’re thinking about leaving your job at the end of the day. As soon as possible, it’s a good idea to talk with your boss about what are going to happen in order to prevent stress at work.

How do you write a humble letter of resignation?

  • In an introduction, you should state your objective.
  • Please tell us about your final date of employment.
  • Provide a reason for your leave (optional).
  • Get the support you need to train colleagues or ease the transition.
  • As you thank for the opportunity, include a polite outro.
  • Sign your document at the end.

Is it OK to resign via email?

Mailing you your resignation may be the best way to reduce your risk. This isn’t sacrificing any important information by severing the relationship because your boss might not make a recommendation anyway. Finally, you’re protecting yourself, which is important before career considerations.

What time of day is best to resign?

I recommend taking a break at the end of the day. After 3 p.m., resigning. The best time to do so is when your employer probably has their meeting and deadline.

Is it OK to resign via text message?

Is it acceptable to send a text to your employer telling your employer that you will cease working? The usual way to do so is to resign in a face-to-face conversation.

Detailed Guide: How to Write an Email Resignation Letter

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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