Emailing HR About Quitting: a Free Guide

When it comes to quitting your job, there are many things to consider. You need to consider the timing, the reasons behind your decision, and, most importantly, how you communicate your resignation.

While face-to-face conversations may seem like the obvious choice, sometimes it’s just not possible or practical. In those situations, emailing HR can be a professional way to resign without having to do it in person.

But how exactly do you go about crafting such an important message? Keep reading for some helpful tips on how to email HR about quitting your job.

How to Email HR About Quitting Your Job

If you’ve made the difficult decision to quit your job, it’s important to do so in a professional manner.

One of the first steps you should take is emailing HR. This can be nerve-wracking, but with the right approach, you can make this process as smooth and stress-free as possible. 

Start With a Formal Address

When crafting your email, start by addressing it formally with “Dear [HR representative’s name].” This sets a respectful tone from the beginning. In the opening paragraph, clearly state that you are resigning and include your last day of work. It’s also helpful to express gratitude for the opportunities you had during your employment. 

Explain Why You’re Leaving

Next, briefly explain why you’re leaving. Keep it positive and professional. Avoid any negative comments about your coworkers or management. If there were specific issues that led to your resignation, consider providing constructive feedback on how those could be addressed in the future. 

Outline the Next Steps

In the following paragraphs, outline any next steps required before your departure. For example, if you have outstanding projects or responsibilities that need to be passed on, mention these. You could also offer assistance in ensuring a smooth transition for your team. You may also inquire about any necessary paperwork or procedures needed for processing your exit. 

Close the Email Professionally

Finally, close the email politely and professionally. Thank them for the opportunity to work with the team and wish them good luck in their future endeavors.

black laptop computer
Photo by Stephen Phillips – on Unsplash

Template for Emails Written to HR About Quitting

Here is a template that can guide you whenever you want to email HR about quitting your job.

Subject: Resignation from My Current Job Position 

Dear HR Team, 

I am writing to inform you that I have decided to resign from my current job position effective two weeks from today. It has not been an easy decision, but after much consideration, I believe this is the best course of action for me. 

I want to thank everyone at the company for the amazing opportunities and support provided during my time here. The experiences gained while working with such a talented team will be invaluable in all aspects of my career moving forward. 

To ensure a smooth transition process, I will do everything possible to wrap up any pending work within the next two weeks. I would also like to assist in identifying and training a suitable replacement for my role. Please let me know if there is anything else I can do to make this as seamless as possible. 

I appreciate your understanding and look forward to hearing from you soon. 


[Your Name]

Final Thoughts

Knowing how to email HR about quitting your job is a valuable skill. While you won’t be needing it often, you should still be able to do it right. This article has outlined the steps required and includes a template to guide you.

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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