formal resignation letter email (Easy Cover Guide)

A formal resignation letter email is written to your manager, CEO, or HR to communicate your decision to leave the company. If you’ve decided to quit your job, you should let your boss know professionally.

Formal Resignation Letter Email: what is it?

A resignation letter is a formal record of the last day you worked for an organization. This document is usually needed after telling your boss in by email that you want to leave.

 Resignation Letter Fundamentals

Before sending a resignation letter, it’s best to talk to your manager in person, by video chat, or on the phone. This is a sign of respect. Professionally, it’s also polite to send a resignation letter after this conversation. This is so that your company’s HR department has a record of what you said and your manager knows how to handle your departure.

In most cases, a resignation letter will include the following:

• Resignation letter from the company
• Date of the last workday
• Expression of gratitude
• What to do next and other essential details
• Signature

What you should NOT include in your resignation letter

You should tell your boss positively and respectfully why you are leaving your job. As a professional document, resignation letters shouldn’t include complaints about the company, your manager, or your coworkers. Use a positive or matter-of-fact tone to keep it professional and only include the information above.

The Process of Writing a Resignation Letter

Writing a resignation letter can be easy if you follow a few key steps. Before you write your letter, talk to your direct boss or the HR manager. This is to find out how resignations are handled in the company. 

For example, they might ask you to send a letter to a particular person at the company or give them specific information.

Include the following information in this order in a resignation letter:

1. Start with an introduction and notice of resignation

A conventional business letter format should be used if you’re handing in a hard copy of your letter. This information isn’t required if you’re emailing your letter. When writing a letter, begin by addressing the recipient by name and using a standard greeting. Standard greeting such as “Dear [First name],” or “Hello [First name]” should be used.

Next, make it clear that you’re writing to provide notice of your resignation and indicate the date of your final day of work. Two weeks of information is customary, although you may have particular instructions from your employer as to when you can leave. Afterward, write down the date and time of your last day at work.

Example: 

Frances,

Please accept this as my formal resignation from my position as a senior content creator with ABC Company. My last day will be Sunday, June 26, two weeks from today.

2. Make a statement of gratitude.

It’s usually a smart career move to have good ties with your team. Writing a few sentences thanking your colleagues and employer for their hard work will help ease the transition to a new job.

Example: 

 My heartfelt thanks to all who have given me the chance to learn and grow as a content creator. I will always appreciate the experiences I had with you and the team.

3. Give Details of the Next Steps and Conclude

List any important details about your move that the recipient should know. You can talk to your boss about these things beforehand. Be willing to take up responsibilities to make the change as seamless as possible. Most people like this kind of action.

Close with something like “Sincerely” or “Thank you,” and then sign your name.

Resignation letter template

In the following sample resignation letter, you’ll find everything you need to know about writing a resignation letter from an employer. You should personalize this template to reflect your own needs and circumstances.

[Your supervisor’s first name],

Please accept this as my formal resignation from [your job title] with [company name]. My last day will be [your final day of work], two weeks from today. I am appreciative of all the assistance I have received during my stay here and the invaluable experiences I have acquired. It has been a joy to collaborate with you and the team.

Please let me know how I can assist and make this transfer as seamless as possible.

Sincere appreciation for everything. [Your name]

Effective Resignation letter Tips

Here are a few pointers to help you craft an effective resignation letter:

1. Stay positive. 

A pleasant tone should be maintained in your resignation letter, no matter what the reason for your departure may have been. Avoid using your resignation letter as a means of venting your anger. 

2. It’s best to hand-deliver your letter.

If at all feasible, hand-deliver your letter of resignation to your boss. You must put the date at the top of your resignation letter if you submit it in paper copy. It’s also possible to send an email immediately following a meeting with your boss. Use a subject line like resignation—[Your Name] to convey your resignation. 

3. Consider the possibility of meeting new people.

Maintaining professional contact with your management after leaving the company should be encouraged. For example, “I’d enjoy the opportunity to stay in touch with you. This is to continue learning from you and to offer any industry insights I’ve gathered that you would find helpful.” Please don’t hesitate to contact me at [your email address].”

4. If you have to, keep it short.

Keep it short by Including your statement of resignation, your last day at work, and a comment. You can say, “I wish the organization well in its future endeavors.” It is okay if you’re leaving for sensitive reasons and don’t want to disclose specifics.

5. Prepare to leave as soon as possible.

On the day of your resignation, you may be asked to depart by your employer. Some employers do not pay their employees during the time between when they leave and when they start new employment. If this sounds like you, keep an eye out for other people’s resignations and adjust your start date for a new job appropriately. 

6. Follow your manager’s instructions.

Your manager may ask you to make a transition plan due to your departure. This may involve completing particular projects or composing a farewell letter to your coworkers.