The resignation email serves as your official notice to your employer and the HR department of your intent to leave the company. While it is generally best to resign in person with a formal letter of resignation, there are some situations, such as remote working positions, that do require a resignation email.
Resignation Email Example:
Email Subject Line: Resignation - Your Name
Dear Mr./Ms. [Supervisor's Last Name],
This email is to notify you that I am resigning from my position here as [position title], effective [date].
Thank you for all the opportunities you have provided me over the years. I have enjoyed my time working for this company and have learned so much. I am also grateful for your kindness and encouragement as well as the kindness of my colleagues.
Over the next [period of time], I will complete all my projects and make myself available to train a replacement for my duties. Please let me know if I can do anything to help make this transition easier. In the future, you can always contact me on my non-work email, [email address].
How to Write a Resignation Email:
1. Use a clear subject in the email subject line.
Write a clear subject, such as "Resignation - Your Name," in the email subject line so that your employer will know what the email is about and will open and read it as soon as possible.
2. State your last working date.
In the first paragraph, state the date that you plan on leaving the company to give your employer a clear idea of your timeline. Also, list your title as a matter of courtesy.
3. Offer your gratitude.
The second paragraph should be used to express your gratitude for the things your company has done for you and what you have learned from your position. If you did not enjoy your time at your company, try to think of at least one positive thing to say. The aim is to maintain a good relationship with the company and your employer, as you may need a reference letter in the future.
4. Provide details about how you will wrap up your current projects.
Use your third paragraph to inform your employer about your current projects and how you will complete them or organize the details so that your co-workers can take them over. Also, offer assistance in the transition, whether you are offering to train your replacement or making yourself available after you resign to answer any questions the company may have.
5. Provide your contact details.
In case the company has any questions about your work, you should provide them with a way to contact you after you have left the company. This can include your personal email address and/or your cell phone number. Providing your contact details is especially important if you need to leave the company immediately for any reason.
Tips for Writing a Resignation Email:
- Keep your email simple, polite, and professional, including important details related to your resignation and any questions you may have about the employee benefits you may be entitled to on your resignation.
- Check your employment contract to see if there are any restrictions or instructions regarding your notice period.
- Send your resignation email at least two weeks before your final working date, if possible. However, be ready to leave immediately as some employers may choose to terminate your employment when receiving your resignation.
- You do not need to go into any details about why you are resigning but you can give a brief reason, such as a family emergency, if you want to. However, keep any explanation positive and to the point.
- Ask any necessary questions about unused vacation time, compensations, or employee benefits.
- Send your email to your supervisor, but cc the HR department. They will need a copy of your resignation for your personnel file and will also be able to answer any questions you may have.
- Proofread your email before you send it to catch any grammatical and spelling errors and to make sure that your tone is polite and friendly.
- Follow up to ensure that your email has been received and read.
Is it OK to resign by email?
Yes. In general, it is best to resign in person with a formal letter of resignation. However, there are some situations, such as remote working positions or family emergencies, that do require a resignation email.
What do I write in a resignation email?
What should I title my resignation email?
Use a title such as Resignation - Your Name in the email subject line. Other possibilities include Notice of Resignation, Resignation Effective Immediately, Pending Resignation, Resignation Date, Resignation Announcement, or Retirement Announcement, but you should always include your name in the subject line.
How do you end a resignation email?
- Respectfully yours,
Can an employer not accept your resignation?
No, an employer cannot legally refuse your resignation, especially if you have given proper notice and followed proper protocol. However, to ensure that this does not happen, double-check that you are not violating your contract, resign in person, and follow the proper protocol when resigning.