Resigning from a job is a career move that can feel daunting. How you handle your departure can impact your professional relationships and future reputation, so leaving on good terms is a priority. A well-crafted resignation email is the first step, setting the tone for your final weeks and ensuring a smooth exit. This guide provides a step-by-step approach to writing a notice that preserves your professional standing.
Key Elements of a Professional Resignation Email
A resignation email should be structured to deliver information clearly and professionally. Each component serves a specific purpose to ensure your message is received well. The goal is to be direct and gracious, paving the way for a smooth departure.
Clear and Direct Subject Line
The subject line is the first thing your manager will see, so clarity is important. A vague subject line might get overlooked. Use a direct title such as “Resignation – [Your Name]” or “Two Weeks Notice – [Your Name]” to ensure the email is opened promptly. This directness is a professional courtesy.
Statement of Resignation and Last Day of Employment
The opening of your email should be straightforward. State your intention to resign and specify your last day of employment. For example, begin with, “Please accept this email as formal notification that I am resigning from my position as [Your Job Title] at [Company Name].” Immediately follow this with your final day, such as “My last day will be [Date],” to eliminate ambiguity.
Expression of Gratitude
Expressing gratitude for the opportunity to have worked at the company is a gesture of goodwill. Acknowledge the experience you’ve gained or the relationships you’ve built. A simple statement like, “I am grateful for the opportunities I have been given and the skills I have developed during my time here,” is sufficient to maintain a positive relationship.
Offer to Assist with the Transition
An important part of leaving on good terms is showing your commitment to a smooth handover. Include a sentence offering to help during your final two weeks. You could write, “I am committed to ensuring a smooth transition and will do everything possible to wrap up my current projects.” This demonstrates your professionalism and consideration.
Professional Closing
End your email with a professional closing, just as you would with any formal business correspondence. Use a standard closing such as “Sincerely,” or “Best regards,” followed by your typed name. There is no need for an elaborate farewell in the email itself, as you will have opportunities to say goodbye to colleagues.
What to Avoid in Your Resignation Email
It is also important to understand what to leave out of your resignation email. This email will become a part of your permanent employee record, so its content should be carefully considered. The goal is to maintain a neutral and professional tone.
Your resignation email is not the appropriate forum for complaints or criticisms. Refrain from mentioning any dissatisfaction with your role, management, or colleagues. If you wish to provide constructive feedback, the exit interview is the proper venue for that discussion.
Avoid including overly emotional language or personal details about why you are leaving. The resignation email is a formal document. Sharing extensive details about your new job or personal reasons for leaving is unnecessary and can come across as unprofessional. A simple statement that you are leaving is sufficient.
Do not use your resignation email as a tool for negotiation. If you are hoping for a counteroffer, that conversation should happen in person after you have submitted your notice. The purpose of the email is to inform, not to bargain. Keep the message focused on your departure.
Resignation Email Templates
Having a template can simplify the process of writing your resignation email, ensuring you include all necessary elements. The following templates can be adapted to fit your situation. One is a standard, formal option, while the other offers a warmer tone for a closer relationship with your manager.
Standard Resignation Email Template
This template is a straightforward and formal option that is appropriate for any professional setting. It is a safe and effective choice when you want to maintain a purely professional tone.
Subject: Resignation – [Your Name]
Dear [Manager’s Name],
Please accept this email as my formal resignation from my position as [Your Job Title] at [Company Name]. My final day of employment will be [Your Last Day], two weeks from today’s date.
I want to thank you for the opportunity to have worked in this role for the past [Your Tenure]. I have greatly appreciated the experience and the support I’ve received during my time here. I have learned a great deal, and I am thankful for the skills I’ve acquired.
I am dedicated to ensuring a smooth transition during my final two weeks. Please let me know how I can best assist in handing over my duties and completing any pending projects. I wish you and the company all the best for the future.
Sincerely,
[Your Name]
Personal Resignation Email Template
If you have a strong, positive relationship with your manager, a more personal tone may be appropriate. This template includes the same core information but phrases it in a warmer, more conversational way.
Subject: Resignation Update – [Your Name]
Hi [Manager’s Name],
I’m writing to let you know that I will be resigning from my position as [Your Job Title] at [Company Name], with my last day being [Your Last Day]. This was not an easy decision, and I want to express my sincere gratitude for your guidance and support during my time here.
I’ve truly enjoyed working with you and the team. The experiences I’ve had have been invaluable to my professional growth, and I will always look back on my time at [Company Name] fondly. I am grateful for the mentorship you have provided.
Of course, I am committed to making this transition as smooth as possible. Please let me know what I can do to help wrap things up over the next two weeks. I want to ensure everything is in a good place before I leave.
Best regards,
[Your Name]
Next Steps After Sending Your Email
Once you have sent your resignation email, the process of your departure is officially underway. Prepare for a follow-up conversation with your manager. They will likely want to speak with you to acknowledge your resignation, discuss the transition plan, and potentially conduct an exit interview. Be ready to discuss your reasons for leaving professionally.
Your focus during the final two weeks should be on facilitating a smooth handover of your responsibilities. Proactively document your current projects, create guides for key processes, and organize your files. Your willingness to ensure a seamless transition will be appreciated and solidify your reputation.
Maintain a positive and productive attitude throughout your remaining time at the company. Continue to perform your duties to the best of your ability and say goodbye to your colleagues graciously. Ending your tenure on a high note will help you preserve professional relationships.