Email Resignation

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Quitting a job without properly resigning could harm an employee’s reputation. Chances are, they will have a hard time applying for another job because of an unfavorable employment record. That is why it is necessary to send a resignation letter before leaving an entity or organization to stay on good terms with the employer even after leaving. Although you can give a printed resignation letter to the HR, sending it through email is more convenient. It will inform them about the resignation right away. Find out how to compose a resignation letter in an email with this article. Read More

What Is an Email Resignation?

Employees compose an email resignation as a notice to quit their job. Often, it is a brief and straightforward letter given in advance to the HR, supervisor, or manager. All resignation letters were handwritten or printed before. However, most workplaces have shifted from the orthodox to convenient ways. Now, people send most documents through email. Sending a resignation letter this way does not only help you gain a valuable reference for future job applications, but it also lessens paper use in your workplace. Additionally, you must still write an email resignation with proper etiquette.

How Do You Write an Email Resignation in Four Easy Steps?

Writing a resignation email can be difficult, especially in a rare case, such as the reason for quitting is the management’s fault. Despite that, stay positive and leave out the complaints in the letter. The best resignation email is short and direct to the point. And, it creates a personable impression to your former employer as you cut ties with them professionally. If you have questions on what and what not to include in an email resignation, learn more tips on how to compose an email resignation below.

1. Maintain a Professional Tone

The primary objective of a resignation email is to inform the reader about an employee’s renunciation. It means it can have an emotional undertone because it appeals to emotions. Regardless, the author has to focus on the writing tone to deliver the message professionally. It is also important to note that a resignation email must maintain a formal tone because it will be included in the employment files. It helps you avoid criticizing your employer and avoid saying negative comments about the organization. As much as possible, keep the email resignation polite.

2. Create a Subject

Providing a header for an email resignation is not necessary, except for printed and handwritten resignation letters. Instead, fill out the subject line. Use a simple email subject line like “Resignation – (employee’s complete name).” The receiver will know right away what the email is about with this. Moreover, begin the message with a salutation. Ideally, it starts with “Dear (recipient’s formal title and name),” this works either in addressing your manager or supervisor. Doing so makes the message more personal.

3. Compose the Body Paragraph

Any resignation email requires to be direct to the point. Considering its purpose, the email does not need to elaborate on the reason for leaving. Since it is a formal message, both formatting and choice of words are crucial. Hence, it should stick with the preferred guidelines. The next few lines should also include a comprehensive introduction and when the resignation will be effective. For this, you must read the contract to be sure how many days of notice the organization requires. Afterward, offer assistance and express your gratitude. 

4. Close the Email and Sign

Lastly, ask questions before closing the message. It is the writer’s opportunity to ask for employment benefits or compensation. The human resource officer should answer these queries. Then, provide a non-company email address or contact details to keep in touch with your former employer. Now, you can conclude the message with a formal sign-off like “Sincerely,” “Truly Yours,” or “Respectfully Yours.” Handwritten and printed resignation letters end with the writer’s signature. However, your name is fine for an email resignation. If it seems challenging to follow these steps, you can opt to download a template to complete the task more efficiently. Our website offers ready-made stencils available in MS Word and PDF file formats.

Frequently Asked Questions

Should I email two weeks before resigning?

Leaving a job is tricky because many people have different ideas on how this should be treated. To be sure, review the employment contract to see how much notice the company requires. If it is too close to the effective date, the least you can do is send a two-week notice email. This is standard practice and a respectful way to exit a job gracefully.

How do I quit a job on short notice?

Resigning from a job might maybe because of a new job opportunity, career change, going back to school, or other personal reasons. Nevertheless, talk to your manager first before leaving the post. It is your opportunity to ask about the resignation process. Usually, they will order a resignation letter explaining why you are quitting the job.

Can a resignation be effective immediately?

There is no “immediate resignation.” However, the right to resign exists. Employees can resign whenever they wish as long as their employer is entitled to a turnover period to fill in the vacancy. The most common resignation notice is due in 30 days, not as a requirement but as a courtesy to the employer. It helps them check the employee’s pending liability and prepare the employment clearance.

According to the United States Bureau of Labor Statistics, 3.5 million Americans or 2.3 percent of the overall workforce left their posts in 2018. This is the highest since the numbers have been documented. Why do workers quit? Based on an article posted on SHRM.org, money drives people to seek other jobs. Employees can leave their current employer for greener pasture as long as they do it properly. Thus, compose a resignation letter or email resignation if you are planning to quit.