Let’s face it, presently almost all companies prefer communicating via email. It gets the work done quickly and more effectively. You can simply address your concern or proposal by attaching a document, writing down the content, and sending the email; unless there is an urgent need to talk to the person concerned then calling them or talking to them in person is a better option. But emails have become so effective and have helped a lot of businesses over the years, simplifying the process of communication.

That being said, emails are very much used within the office to communicate and exchange files that can be readily attached to the email. Although emails are regularly exchanged around the office, there is a level of formality when composing an email, and how to properly use it. One of which is when you have decided to leave the office and resign. Sending a resignation email is an alternative if you are unable to properly send a resignation letter. This would serve as a heads up to your manager and the HR department about your desire to formally leave the company for good. In this article let us discuss further below how to prepare a resignation email. And if you need to start preparing this email then check out our free resignation email samples that are downloadable on this page.

3+ Resignation Email Samples

1. Sample Resignation Letter

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2. Writing Resignation Email Letter

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3. Exiting Employee Checklist Resignation Email

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4. Resignation Email Checklist

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What is a Resignation Email?

Employees come and go, some would formally ask permission and go through the proper off-boarding process while others would simply stop going to work without notice. The former is a much better alternative especially if you need to secure documents from your employer. The proper way to resign would always start with a notice, such as talking to your manager or department head personally and handing out a resignation letter. Although there are some situations that call for an employee to send a resignation email instead. This is particularly practiced by remote employees who are unable to talk to their managers face to face. This email simply expresses the desire of the employee to leave the company, with a brief explanation and the date of effectivity.

How to Create a Resignation Email?

If it can’t be helped and you need to resign via email then make sure it is done as if you are resigning personally to the management. Whatever your reason may be, it is still important to be polite, professional, and ask proper permission so the company would not get a bad impression of you as you are about to leave. Before you can officially render your resignation, make sure to go through the employee handbook and check on the proper ways on resigning to ensure a smooth and seamless process. We’ve got several tips below that could help you create a well-crafted resignation email.

I. Notice of Resignation

As much as possible give your employer a 2 to 4 weeks’ notice if you are about to leave the company. This would give you and the management time to prepare such as endorsements, a replacement, training, and other important processes. If it permits, you will need to undergo a proper off-boarding process so you can properly resign from your job.

II. On Writing the Email

Start with a direct subject line that will instantly address your purpose so that your employer would want to read the email as soon as they can. The main body of the email will consist of your purpose for leaving, you need not go into full details about it. And more importantly, state the date you plan on leaving, as this will your employer a clear sense of your timeline.

III. Express Gratitude

It always pays to be thankful for the years and experience you had with the company. So it would be great if you include your gratitude towards the company for giving you a chance to work and grow. However, if you are not fully satisfied with the company, it’s best not to include such negativity in the email. Reserve those thoughts for something else, like during the exit interview. Also, offer assistance to help train your replacement or during the endorsement period, and end the email with contact details.

IV. Brief and Polite

You may want to maintain a civilized and good relationship with the management even if you are about to leave the company. So it is important to keep the email brief, direct to the point, and polite.

FAQs

What is AWOL in a workplace?

AWOL or absence without leave is not sending any notification to the employer regarding an employee’s sudden absence.  By doing so, an employer has the right to terminate or fire an employee.

Is it possible to retract a resignation?

Once the process of resignation has proceeded it may not be possible to withdraw from resignation. If you are still in the early stages of the resignation, it may be possible to talk to your employer depending on the situation. This would depend on each case and company policy.

What is an Exit Interview?

An exit interview is part of the off-boarding process where an employee is tasked with several questions related to his or her experiences in the company and is conducted by the HR department.

A resignation email is one method of advising your employer that you want to resign from the company. Make sure to only use this alternative if you are unable to speak to management personally or hand out a resignation letter. To make it easier for you to prepare this, download our free templates now!

 

 

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