Resigning from a job requires careful communication to maintain professionalism and relationships. A resignation email serves as a formal notice to the employer, clearly stating your intent to leave the company. It is essential to attach a resignation letter to provide a detailed explanation of your decision and gratitude toward your employer. Following proper email etiquette ensures that your message is respectful and contributes to a positive transition, leaving the door open for future opportunities.
How to Email a Resignation with an Attached Letter
So, you’ve decided to leave your job and you need to craft the perfect resignation email. Kudos to you for taking this step! Writing a resignation email can feel a bit daunting, especially if it’s your first time. But don’t worry, I’ll guide you through the best structure for your email, along with some tips on what to include in your attached resignation letter. Let’s dive in!
1. The Subject Line
Your email’s subject line is the first thing your manager will see. Keep it straightforward and professional. Here are a couple of examples:
- Resignation – [Your Name]
- Notice of Resignation
2. Greeting
Start with a friendly greeting. Keep it simple. Use your manager’s name to keep it personal.
- Dear [Manager’s Name],
3. The Body of the Email
Now, it’s time to get to the meat of your email. Here’s a breakdown of what to include:
| Section | What to Include |
|---|---|
| Opening Statement | Clearly state that you are resigning and include your last working day. For example, “I am writing to formally resign from my position, effective [Last Working Day].” |
| Express Gratitude | Thank your manager and the company for the opportunities you’ve had. Something like, “I want to thank you for the support and opportunities for growth during my time here.” |
| Reason (Optional) | If you feel comfortable, share your reason for leaving. This is optional, but it can provide clarity. You could say, “I have decided to pursue another opportunity that aligns with my career goals.” |
| Transition Plan | Offer to help with the transition of your work. You could mention, “I am happy to assist with the handover process and train my replacement if needed.” |
4. Closing Statement
Wrap up your email with a warm closing statement. You might say something like, “I look forward to staying in touch!” or “I wish everyone here continued success!”
5. Sign Off
End with a professional sign-off, such as:
- Best regards,
- Sincerely,
And then, add your name and contact information if it’s not already in your email signature.
6. Attached Resignation Letter
Now, you also need to attach your formal resignation letter. This letter doesn’t have to be long, but it should include a few key points:
- Header – Your Name, Address, Date, and the Company’s Name and Address.
- Greeting – Use the same greeting as in the email.
- Statement of Resignation – A clear line indicating your resignation.
- Last Working Day – Mention your final day of work.
- Express Gratitude – Thank them for the opportunities you received.
- Offer Assistance – If you’re willing, state that you’ll help with the transition.
Here’s a quick format for your resignation letter:
| Component | Description |
|---|---|
| Header | Your info followed by Company info and Date |
| Greeting | Dear [Manager’s Name], |
| Body | Formal resignation statement, last working day, gratitude, and assist offer |
| Closing Statement | Expression of well wishes or staying in touch |
| Sign Off | Best regards, [Your Name] |
And there you go! By following this structure, you’ll be able to write an email resignation that’s clear, professional, and respectful. Grab your keyboard and get started! You’ve got this!
How to Email a Resignation with an Attached Letter
Example 1: Moving to a New City
Subject: Resignation – [Your Name]
Dear [Manager’s Name],
I hope this email finds you well. I am writing to officially resign from my position at [Company Name] effective [last working day, typically two weeks from the date of the email]. This decision comes after careful consideration as I will be relocating to [New City] for personal reasons.
Attached is my formal resignation letter. I want to express my gratitude for the opportunities I have received during my time here. I look forward to staying in touch.
Best regards,
[Your Name]
[Your Phone Number]
Example 2: Accepting a New Job Offer
Subject: Resignation Notice – [Your Name]
Dear [Manager’s Name],
I hope you’re doing well. I am writing to formally resign from my role at [Company Name] effective [last working day]. This decision has come as I have accepted an offer for a new position that will help me grow professionally.
I have attached my resignation letter for your records. I want to thank you and the entire team for the support and mentorship that I have received. I am hopeful that we can keep in touch.
Sincerely,
[Your Name]
[Your Phone Number]
Example 3: Personal Reasons
Subject: Resignation – [Your Name]
Dear [Manager’s Name],
I am writing to inform you of my resignation from [Company Name], effective [last working day]. Due to some personal circumstances that require my immediate attention, I have made this difficult decision.
Please find my resignation letter attached. I appreciate the support and understanding during my time here, and I am grateful for all the experiences that I have gained.
Warm regards,
[Your Name]
[Your Phone Number]
Example 4: Returning to School
Subject: Resignation Notification – [Your Name]
Dear [Manager’s Name],
I hope this message finds you well. I am writing to formally resign from my position at [Company Name], effective [last working day]. I have decided to return to school to further my education and pursue a degree in [Field of Study].
Attached is my resignation letter for your records. I am truly grateful for the opportunities and experiences I’ve had while working here. Thank you for your understanding.
Best wishes,
[Your Name]
[Your Phone Number]
Example 5: Health Reasons
Subject: Resignation – [Your Name]
Dear [Manager’s Name],
I hope you are well. It is with a heavy heart that I write to resign from my position at [Company Name], effective [last working day]. This decision is due to ongoing health issues that require my attention.
I’ve attached my official resignation letter for your reference. I sincerely appreciate the support from the team during my time here and hope to stay in touch.
Take care,
[Your Name]
[Your Phone Number]
Example 6: Family Commitments
Subject: Resignation – [Your Name]
Dear [Manager’s Name],
I am writing to formally resign from my position at [Company Name], effective [last working day]. Due to family commitments that require my attention, I have made the difficult decision to step down.
Please find my resignation letter attached. Thank you for the time and support you have all provided. I will always value my experiences here and the relationships I’ve built.
Kind regards,
[Your Name]
[Your Phone Number]
Example 7: Seeking Work-Life Balance
Subject: Resignation – [Your Name]
Dear [Manager’s Name],
I hope you are doing well. I am writing to officially resign from my role at [Company Name], effective [last working day]. After much consideration, I have decided to prioritize my work-life balance and pursue other interests.
Attached is my resignation letter. I am grateful for the support and opportunities provided during my time here and hope to keep in touch moving forward.
Best regards,
[Your Name]
[Your Phone Number]
What Steps Should You Follow to Email a Resignation with an Attached Letter?
To email a resignation with an attached letter, you should follow a structured process. First, choose a professional email address to send the resignation. Next, write a clear and direct subject line, such as “Resignation Letter – [Your Name].” In the body of the email, greet your supervisor politely and express your intent to resign. After that, mention that you have attached your formal resignation letter for their consideration. Ensure you express gratitude for the opportunities received. Finally, end the email with a polite closing and your name. Remember to attach the resignation letter before sending the email, and double-check for any spelling or grammatical errors.
How Should You Format the Body of Your Resignation Email?
The body of your resignation email should be concise and professional. Start with a polite greeting, addressing your supervisor by their name. State your intention to resign in the first sentence to provide clarity. Include the effective date of your resignation to inform your employer about your last working day. Acknowledge your experiences at the company by including a sentence or two that expresses appreciation for the growth and opportunities provided. Lastly, offer assistance with the transition, such as training a replacement or wrapping up projects, and conclude with a courteous closing.
What Key Elements Should an Attached Resignation Letter Include?
An attached resignation letter should include specific key elements to ensure clarity and professionalism. First, the letter should have a header with your contact information and the date. Second, it should begin with a formal greeting to your supervisor. Next, clearly state your intent to resign and include your last working day. Additionally, express gratitude for the experiences gained or skills developed during your employment. Finally, end the letter with a polite closing, your signature (if sending a hard copy), and your printed name. Ensure the letter maintains a respectful and positive tone throughout.
Why is It Important to Send a Resignation via Email Rather Than Just a Letter?
Sending a resignation via email provides several advantages over a traditional printed letter. First, email ensures immediate delivery, allowing your employer to receive your notice without delay. Second, email provides documentation of your resignation for both you and your employer, creating a clear record of your intent to leave. Third, email allows you to maintain a formal and professional tone while being flexible regarding format and style. Additionally, email often allows for easier follow-up communication, ensuring any necessary discussions regarding your departure can be addressed promptly. Finally, utilizing email reflects modern workplace communication practices, aligning your resignation with current standards.
And there you have it, folks! Sending your resignation via email with an attached letter doesn’t have to be a daunting task. Just keep it professional, add your personal touch, and you’ll be on your way to the next chapter in no time. Thanks for taking the time to read through this guide! I hope you found it helpful, and if you have any more questions or need tips on anything else, don’t hesitate to drop by again later. Wishing you all the best in your future endeavors!