The best way to quit a job is by meeting your immediate supervisor in person and handing over the formal resignation letter to him directly. However, if you are stuck in a situation where you can’t visit the office or are a remote worker, you might have to opt for an alternative method to resign.
One such alternative is to quit your job via email. But before you write a resignation email, you need to know the right way to resign from your position to ensure that you are leaving on a positive note. So, let’s go through some practical tips to quit your job via email without sounding rude!
Should you Quit Your Job via Email
While resigning from a job via email is not the best way to resign, it can work in certain situations. For instance,
- You are a remote worker and never visit the office.
- Your boss is out of town, and you can’t wait to resign till he returns to the office.
- You have to leave immediately due to health issues, family emergencies, or personal reasons.
- You don’t want to face your annoying manager.
- You don’t feel like going to the office because the environment is toxic.
We have discussed this very topic in detail in our article, how to quit a job over text, give it a read.
Tips for Writing a Resignation Email Message to Quit a Job
If you have decided to send your manager your resignation email, you need to do it the right way. Your resignation can significantly impact your manager and even make him angry. So, it’s best to be polite and professional throughout the email to complete the process smoothly.
Below are some tips to follow while sending a letter of resignation via email to your employer:
- If possible, give at least a two-weeks notice before quitting. And if two-weeks notice is not possible, provide a short notice period of as much time as you can.
- Mention the subject line clearly on the email resignation message. It should be direct and to the point.
- Mention the last working date.
- Give the reason for quitting only if it is a legitimate reason. And avoid going into details.
- If you enjoyed working at the company, mention it in the email and thank your employer. But if you had a negative experience, avoid talking about it.
- Ask your employer any questions you have on your mind before quitting the company. For instance, discuss how you want to receive your final paycheck. And what to do of the company belongings you possess.
- Mention your updated contact details for the company to contact you in the future.
- Offer to assist your employer in training your replacement.
- Maintain a professional and positive tone throughout the email message.
- Proofread the email to check for grammatical and spelling errors before sending it.
- Follow up with your company after a few days to check if they have received your resignation and considered it or not.
What to Include in Your Resignation Email Message
Your resignation email should be short, professional, and contain all necessary information about your resignation. Avoid going into unnecessary details or writing stories in the email. Following is a list of the information to include in your resignation email:
- Write a short and clear subject line. For example, Resignation Letter – [Your Name].
- Mention the last day of work in the first paragraph.
- If you are giving a notice period, mention that along with the last date of work.
- Mention the reason for quitting the job.
- Express gratitude in the following paragraph. If you have anything positive to talk about the company and its employees, mention it.
- Inform your manager how you’ll wrap up your current projects and pending work.
- Provide your contact details for the company to contact you in the future.
- End the email on a positive note.
Resignation Email Template
If you are still in doubt about how to write a professional resignation email, here is a template to get you sorted!
Email Subject Line – Resignation Letter (Your name)
Dear (Name of your manager),
Please accept this email as my formal resignation notice as (your designation) at (company name), effective from (end date of work). (Give your reason for leaving).
I have thoroughly enjoyed working at (company name), and I would like to thank you for the opportunities offered to me while working here. I truly appreciate the support and guidance you have given to me.
I will wrap up all my pending work and submit it before the last date of employment. If you have any questions regarding the same, feel free to contact me.
Let me know if there is anything else I can help make the transition process smoother. You can always contact me at (your personal email address) or (phone number).
Resignation Email Message Examples
Below are a few sample formal resignation email messages:
Sample Email 1:
Dear Mrs. Alice,
Please accept this email as my resignation as a Senior Editor at Merkh Technologies. My last day at work will be two weeks from today (November 15, 2022).
Thank you for all the opportunities this company has offered me. I have grown and learned a lot of things while working here.
Please let me know if there is anything I can help with to make this transition smoother.
I wish you all the best for your continued success.
Sample Email 2:
Dear Mr Freddy,
I am writing to formally notify you that I am resigning from my position as a Marketing Executive at Alpha Digits, effective from March 4, 2021. My family currently requires my full attention and time.
Thank you so much for providing me with the opportunity to be a part of this wonderful company. I appreciate the support and guidance you have given me over the past four years.
Please let me know what I can do for the next three weeks to aid in a smoother transition.
Sample Email 3:
Dear Mr Robert,
Please consider this email as a formal notice of my resignation from the position of SEO executive at Digital Marcos. My final day at work will be June 2, 2021.
I have accepted another job offer that will reduce my daily commute and allow me to spend more time with my family.
I have extremely enjoyed working at Digital Marcos over the last three years, and I would like to thank you for the opportunities you have provided to me.
In the coming weeks before June 2, 2021, I am fully committed to providing assistance to ensure a smooth transition.
If you don’t want to go to the office or call your manager to inform him about your resignation, quitting your job via email is the best alternative for you.
You can use the above templates and examples to send your resignation email to the manager. Also, follow a professional and positive tone throughout the conversation.