Updated on October 27, 2023
- 9 min
How to write an email resignation letter
Quitting your job can come with a lot of mixed feelings, but learning how to write a resignation email is part of being a professional. It isn’t always easy, but emailing a resignation letter can offer direct, effective communication while avoiding potential confrontation. Most people overthink when they write in general, and even more so when it comes to sensitive topics. Keep reading through this article to learn how to write a resignation email and how services like AImReply are simplifying the process altogether.
Harness the power of AI with AImReply and convey your thoughts flawlessly in every email.
There isn’t a single proper way to write a resignation letter, as your personality and tone of voice should all be a part of the writing. In the corporate world, it’s always helpful to avoid burning bridges where possible.
Of course, depending on the context of your particular situation, this isn’t always possible. By following the templates provided in this article, you can do your best to write your resignation letter in the best light possible.
Try These Samples for Yourself
Keep in mind that these email templates are meant to be customized to fit the tone of your situation. However, they are crafted by those with years of experience, and if you want to use them verbatim, that’s fine too.
In the same light, if you were to throw AImReply in the mix, it could easily write a fully custom email for you. All while retaining the contextual parts that matter. You can't go wrong by starting with a smart template. Those mentioned below cover varying components of how to write a letter of resignation email.
If you aren’t too concerned with walking on eggshells, then you can be as direct as you want with your email. Considering the serious tone of the topic, there’s nothing wrong with getting straight to the point. Then again, you always want to maintain a professional and kind tone.
Hello [Recipient Name],
This email is to inform you of my official resignation, effective immediately on (insert date). Although I’m beyond grateful for my time here at (company name), I feel my resignation is the right step in moving my career forward.
If there’s anything I can do to make this transition easier for you and the team, please let me know. Aside from that, I plan on following my work schedule as usual up until my final day. Once again, thank you for everything, and I appreciate your understanding!
Whether you’re dealing with an urgent life matter or you’re merely fed up with your current employment, sometimes immediate resignation is the only answer. In this particular situation, you still want to be kind, but being short and sweet with your message may be more acceptable.
Hello [Recipient Name],
I know this email may come as a surprise, but unfortunately, this will serve as my official resignation. Although I know the company would prefer a heads-up in this situation, I must be clear in saying this resignation is effective immediately.
If you have any questions or concerns, I’d be happy to hop into a meeting. Overall, I appreciate your understanding, and I hope this doesn’t cause too much of an inconvenience for you.
All the best,
Considering the size and structure of your organization, you may have to contact HR to properly resign. While some people talk directly with their boss, this isn't always an option when it comes to bigger companies. HR isn't a foreign concept to most people, but there's definitely a certain way you should go about crafting your email.
Dear HR Team,
This email serves as my official resignation from my position at (company name), and my final day will be (insert date).
At this time, I have accepted a new position with a different company. In the meantime, feel free to get a hold of me through our usual channels, and please get in touch if you have any concerns regarding my resignation.
All the best,
Considering the context of a resignation email, you don’t have to write too much to get the point across. It’s normal for people to transition from one job to another, but how you do it is important to protect business relationships.
No matter your reason for resigning, whether it’s due to coworkers, management, or advancing your career, a resignation letter should always be kind and professional, yet direct. Even though this article covers many aspects of how to write resignation emails, that doesn’t mean everyone has the writing prowess to word it the best way possible.
To help with this, there are a few things you can do. Understanding what you should and shouldn’t do and how to integrate AImReply into your emailing process.
The Details Matter
Although resignation letters don’t need numerous paragraphs, certain etiquette should be seen in the message. It’s easy to feel careless when you’re on the way out the door, but putting a little effort and care into your message can go a long way.
Here are a few other tips on how to write a resignation letter by email:
- Make sure your subject line is clear from the start;
- Provide the exact date you plan to leave;
- Give HR or your employer two weeks’ notice before leaving;
- Don’t provide too many personal details on why you’re leaving;
- Always show gratitude for your time at the company;
- And more.
Whether you use all or some of these suggestions, each can significantly affect how people respond to your resignation. Any professional will be able to pick up on these small details. If your message has a negative tone, you could set yourself up for a more uncomfortable exit than you'd like.
Consider Using Tools Like AImReply
For those who simply can’t get over stumbling across every word in their emails, tools like AImReply can be extremely helpful. With a core focus on managing email responses, AImReply is a software that uses artificial intelligence to quickly craft effective email replies.
You can see how this would be helpful for conversations surrounding resignation, as this generally comes with a few questions from superiors. In return, you can use AImReply to craft the perfect response with the right tone and context. With your input, you can guide AImReply to craft emails that align with your needs.
Getting started with AImReply only requires a few steps:
- Highlighting the text from the incoming email;
- Choosing either a recommendation or setting your own specific requirements and parameters;
- Review your AI-generated response within mere moments.
This removes the hassle and stress of how to write a resignation letter email. On top of that, it’s free to sign up for AImReply, giving you plenty of incentive to give it a test run for yourself. With support for 16 languages and desktop and mobile devices, AImReply is accessible in many major regions throughout the world.
You’ll also have access to all of the support and education you need, as the company is aware some people are still learning the ins and outs of AI. Overall, AImReply is a service that eliminates all of the negative connotations associated with sending professional emails. In addition to that, it’s a great management tool that lets you spend less time manually writing emails.
It doesn’t matter if you’re ready to resign now or in the future; knowing how to write a resignation email letter is paramount. Although this is true, some people simply aren’t the best writers, and this is where AImReply can really be useful.
Resigning from a job to move on to greener pastures doesn’t have to be such a nerve-wracking experience. It’s a normal part of navigating your career, and you have to know when it’s time to move on. In short, AImReply can help reduce the time and stress spent on crafting unique email responses.
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