Resignation emails are the initial notification of an employee’s intent to leave their current position. It’s a digital message that sets the formal resignation process in motion and often precedes a more detailed discussion with HR or management.
Understanding the Purpose of a Resignation Email
The primary purpose of a resignation email is to inform your employer of your decision to resign in a clear, professional, and respectful manner. It is a concise summary of your intention to leave and typically signals the forthcoming submission of an official resignation letter.
The Role of the Attached Formal Resignation Letter
While the resignation email body with an attached letter serves as an official notice, the attachment is where you can elaborate on your reasons for leaving (if you choose to) and express gratitude for the opportunities provided. This dual-format approach ensures that the resignation is communicated officially and documented for HR purposes.
Best Practices for Sending a Resignation Email
Best practices for sending a resignation email include keeping the email body brief and to the point, maintaining a professional tone throughout, and attaching a formal resignation letter. This letter should detail your departure and include any important specifics, such as your last working day.
Crafting the Body of the Resignation Email
The resignation email body should communicate the essential message of your departure succinctly and professionally, paving the way for the attached formal resignation letter which contains the details.
Tone and Professionalism in Email Communication
When composing the resignation email body with an attached letter, it’s crucial to maintain a respectful and professional tone. The language should reflect your appreciation for the position and the company despite your decision to move on.
Essential Information to Include in the Email Body
The resignation email body should include:
- A clear statement of resignation.
- The effective date of your departure.
- A brief note of thanks for the opportunity.
- A reference to the attached formal resignation letter for further details.
Sample Phrases and Sentences for the Email Content
In the resignation email body, consider using phrases like:
- “I am writing to formally announce my resignation from [Your Position] at [Company Name], effective [Date].”
- “Please find my detailed resignation letter attached.”
- “I would like to express my gratitude for the experiences and opportunities provided during my tenure.”
Ensuring the resignation email body with an attached letter is composed thoughtfully sets a professional tone for your departure and lays the groundwork for a smooth transition.
Attachment: The Formal Resignation Letter
Attaching a formal resignation letter to your email serves as the official document that outlines the specifics of your departure.
Differences Between the Email Body and the Attached Letter
The resignation email body briefly notifies your employer of your decision to resign and the final working day, serving as a precursor to the attached letter. The attached letter, on the other hand, is more comprehensive.
It is the formal document that your HR department will file for their records and can include further details about your resignation, a more in-depth expression of gratitude, and any offers to assist with the transition.
Key Components of the Resignation Letter
A formal resignation letter typically includes:
- Your name and address.
- The date.
- The recipient’s name and address.
- A formal declaration of your intention to resign.
- The last day you will be available to work.
- A thank-you section for the opportunities you’ve had.
- An offer to assist with the transition.
- Your signature at the end of the document.
Formatting and Finalizing the Attachment for Submission
The resignation letter should be formatted professionally. Use a standard business letter template and ensure it is saved in a commonly accepted file format like PDF to preserve the layout and content integrity. Before attaching, double-check the document for any errors and confirm that it’s named appropriately, usually including your name and the word “resignation” for easy identification.
The Subject Line and Email Addressing
How you address your resignation email and craft its subject line can influence the tone of your departure and the urgency with which your message is received.
Crafting an Appropriate Subject Line for the Resignation Email
Your email’s subject line should be clear, leaving no doubt as to the content of the email. A subject like “Resignation – [Your Full Name]” is straightforward and professional. It ensures that the recipient knows the nature of the email before opening it.
Whom to Address: Ensuring the Right People are in the Loop
Addressing the email to the appropriate party is crucial—typically, this is your direct supervisor or the HR manager. Use a formal salutation, such as “Dear [Manager’s Name],” to maintain professionalism.
Carbon Copy (CC) Etiquette in Resignation Emails
Deciding who else should receive the email, such as HR or upper management, depends on your company’s protocol. If in doubt, you can always ask HR about the correct procedure. When you CC other parties, it’s a sign of transparency and ensures no one is taken by surprise. However, be selective and respectful of your company’s privacy when deciding whom to include in the CC field.
Sending the Email: What Happens Next?
Once the resignation email body with the attached letter is sent, it is important to understand the following process and be prepared for the various steps and responses.
Confirming Receipt of Your Resignation Email and Attachment
After sending your resignation email, wait for a confirmation of receipt. If you do not receive a response within a reasonable timeframe, following up to ensure your email was received and to discuss any next steps is appropriate.
Expectations After the Resignation Email is Sent
Your employer may request an exit interview, the return of company property, or the completion of specific procedures before departure. Be ready to comply with these professional obligations. Additionally, be prepared for a counteroffer or a discussion about your reasons for leaving, especially if your departure surprises your employer.
Preparing for Possible Outcomes and Next Steps in the Resignation Process
It’s essential to plan for the transition period after your resignation email body with the attached letter has been acknowledged. This could involve training a replacement, handing over your responsibilities, or documenting your current projects. Your cooperation during this period can significantly affect the legacy you leave and may influence future references.
Email resignation letter example
Below is an example of an email resignation letter:
To: [email protected]
Subject: Notice of resignation
Dear Helen,
I hope you’re doing well. I’m writing to notify you of my resignation from my position as marketing coordinator. After much consideration, I’ve made the difficult decision to resign due to a job offer from another company. My last day with Corporate Strategies will be December 27, 2022.
I’ve greatly enjoyed my time working with Corporate Strategies for the past two years. I’ve learned how to implement successful marketing campaigns, which will assist me in my future endeavors. I will greatly miss my colleagues and want to express my appreciation for the support I received from the management team. Thank you so much for the opportunity to succeed in my position as marketing coordinator. I wish you the best and hope we can stay connected in the future.
Sincerely,
Brad Peterson
Resignation Email Body With Attached Letter: Conclusion
In conclusion, crafting a resignation email body with an attached letter is a critical step in the resignation process that should be approached with professionalism and foresight. The email acts as the formal notification of departure, while the attached letter serves as the detailed and official document for HR records.
It’s important to be clear and concise in your communication, respectful in tone, and thorough in following up and completing post-resignation obligations. Handling your resignation with care and consideration ensures a smooth transition for yourself and your employer, leaving a positive impression that can benefit your professional reputation for years.
Frequently Asked Question
No, your resignation letter should be concise and to the point, mirroring the professionalism of your email.
Typically, you should receive a response within a few days. If not, follow up to ensure it was received.
Yes, it’s often considered courteous to inform your boss in person or via a phone call before sending the formal email.
It’s best practice to provide adequate notice (usually two weeks) unless your contract states otherwise or extraordinary circumstances apply.
It’s not mandatory to include your reasons for leaving, and you may choose to discuss this in person instead.
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