Resignation Email

A resignation is an official document that an employee has to submit to an organization announcing his decision to leave the company. Usually, a resignation is given in a written format, after which you serve the notice period as set under the company's rules. However, it is not always necessary to hand over a hard copy of your resignation letter to your HR professional, rather, you can also opt for a resignation email. It is comparatively easier, and though some people believe that it is unprofessional, a resignation via email is completely valid as well as acceptable. Nevertheless, there are not much differences between a resignation letter and a resignation email. Though the medium through which they are sent is different, the way both have to be written and formatted remains the same. Let us look at the things that have to be kept in mind while preparing a resignation email.

Resignation Email Announcement
Before you begin to write the email, do not forget to mention the resignation email subject. The subject of the resignation email means the purpose for which you are sending the email. Then, you have to acknowledge the person whom you are addressing the email to. Your resignation email should consist of three to four paragraphs. First you have to mention that you are resigning from the company and also the date from which it is going to be effective. In the next part, you can mention the reason for leaving the company and also offer your help during the transition process. The final part of the email should be focused on talking about your positive experience in the company, in two to three lines.

The reasons for resigning from a job are many. Some people may have got a job that offers better career prospects as well as money. Many people leave a company due to frustration caused by working conditions, office politics, and there are others who love their work, but have to leave because of personal commitments. It is always good to write the reason for your resignation, however, if you are leaving the company because you do not like the working conditions, do not mention it. Do not think that just because you are no longer going to be a part of the company, you can say whatever you feel like about the company. Instead, be polite and just mention the valid reason for leaving the job.

Your email resignation letter should be short and written in a polite way. As mentioned earlier, there should be no place for harsh words or unpleasantness. You may need the reference of your employee for your next job, and messing up with your boss in the resignation email can ruin your reputation. If you have problems with your boss or any of your colleagues, see to it that you do not mention that in your resignation through email. You can surely offer a constructive criticism, however, keep in mind that your tone as well as language should be strictly businesslike.

You should mention your last working day in your resignation via email. Though you may have other personal or work commitments, it is important to give a two weeks notice period, at the least. This is necessary because you employer needs to find a replacement for your position in the company which may take some time. You may also offer your help and assistance during the process of finding and training the new employee. It is also important to thank your employer for giving you an opportunity to work in the organization.

Resignation Email Sample
If you have still have doubts on how to write a resignation email, here is a sample email that will help you in preparing one.

Email Subject Line: Resignation Dear Mr./MS. (Name of your Employer), This is to inform you that I am resigning from (name of the organization) effective from December 1, 2009. Though the decision has not been easy one, long hours of contemplation has made me decide that joining a new company will be beneficial for my future career. I hope that one month's notice that I have given is adequate for you to find a person in my position. If I will be need my assistance to train the new person, I will be delighted to help. I thank you for giving me the chance to work in this organization and I wish the company success and a bright future. Sincerely, (Your Name)

Inform Your Co-workers and Clients
Just like you send a resignation email to your employer, it is also necessary to send a resignation email to colleagues. However, unlike the resignation email for employers, this does not have to be very formal, rather, it is a way of saying goodbye to your colleagues in a positive and casual way. You should mention the reason for your leaving the job, however, do not brag about your new position and your salary in the new company. You should also not talk anything ill about the company or some person you did not like. Instead, talk about the good experiences you had with them while working together. Also, do not forget to mention your email address and telephone number in the end.

You may have worked in a company for many years and will be having a strong client base, something which you will have to leave while resigning from the company. However, you may feel the need to inform your clients about your resignation. Though you may not think so, your employer may see this as a threat to their business. Hence, before you send the email, talk with your boss about the way you are going to inform your clients about the news of your departure from the company.

Sending your resignation through email is a good and easier replacement for resignation letter. Consider these resignation email etiquette carefully before writing and sending the email. Good Luck!