When you are preparing to leave a company, you want to do it gracefully, so the door does not hit you on your way out. A resignation email that informs your company of your immediate departure is part of this gracious goodbye. To do it right, you want to get in the right information, so there is clarity on both sides about how you are definitely leaving. Here’s how to right a proper one:
Put it in writing
Recognize that the purpose of a resignation email is more for your company than for you. The company wants your resignation in writing, so they have it on your file. You want it in writing so there is documented proof that you quit, and there is no confusion about the fact that you are quitting for good with no plans to return.
If you are leaving with a new job lined up, you can say that you have moved on to another opportunity, but at a minimum, you want your resignation notice to include your name, the position you are resigning from and the date your resignation becomes effective. Many companies contractually obligate employees to give proper notice of resignation of at least two weeks. Read up on any stipulation your resignation faces before you hit send on that goodbye email.
You can follow the template that Business Insider wrote on the bare minimum you need to write if you need to give notice:
“Dear (boss’ name),
Please accept this letter as a notice of my resignation from (your position). Per my employment contract, I am giving two weeks notice. My last day will be (two weeks from today).”
Don’t elaborate too much
You can keep the email short and sweet. It does not need to be too long or too specific. You do not need to write a long swan song of all the good and bad times you have had at your company in it. Your specific experiences can come in the talk with your manager that you preferably have before you send out the notice of resignation. If you want to preserve your relationship with a boss, you do not want your boss to hear about your resignation from human resources.
That being said, including some details about your next move helps colleagues stay in the loop about your career. Being straightforward about where you are going helps colleagues know how to reach you in the future. “The more transparent you are, the more likely you are to preserve and build on the relationships you already have.” Daniel Gulati, coauthor of “Passion and Purpose,” writes.
You can also end the brief email with a note of thanks for being given the opportunity of your job. Even if you are counting down the days until you can quit, expressing a basic statement of gratitude helps maintain your professionalism. No matter how your feelings about work have soured, ending the letter on a positive note of gratitude can help you maintain a cordial relationship with an employer.