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How to write professional resignation emails

It is very crucial that you write professional resignation emails in a polite manner. They should have all the information regarding your resignation.

professional resignation emails

How to write professional resignation emails

Resignation is a tough decision. And writing professional resignation emails are tougher. You might be putting down your papers for different reasons, but there are few rules to resignation. One of the most important things while quitting a job is not burn bridges. An ideal resignation would be telling your boss face-to-face that you are quitting your job. But, if you are in a remote location, it better to announce your departure on email. Moreover, after you have said your boss you want to quit, it is always better and safe to put it on paper via email.

Therefore, it is very crucial that you write professional resignation emails in a polite manner. They should have all the information regarding your resignation. This will help you leave your job on a positive note. Always remember to be grateful to the organization and to your colleagues.
So, here are few samples of professional resignation emails. 

Sample for professional resignation emails with no reason

Email Subject: Resignation – Manish Sharma (Your Name)
Dear Vivek Sir (Boss/Manager’s Name),
I am writing to you to inform you that I will be leaving Tata Consultancy Services (Company’s Name) and my last day of working here would be 25th of April 2019 (last date), which is one month from now. So, please consider this email as my official resignation.
I cannot describe how much I enjoyed working here and I how much I learned and developed in a span of 2 years. I thank you for providing me with this wonderful opportunity. I have had such a friendly and smart set of colleagues to work with, and for this I am grateful.
I am sure I would miss this place every day and would hope that in our paths cross again in the future. I would love to work again for this wonderful organization in the future as well whenever possible.
Please let me know how I can be of assistance during this transition.
Thanks again and I look forward to staying in touch.
Sincerely,
Manish Sharma,
System Engineer. (Your signature)

The sample for professional resignation emails accepting a position in a different company

Email Subject Line: Resignation – Manish Sharma
Dear Sir or Ma’am, 
I am writing to you to inform you that I will be leaving Tata Consultancy Services (Company’s Name) and my last day of working here would be 25th of April 2019, that is one month from now. So, please consider this email as my official resignation.
It was not an easy decision on my part. As the last two years have been very gratifying. Thank you for providing me with this wonderful opportunity. I have had such a friendly and smart set of colleagues to work with and for this I am grateful.
I have accepted a position as Senior System Engineer in Accenture in Mumbai. This opportunity will give me a chance to grow professionally and will allow me to relocate near my family.
I am sure I would miss this place every day and would hope that our paths cross again in the future. I would love to work again for this wonderful organization in the future as well whenever possible.
Please let me know how I can be of assistance during this transition.
Thanks again and I look forward to staying in touch.

A sample for professional resignation emails with immediate effect—personal reasons

Dear Sir or Ma’am,
I regret to inform you that I am resigning from my position here immediately as System Engineer for personal reasons. My last day of working will be tomorrow. I know this is unexpected, as I have no choice due to my personal reason. But, I am happy to help you in the replacement process so that the transition is smooth. I regret the inconvenience caused by this news, and I hope that you will accept my most sincere apologies.
It was not an easy decision on my part. As the last two years have been very gratifying. Thank you for providing me with this wonderful opportunity. I have had such a friendly and smart set of colleagues to work with and for this I am grateful. I am sure I would miss this place every day and would hope that our paths cross again in the future. I would love to work again for this wonderful organization in the future as well whenever possible.
Please let me know how I can be of assistance during this transition.
Thanks again and I look forward to staying in touch.
Sincerely,
Manish Sharma,
System Engineer.

Guide to professional resignation emails

  • Email Subject: Resignation — Name
  • Address the email to your boss or manager with a salutation: Dear Sir
  • First Paragraph: Start with informing that you are resigning and give out the details when you leaving. Mention the last day of work.
  • Second Paragraph: Be grateful for the opportunity and your colleague
  • Third Paragraph: You can reason out your resignation if you are leaving for personal reasons, taking a sabbatical or going for higher studies. Don’t mention if you have got a new job
  • Fourth Paragraph: Tell them you are ready to help in assisting in transition and thank them and ask them to stay in touch
  • Closing: Respectfully yours/Sincerely/Best, Your Name
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