email resignation letter to hr

Email Resignation Letter to HR

How to write a resignation email letter to HR? Just download this ready-made file in Google Docs, MS Word or Apple Pages format and you’re good to go.

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Overview

Nowadays business became global, due to the endless possibilities that internet, instant-messaging apps and social media are providing. Many traditional practices transformed into digital equivalents, such as writing formal letters in your email communications. 

How to send a resignation letter to HR via email?

The resignation letter is normally required when leaving an organization, while a two-week notice has generally been seen as a common courtesy, you will inform supervisors that you've chosen to no longer work with them. Writing your own resignation letter is a hassle, that's why we recommend using our guide templates for your to save time and have an interesting letter you can use.

A letter of resignation must contain information to be legally valid. This is especially important if you leave your employer with a conflict. If you do resign in all peace of mind, you can use the resignation letter as an opportunity to make sure that people think of you again. Making the decision to resign from your current position can be a difficult one. But with our Resignation Letter template, you can make the process of writing a resignation email much easier. Include in your letter:

  • Mention if you have accepted a job offer at another company;
  • Tell your last working date or mention the exact date after two weeks;
  • Writing also how you enjoyed working with them and give a big thank you for their support and guidance.
  • Company address details;
  • The legal duration of your notice period;
  • Notice that you are canceling the contract and the date on which you do so;
  • Your name (with initials) and address details;
  • A correct signature (place, date, name, and signature);
  • Proof of sending cancellation (send by registered mail or hand in the letter and request to sign for receipt).

And after that you can:

  • Ask for a (positive) work experience certificate;
  • Indicate that you would like to include the unused vacation days in the notice period;
  • Leave a positive impression. Maybe the employer asks you again for a job.

A letter of resignation must contain information to be legally valid. This is especially important if you leave your employer with a conflict. If you do resign in all peace of mind, you can use the resignation letter as an opportunity to make sure that people think of you again. Making the decision to resign from your current position can be a difficult one. But with our Resignation Letter template, you can make the process of writing a resignation email much easier. Include in your letter:

  • Mention if you have accepted a job offer at another company;
  • Tell your last working date or mention the exact date after two weeks;
  • Writing also how you enjoyed working with them and give a big thank you for their support and guidance.
  • Company address details;
  • The legal duration of your notice period;
  • Notice that you are canceling the contract and the date on which you do so;
  • Your name (with initials) and address details;
  • A correct signature (place, date, name, and signature);
  • Proof of sending cancellation (send by registered mail or hand in the letter and request to sign for receipt).

And after that you can:

  • Ask for a (positive) work experience certificate;
  • Indicate that you would like to include the unused vacation days in the notice period;
  • Leave a positive impression. Maybe the employer asks you again for a job.

When you need to write a work- or business-related letters via email, consider the following rules   business letter format and etiquette when drafting your own message, illustrated with a Job Resignation Example. There are a couple of best practices to remember when writing business letters via email:

Resignation Letter via Email Etiquette

  • Define your audience: Before you start to write, consider who will read your letter and what is the relationship you wish to build with the recipient.
  • Make appealing and informing subject line: To appear professional, create a subject that informs your recipient of your email's topic. Depending on your purpose for writing, exactly what you highlight in the subject line changes, but you usually want to identify the event or exchange most pertinent to your message. Here are a few examples that might be a useful reference: “Resignation from position”, etc
  • Use proper salutation: Business emails often start with the following conventional and respectful salutation. “Dears,” or “To Whom It May Concern,” when you are unsure of the recipient's name or it’s a broader audience and you don’t want to mention one specific name. Alternatively, “Dear Name" is common when you know the recipient’s name if you are familiar with them.
  • Maintain a conservative structure and formal tone: Although business letters are usually formal and considerate tone, that might not always be necessary. However, always consider the letter might be shared and read by others than the initial receiver. If you write an informal sales proposal to the receiver, but he shares it with his management, you might not get the deal. This is not a time to use slang or abbreviations, write it the same was as you would for a traditional business letter.
  • Proper Introduction: A small personal introduction can be done, but is not necessary in this case. You can mention current job title and time you work for the organization. 
  • Concise letter body: The body of your letter contains of at least 1 paragraph or more to explain in detail why you desire to establish contact with the recipient: what business do you want to do or discuss?  After making this clear, it’s best to include an agenda or key details that the recipient needs to respond to or act on your email properly, such as deadlines, event locations or contact information for third parties.
  • Be clear and concise in your writing. To remain comprehensible and concise like traditional letters, business emails embrace directness and the use of brief paragraphs. Overthink the flow in your email and ensure that it’s clear structured and cut text that you consider as unnecessary. Limiting the content length of your letter allows the most important information to stand out and encourages recipients to read it in its entirety.
  • Close with a call to action: The last part of your letter is probably one summarizing paragraph that also expresses your gratitude for the recipient's time and consideration, and ideally closes with a call to action, which is a question or statement that expresses your hopes for the next steps between you and your recipient. Depending on your purpose for writing, you might use calls to action, such as: “Hoping to discuss my resignation and handover soon in person”, 
  • Proper appearance and lay-out: make sure the email look professional by using a clear font and according to a business letter format. They usually use the same tone as traditional business letters as well, signaling respect and a desire to communicate professionally.
  • Proper grammar, spelling, and punctuation: Make sure you prevent any grammar, spelling and punctuation mistakes: There are a handful of free and premium solutions you can use, besides the standard spelling/grammar checkers that are available in the word processor that you use.
  • Information complete and unambiguously: Double check always if all the relevant information is included in the email, such as contact information (signature), dates, and any other pertinent details.
  • Proofread the business letter: Be sure to proofread the email letter before sending it off to ensure that everything is accurate and error-free. If you want some help finding errors, you can use one of the many free proofreading apps online.
  • Professional email signature and disclaimer: Make sure you include a signature and disclaimer at the bottom of the email, which clearly states, preface your signature with a formal closing such as "Best regards," "Yours sincerely," or "Respectfully", a digital signature, your full legal name of the organization, logo, slogan, contact information, followed by a legal disclaimer if you consider the content confidential, GDPR compliant, other compliance references, virus transmission, non-binding clause, opinion statement, etc.

Below is provided a sample letter. You can download and use it after making changes per your requirements and criteria. We are not only providing you tips, but also a sample resignation letter that you can use after certain edits. Here is a sample letter for your guidance:

Dear Sir/Madam {{Name}},

 

I would like to resign my position as {{job title}} with {{company name}} to leave {{date}}.

I would like to take this opportunity to say that making this decision has been difficult, as working at {{company name}} has been such a positive experience and one for which I am grateful. I have gained much here and have enjoyed working with you and my other colleagues in {{department/ section/ project}}.

However, I am excited about the new position I am undertaking and my decision is irrevocable as I am now legally bound by having signed a contract.

I am conscious of the need to provide support to the {{name of the department}} until my departure and I shall give my full commitment until then.

I wish {{department and company}} every success in the future and thank you for the opportunities I have been given during my time here.

Yours sincerely,

{{Signature}}

{{Formal Name}} {{Title}}

We hope this Email Resignation Letter template  is useful and meets your needs. If you like it, please give us a positive rating or share it with your colleagues or friends. Download this Email Resignation Letter and modify the blank fields or content according to your preferences and send it directly to your recipient(s). For more useful content, please visit our website.




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Reviews

Maegan Nolan - DEU

Thank you for the letter!!


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