How To Write A Resignation Mail

So you have had it and you just don’t want to do the job anymore. To make it official, you have to write an e-mail or letter.

The first and the foremost thing that you should do is explain your reasons. The reasons are the first thing and are not the most important. They may be the most important thing to you but you have to think ahead and you have to be cool while writing this email. Don’t write in anger. Most people leave jobs because of other people. So whatever your grievance is, tell them in a polite manner.

There could be a lot of reasons contributing to a resignation. If you are leaving the job for another opportunity that you just can’t refuse, then you should write about it in the letter. The employer cannot stop you from doing so. But most people leave jobs because of other people, if your reason is similar, the right thing to do would be to tell them the problem in a polite way. This way, you won’t leave the company with a scent of violence and who knows; maybe you cross paths with them again and during that time, the situation could be awkward if you leave a scent of violence in the first place.

When handing in a resignation letter, 89% of recruiters recommend you deliver your news in a face to face meeting with your manager. That could be nerve wracking but don’t let it get in the way of your excitement to start a new job. Here are a few tips on how to write a resignation mail:

1. THE CONTENT: Address your letter to your manager and clearly state your decision to leave including your rationale for moving on. Remember your resignation letter is not a bargaining tool for a promotion or a pay raise, it’s a formal record of your decision to terminate your contract of employment, so treat it seriously. You can start your resignation email or letter by writing something like this – “Please accept this letter of resignation for my position as XYZ. My last day with the company XYZ will be DD/MM/YYYY>”
2. KEEP IT SHORT, SIMPLE AND POLITE: It is nice to dedicate a sentence or two to what you have enjoyed about the role. Thank the company for your time there and sign off by wishing them the best for the future. Keep the letter to the point while outlining your reasons for moving on.
3. SET A LEAVING DATE: Check your contract for the notice period you are required to give your employer. Typically, this ranges from 1 week to 1 month but in some cases, it will be longer. Try to negotiate a leaving date that accommodates your employer’s needs as well as yours.
4. PRACTICE DELIVERING THE NEWS: Rehearsing what you are going to say will help you remember the facts and feel confident about it and you can prepare for different reactions from your manager.
5. ARRANGE THE MEETING: Pick a sensible time and place to discuss your resignation with your manager and make sure you take your letter or draft of the mail with you. It’s polite to let your manager be the first to know and they may have guidance for you on appropriate ways to tell your colleagues.
6. TELL THEM WHAT YOU ARE MOVING ON TO : Your manager may search for the reason behind your leaving the company in the mail. Recruiters recommend you focus on what you are moving on to in the resignation mail as opposed to what you are leaving behind. Tell them whether your new job is better paid or the location is more convenient. Try not to include personal remarks about your current organization in the resignation mail. As mentioned above, your resignation letter/mail is not a tool to negotiate for a pay raise or promotion and it is very likely that you may be asked to reconsider your decision if a pay raise or promotion was given. Ask yourself whether this really changes how you feel about your company or your current role in the organization.
7. GOOD KARMA: A well written resignation letter shows that you are of good character and keeps your reputation intact. It will also hold you in good standing with your employer in case you need to use them as a reference later on.
8. EXPRESS YOUR GRATITUDE: Write a brief thank you note that lets your employer know that you are grateful for the career opportunities and the growth that you had while working at the company. This will be much appreciated by your employer and increases the chances that your employer will give you a good reference or a good recommendation later on. You can express gratitude by saying – “Thank you to allow and assist me in growing professionally in my job role and I admire the guidance and knowledge I obtained while working with all the employees and the management here.”

BONUS TIP: Remain professional for your final weeks of work and try to avoid speaking or writing negatively about the organization or your manager to your colleagues, after all, you might work with all these people again. Finally, work hard until you leave as this will help ensure your manager’s lasting impression of you is a good one.