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Resignation Email

Resignation Email

In recent years, it has become a common phenomenon to resign from an organization by sending a resignation email. This article will not only give you information about writing such an email, but will also guide you to draft a farewell email to your customers and colleagues.
Deepa Kartha
Usually, a resignation is given in a letter format, after which you serve the notice period as set per the company's rules. However, it is not always necessary to hand over a hard copy of your resignation letter to the human resource personnel. Instead, you can also opt for resignation letter via email. It is not only comparatively easier, but also time-saving. Though some people believe that it is unprofessional, a resignation letter via email is completely valid as well as acceptable. However, there are not many differences between the letter and email forms.

Informing Boss

It is always better to talk to your boss first, before sending a resignation letter directly through an email. See to it that the email includes a valid reason for leaving the organization. Mention your notice period in the email, as that will give your reporting authorities some time to arrange for a substitute. Remember, you may need a recommendation letter from your current organization, so don't write anything that might sound rude and bitter. Do not forget to offer your help in training the new person.

Formal Email to Boss
To: Boss
CC: HR
Subject: Resignation from the Post of Project Manager

Dear Sir/Madam,

As discussed with you today, I am resigning from the post of project manager at (Name of the organization). I will be serving a notice period of one month, up to December 31st, 2012.

Though the decision has not been an 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 the one month's notice which I have given is adequate for you to find a replacement for my position. If you need my assistance to train the new person, I will be delighted to help.

I thank you for lending me an opportunity to work in this organization, and I wish the company success and a very bright future.

Sincerely,
Nathaniel Stein

Informing Clients

You might have worked in a company for many years and may have 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 current employers may see this as a threat to their business. Hence, send them an email that expresses your gratitude. Before you send the email, however, talk to your boss regarding the way you are going to inform your clients about the news of your departure from the company.

Formal Email to Customers

To: Customer
CC: Boss
Subject: Resignation from (Company Name)

Dear Mr. Thompson,

This is to bring to your kind attention that I have resigned from my services at (Company Name). I would like to take this opportunity to thank you for your constant support. I had a challenging profile at (Company Name), and it has helped me to gain a sound experience in handling project management for various clients. As I was assigned to your account for the last 5 years, I would like to express my gratitude for your cooperation and encouragement, as it has always helped me to deliver better results.

I sincerely hope (Company Name) will continue to maintain a cordial and strong relationship with you. Since 31st December, 2012 is my last working day at (Company Name), your account will be hereby handled by my colleague, M. Charles. He can be reached at charlie@hisid.com. I request you to get in touch with him for anything regarding the project. He has a rich experience in financial project management and will be able to add value to your project.

Thank you once again for showing confidence in me, and being patient and considerate.

Thanks and Regards,
Nathaniel Stein
Project Manager

Inform Your Coworkers

Unlike the email to your employer, the email to your colleagues does not have to be very formal. Rather, it is a way of saying goodbye to them in a positive and casual way. You should mention the reason for leaving the job, however, do not brag about your new position and your salary in the new company. You should also not write anything negative about your present company or anyone associated with your job. Instead, talk about the good experiences you had with your colleagues while working together. Also, do not forget to mention your email address and telephone number in the end.

Informal Email to Colleagues
To: Colleagues
CC: Colleagues
Subject: Goodbye Friends!

Dear All,

This is to inform you that I have resigned from my position with immediate effect, as I am moving to another city. 31st December, 2012 will be my last working day at (Company Name).

I am grateful to you for making my tenure at (Company Name) completely interesting and enjoyable. It is because of you, that chasing deadlines never seemed to be a tedious task. I will not only cherish your support and motivation, but also the enthusiasm and energy that I obtained from all of you. I have mentioned my contact details below and am looking forward to be in touch with you all.

I am leaving this place with a lot of rich experience and strong bonds of friendship. I wish you all the best for your future endeavors. Thank you once again for making these six years at (Company Name) memorable ones.

Best Regards,
Nathaniel Stein
(Personal Number)
(Personal Email)

Email Ethics

Let us look at the things that have to be kept in mind while preparing a perfect email for intimating a resignation.

Drafting Structure: Before you begin to write the email, do not forget to mention its subject. Then, you have to acknowledge the person whom you are addressing the email to. This email should ideally consist of three to four small 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 or three lines.

Be Polite: 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, etc. There are others who love their work, but have to leave because of some 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. Instead, be polite and just mention a valid reason for leaving the job.

Constructive Criticism: As mentioned earlier, there should be no place for harsh words or unpleasantness. You may need the reference of your employer for your next job, and an altercation with your boss 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 reason in your email. You can surely offer constructive criticism. However, keep in mind that your tone as well as language should be strictly business-like.

Notice Period: 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 at least a notice period of two weeks. This is necessary because your 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.

Consider these etiquette carefully before writing and sending the email to have a lasting and favorable impression.