Are you gearing up to quit your job? If so, then you’re likely aware of the importance of writing a professional resignation email with notice period. A resignation email with notice period is a document that communicates to your employer that you’re resigning, while also providing them with enough time to find a replacement.
Crafting a resignation email can be nerve-wracking, especially if you’ve never done it before. However, there’s no need to stress because there are plenty of examples available online that you can use as a starting point. Whether you’re looking for a formal or informal tone, you’re sure to find a template that suits your needs.
Not sure where to start? Simply search “resignation email with notice period examples” and you’ll find plenty of options to choose from. Once you’ve found a template that you like, you can tweak it to fit your specific situation.
Remember, your resignation email with notice period is the final interaction you’ll have with your employer. As such, it’s worth taking the time to get it right. With the help of online examples and a bit of creativity, you can craft a resignation email that leaves a positive impression on your former employer.
The Best Structure for Resignation Email with Notice Period
Resigning from a job is a big decision, and it’s essential to do so professionally and courteously. You should also give your employer ample notice, which typically depends on the terms of your contract or the organization’s policy. Writing a resignation email is one of the best ways to inform your boss or human resource department, but it can be tricky to nail down the right structure. Here’s an in-depth explanation of the best structure for resignation email with notice period.
1. Start with a Polite Greeting: It’s essential to maintain a congenial tone throughout the email, so start with a polite greeting. Address your boss or HR head and thank them for the opportunity to work with the company. Then, mention the reason for your email upfront, which is to resign from your position. Keep this section concise so that the recipient doesn’t have to read through unnecessary details before getting to the point.
2. Specify Notice Period: Once you’ve mentioned your intention to resign, it’s crucial to specify your notice period. Many companies require a certain amount of notice before an employee can leave, so make sure you’re familiar with your organization’s policy. Typically, a two-week notice period is standard. However, note that some roles or seniority levels may require longer. Be clear about when your last day is, so the organization can plan accordingly.
3. Show Your Gratitude: In the following paragraphs, show your gratitude for the company, especially if you’ve been with them for a long time. Thank your colleagues and team members, and mention the growth opportunities you’ve had during your tenure. If you’ve had a negative experience, this isn’t the place to express it. Keep it positive and focus on the good.
4. Brief Explanation: If you’re comfortable, explain briefly why you’re resigning. Keep it positive and professional. Mention that you’ve received an opportunity that you’re excited to explore, or that you’re moving closer to family, so you need to relocate. Avoid being negative or critical about the company or its employees.
5. Offer to Help: Finally, offer to assist the organization with the transition. Mention that you’re happy to help train your replacement, or you’re ready to complete assignments before your departure. Assure them that you’ll do your best to ensure a smooth and seamless transition for the team.
In conclusion, writing a resignation email can seem daunting, but with the right structure, you can draft a logistically sound and courteous message. State your intention to resign, specify your notice period, show appreciation, give a brief explanation, and offer to help make the transition as smooth as possible. Remember, your resignation letter will go on your employment file, so it’s essential to maintain a positive and professional tone throughout the email.
Seven Samples of Resignation Email With Notice Period for Different Reason
Sample Resignation Email – Career Growth
Dear [Manager’s Name],
I am writing this email to inform you that I have decided to resign from my position at [Company Name], effective [Notice Period]. The reason for my resignation is to pursue new opportunities that will facilitate personal and professional growth, which I believe is necessary at this stage of my career.
I have valued my time at [Company Name] and appreciated the support of my team members and colleagues. Working with all of you has been an enjoyable and rewarding experience. I am confident that the foundation laid here will serve me well and my career in the future.
During my notice period, I will ensure a smooth transition by completing all my pending projects and training the new hire. I hope to maintain a positive relationship with everyone at [Company Name]. Please let me know if there is anything I can do to make the transition easier.
Thank you for understanding the reasons behind my resignation and your support throughout my time as an employee here.
Best regards,
[Your Name]
Sample Resignation Email – Personal Reasons
Dear [Manager’s Name],
With regret, I am writing this email to inform you that I will be resigning from my position as [Position] at [Company Name], effective [Notice Period]. This decision has been carefully considered, and it is due to unavoidable personal circumstances that require my immediate attention.
I have enjoyed my time at [Company Name], and I am grateful for the opportunity to work with such an amazing team. I experienced professional growth, which I appreciate and will always be part of my work history.
In the meantime, I will ensure a seamless transition by completing my pending responsibilities and handing over all my duties to my colleague. I will continue to support my team members throughout my notice period and beyond if necessary.
I would like to thank you for your understanding and the support you have provided during my time at [Company Name].
Best regards,
[Your Name]
Sample Resignation Email – Relocation
Dear [Manager’s Name],
I am writing to inform you that I intend to resign from my position as [Position] at [Company Name], effective [Notice Period]. This decision is due to my upcoming relocation to [New State/City] to pursue new personal opportunities.
I have valued my time at [Company Name] and appreciated the support of my team members and colleagues. This decision was not easy for me, but I strongly believe that this move is the best for me and my family.
During my notice period, I will ensure a seamless handover of all my roles and responsibilities so that the team can continue to operate smoothly. I will also be available to answer any inquiries from my team members or managers as needed.
Thank you for your understanding and support during my time at [Company Name]. I look forward to maintaining a positive relationship with everyone here.
Best regards,
[Your Name]
Sample Resignation Email – Health Reasons
Dear [Manager’s Name],
It is with deep regret that I am writing this email to inform you that I will be resigning from my position as [Position] at [Company Name], effective [Notice Period]. I have recently received a medical diagnosis that requires me to prioritize my health and well-being over employment commitments.
I have enjoyed working at [Company Name] and have appreciated the opportunities for personal and professional growth. I will continue to fulfill my duties as usual and provide assistance and support to ensure a smooth transition during my notice period. I will also work with my team to identify any essential duties that must be handled after my departure.
I will always appreciate the memorable experiences I have had with both team members and senior staff. They have contributed to my development both professionally and personally.
Please let me know if there is anything I can do to make the transition more comfortable. Thank you for your understanding and for allowing me to be part of such an amazing team while at [Company Name].
Best regards,
[Your Name]
Sample Resignation Email – Retirement
Dear [Manager’s Name],
I am writing to inform you that I intend to retire from my position as [Position] at [Company Name], effective [Notice Period]. I have enjoyed a great journey at the company, from working with passionate and supportive staff to making a significant impact on various business projects.
My retirement has nothing to do with dissatisfaction with my role or the organization, but more to do with the need to take a break and enjoy the fruits of my labor. On the whole, my work experience has been enjoyable, and I am grateful for the opportunity to have worked at [Company Name].
During my notice period, I will work with my team to ensure a smooth handover of all my roles and responsibilities. I will also document key tasks and processes to make it easier for the team member who will replace me.
Thank you for understanding my decision to retire. I will miss the team and [Company name], but I will always have fond memories of my time here.
Best regards,
[Your Name]
Sample Resignation Email – Better Opportunity
Dear [Manager’s Name],
With regret, I inform you that I will be resigning from my current position as [Position] at [Company Name], effective [Notice Period]. This decision has not been an easy one, but I have recently received a job offer from another company that offers a new and exciting opportunity that I cannot pass up.
My experience at [Company Name] has been exceptional. I am grateful for the opportunity to have worked with some of the best minds in my field and the support of my managers, who have contributed significantly to my professional growth.
During my notice period, I will ensure a smooth handover of all projects and responsibilities. I will work tirelessly during this time to ensure that my departure does not significantly affect the smooth running of the company.
Thank you for your support during my time at [Company Name]. I appreciate the real-life business experience I have gained working in this team and hope to maintain the positive relationships I have made during my time here.
Best regards,
[Your Name]
Sample Resignation Email – Career Change
Dear [Manager’s Name],
It is with great sadness that I tender my resignation from [Position] at [Company Name]. My last day of work will be [Notice Period]. Over the past few months, I have reevaluated my life and professional goals, and I have concluded that I would like to explore a different career path.
I have enjoyed working with the team at [Company Name] and cherished the professional growth that I have accomplished here. My tenure has been very rewarding, and I am appreciative of the support that you have given me as a manager.
I will support my team members during the transition process by ensuring a smooth handover of all my roles and responsibilities. I will work closely with you to close any outstanding queries or questions that will guarantee a smooth handover process.
Thank you for the opportunity to work at [Company Name]. I will always consider this experience valuable in shaping my professional growth. I will cherish my memories and always look back at [Company Name] as one of the most esteemed and reputable companies in the industry.
Best regards,
[Your Name]
Tips for Writing a Resignation Email with Notice Period
Resigning from a job can be difficult, but it’s important to do it professionally and gracefully. If you want to leave your job with a good impression, give notice of your resignation through an email. Here are some tips for writing a resignation email with notice period:
- Mention the reason for resigning: It’s important to mention the reason why you’re resigning from the job. You could mention that you have landed a new job, that you’re starting a business, or that you want to explore other opportunities. Be honest but keep it professional.
- Keep the email brief and to the point: A resignation email should be short and to the point. Keep it professional, and avoid talking too much.
- Give ample notice period: It is always better to give at least two weeks’ notice or even a month, so that your employer has enough time to find a replacement for you. Giving fair notice of resignation increases the likelihood of employers giving you positive recommendations in your future career.
- Be positive and grateful: Express your gratitude towards your employer for the opportunities given to you while working in the company. Mention the experiences you have gained and how it has helped you grow and make you a better professional. Being positive and grateful will leave a good impression and is an essential quality amongst professionals.
- Provide assistance during the transition period: Offer your assistance to make the transition period smoothly for your employer. It could be training or passing on responsibilities to help your employer deal with the transition process. Maintaining good conduct help establish new professional relationships in the future.
- Proofread before sending: Ensure that you proofread your email before sending. Lookout for the grammar mistakes and inaccuracies as it can create an impression of poor attention to detail.
- Follow up with a conversation: Consider it good practice to tell your manager face-to-face when you can discuss your resignation in person. Send an email but aim to build your conversation around your resignation. This is a good opportunity to ask questions, clarify doubts, resolve issues, and get feedback constructively.
An email resignation may seem like an awkward conversation, but with appropriate communication and professionalism, it can be managed with respect, kindness, and a positive outlook. It can build reputations among the professional circle and would provide good rapport and create connections in the future.
Resignation Email With Notice Period FAQs
What is a resignation email with notice period?
A resignation email with notice period is an email sent by an employee informing their employer that they would like to resign from their position, and providing a notice period before the resignation takes effect.
What should I include in my resignation email with notice period?
You should include your name, position, date of resignation, notice period, reasons for resigning, and a message of appreciation for the opportunity to work for the company.
How much notice do I need to give when resigning?
The notice period required when resigning depends on the terms of your employment contract or the company’s policy. It typically ranges from two weeks to three months.
What happens during the notice period?
During the notice period, you are expected to continue working and fulfilling your duties as usual. You may also be required to assist in the transition process for your replacement.
How should I deliver my resignation email with notice period?
You should deliver your resignation email personally to your manager or HR representative. You can also copy other relevant parties such as your team or colleagues.
Can I negotiate my notice period?
You can negotiate your notice period with your employer, but it ultimately depends on their willingness to accommodate your request. Be prepared to present valid reasons for your request.
What are the potential consequences of not providing notice when resigning?
Not providing notice when resigning can result in a negative impact on your professional reputation and potentially hurt your chances of receiving a positive reference in the future. It can also result in legal action against you by your employer.
When should I send my resignation email with notice period?
You should send your resignation email with notice period as soon as possible after finalizing your decision to resign. It should be sent with enough time for your employer to prepare for the transition.
Wrapping Up
And with that, we’ve come to the end of our discussion about composing the perfect resignation email with notice period. We hope these tips and examples have helped you draft a professional and polite resignation email that won’t burn any bridges on your way out the door. Remember to be gracious, respectful, and appreciative of the experience you’ve had with your current employer. Thanks so much for reading, and we hope to see you again soon for more career advice and insights!