Hey there, future quitters! If you’re reading this, you might be grappling with a difficult decision about how to resign from your job. But don’t worry, you’re not alone. Whether you’re moving on to bigger and better things, or you’re simply ready for a change, resigning from a job is never easy. But that’s why I’m here—to help make the process as painless as possible by breaking down the pros and cons of choosing between a resignation letter hard copy or email.
One thing you can do to make the process even easier is to find examples of resignation letters to get an idea of what to say or how to format your own. A quick internet search for “resignation letter examples” will provide hundreds of results to choose from, and you can tweak them as needed.
So, what’s the best route to take? Should you opt for the traditional hard copy resignation letter, or go for the quicker, more efficient resignation email? Well, it all depends on your personal preference and the culture of your workplace.
In this article, I’ll be exploring the ins and outs of both options and giving you some insight into which one might be the best choice for you. By the end, you’ll have a clearer understanding of the pros and cons of each approach and be well on your way to a smooth, stress-free resignation process. So, let’s dive in!
The Best Structure for Resignation Letter: Hard Copy or Email
If you have decided to leave your job, writing a resignation letter is the professional way to formally communicate your decision to your employer. The question is, should you write a hard copy or email? Both options have their pros and cons, but the structure of your resignation letter remains the same. Here’s how to write an effective and professional resignation letter, whether you choose a hard copy or email format.
First, start with a clear and concise subject line if you’re writing an email. For example, “Resignation – [Your Name]”. If you’re writing a hard copy, include your name and the word “Resignation” at the top of the letter. Next, in the opening paragraph, address your manager or supervisor by name and state that you are resigning from your position at the company. You can also express your gratitude for the opportunity to work with the company.
In the second paragraph, specify your last day of work, giving your employer ample time to plan accordingly. It’s important to be clear about your end date and give proper notice, as it will affect the transition process for the company. If you’re resigning due to a specific reason, you can briefly explain it here. However, make sure to keep it professional and avoid being negative or critical.
In the third paragraph, express your willingness to help with the transition process and provide your contact information. If you’re writing an email, ensure that your signature includes your contact information, so your employer can easily reach you. Finally, thank them again for the opportunity and support while working with the company.
Overall, regardless of the format you choose, the structure of a resignation letter should be concise, polite, and professional. Avoid being emotional or negative, and always remember that this letter will be a part of your professional record. Good luck with your next endeavor!
Resignation Letter Samples
Resignation Letter for Better Professional Opportunities
Dear [Manager’s Name],
It is with a heavy heart that I tender my resignation from my position as [Job Title] at [Company Name]. After much consideration, I have decided to accept another job offer that will allow me to pursue my career goals and growth. I am grateful for the valuable experiences and opportunities that I have had while working at [Company Name], but I feel that it is time for me to move on to a new challenge.
Please know that I am committed to providing all necessary documentation and transitioning my duties to ensure a smooth and seamless process for my departure. I will do everything possible to assist my colleagues and ensure that the transition is as seamless as possible.
Thank you for the support, guidance and encouragement you have given me during my time with the organization. I will miss working with everyone and will cherish the fond memories.
Sincerely,
[Your Name]
Resignation Letter for Personal Reasons
Dear [Manager’s Name],
It is with a heavy heart that I tender my resignation from my position as [Job Title] at [Company Name]. After much consideration, I have decided to resign from my position due to personal reasons beyond my control. The decision to leave was not an easy one, but I believe it is in my best interest to do so.
I will make every effort to ensure a seamless transfer of my work and responsibilities during my remaining weeks here. I will provide documentation and complete projects before my departure. I want to assure you that I have been grateful for the professional and personal growth opportunities that I received during my tenure here.
I wish all those I had worked with the best success in the future, and I thank you for your support and consideration during this period.
Respectfully,
[Your Name]
Resignation Letter due to Relocation to Another Area
Dear [Manager’s Name],
Please consider this letter as formal notification of my resignation from my position as [Job Title] at [Company Name]. The recent changes in my personal circumstances have made it necessary for my family and me to relocate to another area. Therefore, I must resign from my position, effective [Date].
Thank you for the opportunities you have given me in developing my career. I appreciated all of the learning and growth opportunities, as well as the valuable experience of working with the team at [Company Name]. I will do my best to ensure my transition is as smooth and seamless as possible, and I will assist in training and transitioning my replacement.
I would like to express my appreciation for your support during my tenure with the company. I have enjoyed working with you and the team, and I leave with fond memories of my time here.
Sincerely,
[Your Name]
Resignation Letter due to Health Reasons
Dear [Manager’s Name],
It is with regret that I need to tender my resignation as [Job Title] at [Company Name]. Due to my health issues and its growing demands, I will no longer be able to continue in my current role. I have appreciated the opportunity to be part of this team and have enjoyed the positive working relationships that I have had with you and my colleagues.
It has been an honor to work alongside such amazing co-workers, and I will always cherish the time I spent with the team. Please know that I will do everything possible to assist and mentor my replacement to ensure a smooth transition. I will also ensure that all of my work and projects are completed and documented prior to my departure.
Thank you for your guidance and support over the years. I will miss the team and hope to stay in touch with everyone in the future.
Warm Regards,
[Your Name]
Resignation Letter due to Lack of Advancement Opportunities
Dear [Manager’s Name],
I am writing to formally submit my resignation from my position as [Job Title] at [Company Name]. During the years, I have enjoyed working with the team and have been grateful for all of the opportunities I have had. However, I am resigning due to a lack of advancement opportunities in the company. Although my time here was valuable, I think it is in my best interest to seek new employment to advance my career growth.
I will do everything in my capacity to ensure that this transition is smooth and effective. I will work with my colleagues to ensure all of my work is up-to-date, and I will be available to answer questions and assist in any way possible. I hope my departure will not impact the productivity or the morale of the team.
I appreciate all of the support and kindness I have received throughout my career. Please feel free to contact me for any clarification or help in my remaining days here. I wish the company and my colleagues continued success in the future.
Respectfully,
[Your Name]
Resignation Letter due to Better Work-Life Balance
Dear [Manager’s Name],
Please accept this letter as my formal notification of my resignation from my position as [Job Title] at [Company Name]. After much consideration, I have decided to resign because I would like to prioritize my work-life balance.
Although I have enjoyed working here with such incredible individuals and learned so much over the years, the demands of the job have become too much, and I feel that it is time to move on. I thank you for the incredible opportunities and experiences during my tenure here and I hope my decision is understandable.
During my remaining days, I will ensure that my transition is smooth and seamless. I will document my ongoing work and provide all necessary information to carry on with it.
I appreciate all of the support you have given me over the years. The experience has been invaluable to me in my personal and professional growth. I wish you the best of luck in your future endeavors and hope that we will keep in touch.
Thank you again for the opportunity.
Sincerely,
[Your Name]
Resignation Letter for End of Contract
Dear [Manager’s Name],
I am writing to inform you of my decision to not renew my contract as [Job Title] at [Company Name]. The contract end date is [Date], and I would like to take this opportunity to thank you for allowing me to work with such an exceptional team over the years. It has been a memorable journey, and I have enjoyed every bit of it.
Thank you for providing me with all of the necessary resources and opportunities that have enabled me to explore and hone my skills in [industry/department]. I am grateful for the contributions I have been able to make during my time here and to work alongside colleagues as diligent and professional as you are.
I will work hard to ensure that all of my ongoing projects and workload are completed before my departure. And, I will make myself available to train and mentor my replacement to ensure a smooth transition. Please let me know if there is anything else I can do to assist with the transition.
Thank you for your understanding.
Best Regards,
[Your Name]
Tips for Writing a Resignation Letter: Hard Copy or Email
Resigning from a job can be a daunting task, regardless of the reason behind your decision. Whether you plan to hand in a hard copy of your resignation letter or send an email, it is essential to approach the matter with professionalism and tact. Here are some tips to help you craft a resignation letter that will leave a positive impression:
- Be clear and concise. Keeping your letter brief and to the point is crucial. Make sure you clearly state your intention to resign and include your last day of work.
- Express gratitude. If you had a positive experience working at the company, take a moment to express gratitude for the opportunity and to thank your colleagues and superiors for their support.
- Be honest but tactful. If you are leaving because of a negative experience, it can be tempting to vent your frustrations in your resignation letter. However, it is essential to remain professional and diplomatic. Avoid pointing fingers or casting blame.
- Offer to help with the transition. Whether you plan to work until your last day or have some time off, offering to help with the transition can leave a positive impression.
- Proofread your letter. Before you submit your letter, make sure you proofread it carefully. Check for spelling and grammar mistakes and ensure that your tone is appropriate.
If you plan to send your resignation letter via email, it is essential to follow the same guidelines as for a hard copy letter. However, there are some additional tips to keep in mind:
- Use a clear subject line. Your email subject line should clearly state your intention to resign, so it is not overlooked or missed in your recipient’s inbox.
- Address the recipient appropriately. If you are unsure how to address your superior, use their formal title such as “Dear Mr./Ms./Dr.”
- Attach a copy of your letter. Include a copy of your resignation letter as an attached document, so there is no confusion about your intent to resign.
- Send during business hours. It is best to send your resignation email during business hours, so your recipient has ample time to review and respond.
- Don’t forget to say goodbye. Ending your email with a warm farewell message is a nice touch and can leave a lasting positive impression.
By following these tips, you can create a professional and respectful resignation letter that will help ensure a smooth transition and leave a positive impression on your colleagues and bosses.
Resignation Letter – Hard Copy Or Email FAQs
What is the difference between a hard copy resignation letter and an email resignation letter?
A hard copy resignation letter is a physical document that is printed and signed by the employee, whereas an email resignation letter is a message sent through email communicating the resignation.
Which one is the better option – to submit a hard copy or email resignation letter?
It ultimately depends on the company’s policies and the employee’s preferences. Some companies may require hard copies while others accept emails. If unsure, it is best to verify the company’s policy first.
What should I include in my resignation letter?
A resignation letter should include important details such as the date of resignation, reason for leaving, a statement of gratitude for the opportunity given, and the employee’s signature.
Can I submit a handwritten resignation letter?
Yes, it is possible to submit a handwritten resignation letter especially if a hard copy is required. However, it is important to ensure that it is legible and professional-looking.
Do I need to give a notice period when submitting a resignation letter?
Unless there is a contract that specifies a notice period, it is generally considered a professional courtesy to give a notice period of at least two weeks.
When should I submit my resignation letter?
It is recommended to submit a resignation letter as soon as possible especially if a notice period has to be given. Ideally, it should be submitted at least two weeks before the last day of work.
Can I email my resignation letter and follow it up with a hard copy?
Yes, it is possible to do so if the company accepts both forms of resignation letter submission. However, it is important to clarify with the company first to avoid confusion.
How should I write my resignation letter in an email?
An email resignation letter should also include essential details such as the date of resignation, reason for leaving, and a statement of gratitude. It should be professional and formatted like a standard business letter.
Wrapping It Up
So, whether you decide to send a resignation letter in hard copy or email, make sure to keep it professional and cordial. Remember, this is not the time for any negativity or harsh words. If you do it right, you may even be able to use these connections for references in the future. Thanks for reading this article, and I hope it was insightful for you. Make sure to visit again later for more everyday life tips!