Are you in the process of resigning from your current job, and struggling to draft the perfect resignation mail format to HR? Look no further! We’ve got you covered. In this article, we’ll provide you with practical examples of resignation email formats that you can use as a basis for your own resignation mail. With our examples, you’ll be able to tailor the format to suit your unique situation and edit it as needed. So if you want to ensure that your resignation mail is professional, respectful, and concise, keep reading!
Best Structure for Resignation Mail Format to HR
If you have decided to resign from your current job and want to inform HR about your decision, you need to write a resignation email. A well-crafted resignation email will ensure that you leave the company on a good note. Here are a few tips to help you structure your resignation mail format to HR:
Start with a subject line that clearly states your intention. Your subject line should be short, precise and indicate that you are resigning. A sample subject can be ‘Resignation – Your Name’
Address your mail to your immediate supervisor and HR manager. Thank them for the opportunity they provided to work for the company. After that, mention the date you will leave the company. It’s crucial to offer sufficient notice as per your company policy so that the management can prepare for a replacement. The notice period will depend on your position, type of job, and years of experience. If you’re unsure of notice period, consult your human resource department.
In the next paragraph, offer your help to complete your pending task. Mention what you’ll do to facilitate a smooth transition before your last working day. You can also mention that you’re willing to train your replacement or any other member of the team.
Explain why you’re resigning in the following paragraph but do so diplomatically. You don’t need to give a detailed explanation, but mentioning your reason respectfully can help maintain the business relationship for the future. Mention positive aspects of your time, as opposed to the negatives, even if that’s why you’re quitting.
End your email with a statement expressing your gratitude for the experiences and opportunities that you had while working for the company. Add that you’re excited about your new path and wish the company prosperity.
Finally, sign off your mail with your regards, full name, and contact information.
By following this structure and keeping your language professional and polite, you can ensure that your resignation email to HR will be well-received.
In conclusion, structure is key when writing a resignation email. Follow the tips provided above, and you’ll be able to write an effective resignation email that allows you to leave the company on a good note.
Seven Sample Resignation Mail Formats for Various Reasons
Resignation Mail Due to Relocation
Dear HR,
I am writing to inform you of my resignation as [position] since I am relocating to another city. This has not been an easy decision for me to make, as I have enjoyed my position in this company and appreciate the guidance and support provided by my colleagues and management. Unfortunately, my spouse has been offered a job in [city], and we have decided to relocate for the sake of our family.
I want to express my gratitude for the opportunities given to me during my time here. I have learned a lot and gained valuable experience that will benefit me in the future. I will ensure that all of my tasks are completed before my last day of [date], and I am happy to assist in finding and training my replacement. Please let me know what else I can do to make my transition out of the company easier.
Thank you again for everything, and I wish the company continued success.
Best regards,
[Your name]
Resignation Mail Due to Personal Reasons
Dear HR,
It is with regret that I am resigning from my position as [position] due to personal reasons. This has been a difficult decision for me to make, but I must prioritize my health and well-being. I appreciate the understanding and support of my colleagues and management during this time.
I am committed to ensuring a smooth transition out of the company, and I will make every effort to complete all outstanding tasks before my last day of [date]. Please let me know if there is anything else I can do to make this process easier for everyone.
Thank you for the opportunities and experience I have gained while working at [company], and I wish the company continued success in the future.
Best regards,
[Your name]
Resignation Mail Due to Better Opportunity Elsewhere
Dear HR,
I am writing to inform you of my resignation as [position] since I have accepted a better opportunity elsewhere. While I have enjoyed my time at [company] and appreciate everything I have learned during my tenure here, I believe this new position will offer me the chance to grow and advance my career.
I want to express my sincere gratitude to my colleagues and management for their guidance and support, and I am committed to ensuring a smooth transition out of the company. I will complete all outstanding tasks before my last day of [date] and am happy to assist in finding and training my replacement if needed.
Thank you for the opportunities provided to me, and please let me know what else I can do to make my resignation process easier.
Best regards,
[Your name]
Resignation Mail Due to Personal Mistreatment
Dear HR,
It is with deep regret that I am resigning from my position as [position] due to personal mistreatment from [colleague/manager]. I have experienced [list specific examples of mistreatment] and have not received adequate support in addressing these issues. Unfortunately, I cannot continue to work within a hostile work environment.
I will ensure that all outstanding tasks are completed before my last day of [date], and I apologize for any inconvenience this may cause. I am willing to participate in an exit interview or provide further information if needed to ensure that these issues are addressed in the future.
Thank you for the opportunities provided to me during my time at [company], and I wish the company continued success.
Best regards,
[Your name]
Resignation Mail Due to Personal Health Issues
Dear HR,
I am resigning from my position as [position] due to personal health issues that require my full attention and care. Unfortunately, I cannot continue to work effectively while dealing with my health issues, and I must focus on recovering and regaining my health.
I sincerely appreciate the support and understanding of my colleagues and management. I will ensure a smooth transition out of the company and complete all outstanding tasks before my last day of [date]. I am willing to assist in finding and training my replacement if needed.
Thank you for the opportunities and experiences gained while working at [company], and I wish the company success in the future.
Best regards,
[Your name]
Resignation Mail Due to Further Studies
Dear HR,
I am writing to inform you of my resignation as [position] since I have decided to pursue further studies. This has been a difficult decision for me to make, as I have enjoyed my position at [company] and appreciate the guidance and support provided by my colleagues and management. However, I believe that pursuing this opportunity will further my education and allow me to excel in my future endeavors.
I will ensure that all outstanding tasks are completed before my last day of [date], and I am willing to provide assistance in finding and training my replacement if needed. I want to express my sincere gratitude to everyone at [company] for the opportunities and experiences gained while working here.
Thank you for your understanding and support, and I wish the company success in the future.
Best regards,
[Your name]
Resignation Mail Due to Retirement
Dear HR,
I am writing to inform you of my resignation as [position] since I have decided to retire. After many years of dedicated service at [company], I believe it is time for me to enjoy my retirement and spend more time with my loved ones.
I want to express my sincere gratitude to everyone at [company] for the support and guidance provided during my tenure. I will ensure that all outstanding tasks are completed before my last day of [date], and I am willing to assist in finding and training my replacement if needed.
Thank you for the opportunities and experiences gained while working at [company], and I wish the company success in the future.
Best regards,
[Your name]
Tips for Resignation Mail Format To HR
Resigning from a job is a crucial decision, and it demands a formal resignation mail to HR. Whether you are following the standard procedure, or it’s an immediate resignation due to personal reasons, a well-written resignation email can leave a positive impression. Here are some tips for writing a resignation mail format to HR that would be professional and will clearly convey your intentions.
First, keep your resignation email concise and to the point. You don’t need to include a lot of background information or details that are irrelevant. Instead, focus on explaining your intention to resign and the date you would like your resignation to take effect. If you want to go into more detail about why you are leaving, only brief explanations are enough.
Second, show your gratitude by thanking your employer and the HR department for the opportunities they gave you. Express your appreciation for what you have learned and how it has helped you grow professionally. You can also mention how your current role helped you achieve your goals and improve your skills.
Third, make sure to provide the HR department with a proper notice period. It is courteous to let the employer know well in advance so they can prepare for your departure. The standard notice period is usually two weeks, but it might vary depending on your contract. It’s best to double-check your employment agreement to ensure compliance with the correct procedure.
Fourth, keep the tone of your resignation email professional and respectful. Avoid negative comments or complaints about the company, your teammates or employer. Your resignation email should demonstrate your professionalism and appreciation for the opportunity that you had while working with them. By staying positive and respectful, you can maintain a good relationship with your employer and colleagues.
Finally, don’t forget to keep a copy of your resignation email, and keep track of your emails in case there is any confusion or misunderstandings regarding your last working day. Having an official record of your resignation is essential to guarantee that your next steps are appropriately taken with your previous company.
In conclusion, resignation email format procedures can appear hard, but with these tips, it becomes more comfortable for you to follow. Writing a resignation email to HR with a positive and professional tone is essential. It will initiate a healthy and positive interaction with the employer even after leaving it.
Resignation Mail Format To HR FAQs
What should be the subject line of the resignation email?
The subject line should be something like “Resignation – [Your Name]” or “Notice of Resignation”.
What should be the tone of the email?
The tone should be professional and respectful. Avoid being emotional or negative.
What should be included in the body of the email?
The body should include a brief statement of resignation, your last day of work, and a thank you note to your employer and colleagues.
Should I mention my reason for resigning in the email?
It’s not necessary to mention the reason for resigning, but if you wish to, keep it brief and positive. Avoid negative or critical comments.
Should I include my contact details in the email?
Yes, it’s a good idea to include your email and phone number so that your employer can reach out to you if needed.
Is it necessary to give a notice period?
It’s recommended to give a notice period as per your employment contract or company policy. The standard notice period is usually two weeks to a month.
What if I want to retract my resignation?
If you change your mind and want to retract your resignation, notify your employer as soon as possible and express your desire to stay. You can either call or send an email to your HR manager to confirm.
Saying Goodbye in Style!
We hope this article on resignation mail format to HR was helpful for you. When you’re bidding adieu to your team or company, it’s important to do it gracefully and professionally. Remember to keep your tone positive and remember the good times you shared with your colleagues. We wish you all the best in your future endeavors. Thanks for reading and do come back soon!