When it comes to resigning from your job, the first thing you need to do is to write a resignation letter. Now, the question is, should you send a hard copy or an email? The answer depends on various factors.
If you’re not sure which one to choose, don’t worry. In this article, we’ll explain the pros and cons of sending a resignation letter as a hard copy or an email. We’ll also provide you with some examples that you can edit to fit your situation.
Before we dive into the examples, let’s talk about the difference between a hard copy and an email.
A hard copy resignation letter is a printed document that you hand over to your employer or HR department. It’s more formal and shows that you took the time and effort to create a physical document. On the other hand, an email resignation letter is a digital message that you send to your employer or HR department. It’s less formal but more convenient.
The choice between a hard copy and an email resignation letter depends on your situation. If you have a good relationship with your employer and want to show your appreciation, a hard copy might be the better choice. However, if you need to resign quickly or have a remote job, an email is the more practical option.
Now that you understand the difference between the two, let’s take a look at some resignation letter examples that you can use as a reference.
Personal Reasons
Greeting:
Dear [Manager’s Name],
Letter body:
After much deliberation, I have decided to resign from my position as [Job Title] at [Company Name]. This decision was not an easy one, but I have come to the conclusion that it’s in my best interest to move on.
I want to thank you for the opportunity to work with such a great team and for the support you’ve given me during my time here. I have learned a lot and will always be grateful for the experience.
Complimentary close:
Sincerely,
[Your Name]
New Job Offer
Greeting:
Dear [Manager’s Name],
Letter body:
I regret to inform you that I have decided to resign from my position as [Job Title] at [Company Name]. I have received an offer from another company that I believe is a better fit for me.
I appreciate the opportunities and experiences that I have had while working here. The knowledge and skills that I have gained will be invaluable in my future endeavors.
Complimentary close:
Best regards,
[Your Name]
Relocation
Greeting:
Dear [Manager’s Name],
Letter body:
It is with a heavy heart that I submit my resignation from my role as [Job Title] at [Company Name]. Unfortunately, I will be relocating to another state to be closer to my family.
I want to express my gratitude for the wonderful experience I have had working with such a professional and dedicated team. I have learned a lot and will take the valuable experiences gained here with me as I move forward.
Complimentary close:
Thank you,
[Your Name]
Health Reasons
Greeting:
Dear [Manager’s Name],
Letter body:
It is with regret that I am resigning from my position as [Job Title] at [Company Name] due to health reasons. My doctor has advised me to take a leave of absence and focus on my health and recovery.
I am grateful for the opportunities and experiences that I have had while working here. I will always remember the lessons I’ve learned and the wonderful people I’ve met.
Complimentary close:
Warmest regards,
[Your Name]
Unhappy with Work Environment
Greeting:
Dear [Manager’s Name],
Letter body:
It is with regret that I submit my resignation from my role as [Job Title] at [Company Name]. I have decided to resign due to the work environment that I am currently in.
I would like to thank you for the opportunities and experiences that I have had while working here. It has been an honor to be a part of such a great team.
Complimentary close:
Best wishes,
[Your Name]
Retirement
Greeting:
Dear [Manager’s Name],
Letter body:
I am writing to inform you of my retirement from my position as [Job Title] at [Company Name]. After [number] years, I have decided that it is time for me to retire and move on to the next chapter of my life.
I want to express my deepest gratitude for the opportunities and experiences that I have had while working here. I will always be grateful for the wonderful colleagues and friends that I have made.
Complimentary close:
Thank you for everything,
[Your Name]
Tips
Before you write your resignation letter, here are some tips to keep in mind:
- Keep it brief and to the point
- Be professional and courteous
- Express your appreciation for the opportunities and experiences you had
- Clearly state the reason for your resignation
- Give at least two weeks’ notice
- Include your contact information in case your employer needs to reach you
Frequently Asked Questions
How do I address my resignation letter?
You should address your resignation letter to your manager or HR department.
Do I need to explain my reason for resigning?
No, you don’t have to explain your reason for resigning if you don’t want to. However, it’s courteous to provide a brief explanation.
Do I need to give notice?
It’s a good idea to give at least two weeks’ notice before resigning. This gives your employer time to find a replacement and make arrangements for your departure.
Should I send a hard copy or an email?
It depends on your situation. If you have a good relationship with your employer and want to show your appreciation, a hard copy might be the better choice. However, if you need to resign quickly or have a remote job, an email is the more practical option.
What should I include in my resignation letter?
Your resignation letter should include your name, job title, the date of your resignation, and the reason for your resignation. You should also express your appreciation for the opportunities and experiences you had while working at the company.
Should I offer to help with the transition?
If you have the time and resources, it’s courteous to offer to help with the transition. This shows that you are a team player and care about the success of the company.
Conclusion
Whether you choose to send a hard copy or an email, the most important thing is to be professional and courteous in your resignation letter. Express your appreciation for the opportunities you had while working at the company and clearly state the reason for your resignation. By following these tips, you can leave your job on good terms and maintain positive relationships with your colleagues and employer.