You’ve just accepted a new job and are excited about the opportunity. Now, comes the not so fun part – quitting your current job. Many often dread telling their boss they’re leaving, whether it’s because they feel guilty for leaving, unsure of their reaction, or just prefer to avoid any unpleasant situation.
Having a plan and following some simple steps, including sending a resignation email, can help make your leaving as stress free as possible for both you and your employer. Check out this article, Nine Tips to Hand in Your 2 Week Notice Without Burning Bridges, that details the full step-by-step guide to handing in your notice.
First things first
Before you send an email, schedule an in-person meeting with your direct manager. Nobody likes delivering bad news, but its always best to do it in-person as it shows respect to your manager, leading to a more pleasant outcome. Sometimes, in-person is not always possible (i.e. works at a different branch, remote, etc.), so a phone call is the next best option.
Make sure to save any work, materials, contacts, or impact related reports/emails that you want to keep before this meeting…you just never know how a resignation meeting will go.
Keep the meeting simple and professional. Let your Service Manager know you appreciate your experience and time with the company, advise them you are handing in your two weeks notice (unless your contract or other circumstances requires something different), and state when your last day will be. You can also provide a letter of resignation at this time.
NOW, you send an email – within 24 hours of your resignation meeting (or phone call).
What’s the big deal about a resignation email?
The resignation email acts as proof you’ve provided notice of your intention to leave and a specific last date of employment to your employer. You never know how your employer will react or behave following your notice, and this email can be used to support and protect you legally should they try to withhold your pay or claim you “never told them.”
Essential elements to include in a resignation email
Send your resignation email to your direct boss and HR, if you want. How formally you address the person you’re sending the email will depend on the type of relationship and how close you are. Make sure your email contains the following elements:
- Subject Line: Keep it short and to the point. Include the word “Resignation” and your full name so the topic is clear and gets the attention you want
Subject Line Examples:
“Resignation Notice – John Doe”
“Resignation Letter – John Doe”
“Resignation – John Doe”
“John Doe – Resignation”
2. Purpose: Clearly state that the purpose of the email is to formally notify your employer of your decision to resign from your role.
3, Notice Period & Last Working Date: Provide a specific time frame and when your last working day will be. Unless otherwise stated in your contract or the situation is does not warrant/allow it, the generally accepted notice period is two weeks’.
For example, you can say, “I am writing to provide you with my two-week resignation notice and my last date of employment will be Friday, June 6, 2025
4. Reason for Leaving (Optional): It is your choice whether you want to share your reason for leaving and how much detail you want to include. This will depend on the situation or if you have a great relationship with your employer. Our advice, keep it short and simple.
5. Expression of Gratitude (Optional): If relevant, express appreciation for your time at the company. This could be acknowledging the skills and experience you’ve gained or recognizing any opportunities for career growth you received during your employment. While this is not required, it helps to soften the blow of your leaving and keeps you in a positive light.
6. Next Steps: You may want to include extra information or how you can help with a smooth transition for your departure, such as offering to assist with training your replacement or that you’d like to stay in touch for potential future opportunities in the company.
Tips for writing a clear and professional resignation email
Follow these guidelines to make sure your email includes all important details and follows the correct format:
Content: Avoid including irrelevant or overly personal information in your resignation email. Keep the message concise and professional, this email is likely to be kept in your HR records.
Tone: Maintain a formal and neutral tone throughout, especially if the email is directed to HR or someone you don’t have a close relationship with. It’s best to keep the message short and professional.
Questions: If you have any outstanding questions, such as details about compensation, benefits, or how to collect your final paycheck, include them in your message.
Contact Information: If you wish for the company to reach you through an alternative method, such as a phone number or different email address, provide that information in your message.
**Proofreading**: Before hitting the send button, review your email for any spelling or grammar issues and ensure it contains all relevant information. You may also want to have a friend or family member read it over to confirm that the tone and content are appropriate.
Sample resignation email templates
Check out these email templates associated with the reason for leaving to help when writing your own.
Personal reasons
Subject Line: NOTICE OF RESIGNATION – Jon Doe
Dear John,
As discussed in our meeting yesterday afternoon, I provided you with my two weeks’ notice and will be resigning from my position from ABC Cooling as an HVAC Technician. My last day will be Friday, November 3. I enjoyed my time at ABC and appreciated your mentorship while here; unfortunately, personal obligations require my attention now.
Let me know how I can help during this transition to make this as smooth as possible. Please advise when my benefits will finish.
I wish you and the team continued success.
Respectfully,
Jon Doe
No reason provided
Subject Line: RESIGNATION – Brian Wayne
Dear Mr. Smith,
As a follow up to our earlier conversation today, I have handed in my two weeks’ resignation notice and will be leaving JB Fire Protection. My last date of work as a Fire Alarm Service Technician will be Friday, April 1.
I enjoyed being part of your team and thank you for this opportunity. I will finish up as much as I can on the remaining projects and will provide a list of anything unresolved so you can re-assign them. Please advise the details of the return of the company service vehicle and the return of my tools.
I can be reached at this email or on my cell at (123) 456-7890.
Once again, thank you and I wish you all the best.
Sincerely,
Brian Wayne
Advanced notice
Subject Line: Erin Grey – NOTICE OF RESIGNATION
Dear HR Department,
My name is Erin Grey and am emailing you to advise of my planned 4 weeks’ resignation as a Senior Warranty Administrator with A1 Heating & Plumbing. My last day will be January 31. While I have immensely enjoyed my tenure here, I will be switching to an independent consultant role that will enable me to have more time with my family.
I’m providing this notice early to allow time for a smooth transition. I’m happy to remain in my role until the end of January to help train my replacement and support the handover process.
Once again, I enjoyed working with the Parts & Service Department and gained valuable experience. I wish you all the best in all future endeavours.
Regards,
Erin Grey
Relocation
Subject Line: Trevor McPhee – NOTICE OF RESIGNATION
Hi Adam,
Thank you for our conversation today, where we discussed my last day with Polar HVAC as March 15, which is in two weeks’. Unfortunately, I am relocating and will not be able to continue my employment.
Thank you for your guidance and the opportunity to work here. I will be happy to assist in training my replacement as needed.
I enjoyed my time here and have learned so much from you and my co-workers. Should an opportunity to work here again become available, I would certainly welcome that.
All the best to you and the team!
Thank you,
Trevor McPhee
If you need still need help or guidance, reach out to Rockstar Recruiting. Contact us at 1-833-937-3546 to explore what job opportunities we have available.
