How to Write a Quitting Email

We've all been there. Deciding to leave a job is a tough choice. But once you've made up your mind, it's time to let your employer know. Writing a quitting email might seem daunting, but it doesn't have to be. In this guide, I'll walk you through crafting a graceful resignation email that leaves a positive impression. From choosing the right words to structuring your message, I've got you covered.

Choosing the Right Time and Tone

Timing is everything, especially when it comes to quitting your job. You don't want to send your resignation email on a whim or in the heat of the moment. Take a moment to think about your decision and ensure it's the right one. Once you're sure, choose a time when your boss is likely to be available to read it. Typically at the start or end of the workday.

As for tone, aim to be professional yet personable. Your quitting email should reflect your respect for your employer and your gratitude for the opportunities you've had. Even if you're leaving under challenging circumstances, it's wise to keep your message positive and forward-looking. Remember, you never know when you might cross paths with your colleagues again, so it's best to leave on good terms.

Sample Tone Setting

Subject: Resignation – [Your Name]

Dear [Manager's Name],

I hope this message finds you well. I'm writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day].

This opening sets a respectful and formal tone, which is crucial for professional communication.

Crafting a Clear Subject Line

Your subject line is the first thing your manager will see, so make it clear and to the point. A simple and direct subject line lets your employer know the purpose of your email right away, without any ambiguity. You can use something straightforward like "Resignation – [Your Name]" or "Notice of Resignation." Avoid using vague or overly creative subject lines that could confuse the recipient.

Subject Line Examples

• "Resignation Notice ‚Äì [Your Name]"
• "Formal Resignation ‚Äì [Your Name]"
• "Notice of Resignation ‚Äì [Your Name]"

Keep it simple and professional, ensuring your email gets the attention it needs.

Starting with a Polite Greeting

While it might be tempting to jump straight to the point, starting with a polite greeting is the first step in setting a positive tone. Begin with "Dear" followed by your manager's name. If you have a close relationship, you might use their first name. If the relationship is more formal, stick to "Mr./Ms./Dr." followed by their last name.

By addressing your manager politely, you show respect and maintain professionalism throughout your email. It also sets the stage for the rest of your message, ensuring it is received in the best possible light.

Example Greetings

• "Dear Mr. Smith,"
• "Hi Sarah,"
• "Hello Dr. Johnson,"

Choose the greeting that best suits your relationship with your manager and the company culture.

Stating Your Resignation Clearly

Now, let's get to the heart of the matter. Clearly state your intention to resign. This is not the place for ambiguity or beating around the bush. Be straightforward and concise, ensuring your message is understood without confusion. Mention your position and the company name to avoid any misunderstandings.

One key point to include in your resignation is your last working day. This gives your employer time to plan for your departure and helps ensure a smooth transition. Aim to provide at least two weeks' notice, unless your contract specifies otherwise.

Sample Resignation Statement

I am writing to formally resign from my position as [Your Position] at [Company Name], with my last working day being [Date].

This statement is clear, concise, and provides the necessary details your employer needs.

Expressing Gratitude

Even if your experience at the company wasn't perfect, expressing gratitude can go a long way. Thank your employer for the opportunities you've had and the experiences you've gained. This not only leaves a positive impression but also shows maturity and professionalism.

Reflect on what you've learned or the skills you've developed during your time at the company. Highlighting these can also serve as a gentle reminder of your contributions, reinforcing the value you've brought to the team.

Example Expressions of Gratitude

Thank you for the opportunities for professional and personal development that you have provided me during my time at [Company Name]. I have enjoyed working with you and appreciate the support and encouragement you have given me.

Keep it sincere and genuine, focusing on the positive aspects of your experience.

Offering to Assist with Transition

Offering to help with the transition is a gesture that can make a big difference. It shows you're committed to leaving the company in good shape and that you care about your colleagues' success. Whether it's training your replacement or documenting your responsibilities, let your employer know you're willing to assist.

However, be mindful of your workload and personal commitments. Offer help within your capacity and be specific about how you can contribute to a smooth transition.

Sample Transition Offer

I am committed to making this transition as smooth as possible. I am happy to help train my replacement and ensure that all my duties are up to date before my departure.

This shows your willingness to help while managing expectations.

Closing on a Positive Note

You've made it to the end of your email, but don't just sign off abruptly. Leave your employer with a positive impression by closing on a high note. Reiterate your gratitude and offer to stay in touch. Networking is vital, and maintaining professional relationships can benefit you in the future.

Your closing should be polite and professional. Use phrases like "Best regards" or "Sincerely," followed by your name. If appropriate, include your personal contact information to make it easy for your employer to reach out in the future.

Example Closing

Thank you once again for everything. I look forward to staying in touch, and I wish [Company Name] continued success.

Best regards,
[Your Name]

This ensures a gracious exit, leaving the door open for future connections.

Proofreading Your Email

Before hitting send, take a moment to proofread your email. Check for typos, grammatical errors, and ensure that your message is clear and concise. A well-written email reflects your professionalism and attention to detail.

Consider having a trusted friend or colleague review your email. A fresh set of eyes can catch mistakes you might have missed. Alternatively, you can use Spell to help you draft and refine your resignation email, ensuring it is polished and professional.

Proofreading Tips

• Read your email out loud to catch awkward phrasing.
• Check for consistent formatting, especially in dates and names.
• Ensure your email is free of jargon or overly technical language.

Proofreading ensures your resignation email is as impactful as possible.

Sending Your Quitting Email

Once you've double-checked your email, it's time to send it. Choose a quiet moment when you're not rushed, so you can focus on the task at hand. Make sure to send the email to your direct manager and any relevant HR personnel. You might also want to BCC yourself to have a copy for your records.

After sending your email, prepare for a conversation with your manager. They might want to discuss your decision or the transition process. Be ready to answer questions and provide any additional information they may need.

Sending Checklist

• Double-check the recipient's email address.
• Attach any relevant documents or files (if needed).
• Keep a copy of the email for your records.

Sending your email is the final step in the process, marking the beginning of your transition.

Preparing for the Next Steps

After your resignation email is sent, it's time to focus on your next steps. Whether it's starting a new job, taking a break, or exploring new opportunities, having a plan can help ease the transition. Use this time to update your resume, LinkedIn profile, and other professional materials.

Consider reaching out to your network to inform them of your career change. Networking can open up new opportunities and help you stay connected with industry trends. If you need assistance with crafting professional documents, Spell can help you create polished resumes and cover letters quickly and efficiently.

Next Steps Checklist

• Update your resume and LinkedIn profile.
• Inform your network of your career change.
• Plan your departure and transition timeline.

Preparing for your next steps sets you up for success in your new journey.

Final Thoughts

Writing a quitting email doesn't have to be difficult. With the right approach, you can leave your position gracefully and maintain positive professional relationships. Remember, Spell can make crafting such emails even easier, helping you save time and effort. Good luck with your next adventure!