18 Quitting Notice Email Best Practices

1. Introduction

When it comes to writing a quitting notice email, it's essential to follow best practices to ensure a professional and respectful exit from your current position. Here are 18 key best practices to keep in mind when composing your resignation email.

2. Clear and Concise Communication

Your resignation email should be clear, concise, and to the point. Avoid unnecessary details and stick to the essentials: your intention to resign, your last day of work, and a brief expression of gratitude.

3. Use a Professional Tone

Maintain a professional tone in your email, even if you're leaving due to dissatisfaction. Avoid negative language or criticism of the company or colleagues.

4. State Your Last Day of Work

【AOTsend Email API】：AOTsend is a Managed Email Service for sending transactional emails. Support Email Types: reminders, authentication, confirmations, notifications, verification codes, invoices, password resets, account activations, billing statements, two-factor authentication (2FA), and one-time passwords (OTP) emails, etc. $0.28 per 1000 Emails. 99% Delivery, 98% Inbox Rate.

You might be interested in:
Why did we start the AOTsend project, Brand Story?
What is a Managed Email API, How it Works?
Best 25+ Email Marketing Platforms (Authority,Keywords&Traffic Comparison)
Best 24+ Email Marketing Service (Price, Pros&Cons Comparison)
Email APIs vs SMTP: How they Works, Any Difference?

Include a specific date for your last day of work. This helps the company plan for your transition and ensures a smooth handover.

5. Express Gratitude

Take the opportunity to thank your employer for the opportunities and experiences you've had during your tenure. This shows respect and professionalism.

6. Offer to Assist with Transition

Offer to help with the transition process, such as training your replacement or assisting with any ongoing projects. This demonstrates your commitment to a smooth transition.

7. Avoid Burning Bridges

Even if you're leaving for a better opportunity, avoid burning bridges. You may need to work with these people again in the future, so maintain a positive relationship.

8. Keep It Confidential

Until your resignation is officially announced, keep it confidential. Avoid discussing your plans with colleagues who are not directly involved in the transition process.

9. Forward-Thinking Approach

Take a forward-thinking approach in your email, focusing on the future and not dwelling on past issues or conflicts.

10. Proofread and Edit

Before sending your email, proofread and edit it carefully to avoid any grammatical or spelling errors that could reflect poorly on your professionalism.

11. Use an Appropriate Subject Line

The subject line of your email should be clear and to the point, indicating your intention to resign.

12. CC Relevant Parties

If necessary, carbon copy (CC) relevant parties such as your direct manager, HR, or other key stakeholders.

13. Avoid Emotional Language

Refrain from using emotional language in your resignation email. Stick to facts and avoid expressing personal feelings or frustrations.

14. Attach a Formal Resignation Letter (If Applicable)

If required by your company's policy, attach a formal resignation letter to your email.

15. Request a Meeting (If Necessary)

If you feel it's necessary, request a meeting with your manager or HR to discuss your resignation in person.

16. Confirm Receipt

After sending your email, confirm receipt with a follow-up message or phone call to ensure it was received and understood.

17. Prepare for the Response

Be prepared for the response you may receive from your employer, whether it's acceptance, counter-offer, or request for further discussion.

18. Follow Company Policies

Lastly, ensure you follow all company policies and procedures related to resignations, such as notice periods, return of company property, and final payroll procedures.

By following these 18 best practices, you can ensure that your resignation email is professional, respectful, and sets the stage for a smooth transition for both you and your employer. Remember, even in parting ways, it's essential to maintain a positive and constructive tone.