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How do you politely quit a job via email?



How do you politely quit a job via email?


You’ve been looking for your dream job for months—you even had interviews lined up with the company! Then one day, they call you into their office to let you know that they have decided not to move forward with this position after all. You were so excited about finally working at such a great place... What now?

If you're feeling deflated or confused about whether or not you should send a formal resignation letter (or if you need to), there are some things to keep in mind when deciding how to go about telling people why you won't be sticking around anymore. Here's everything you need to know before firing someone via email.

What to say in a quitting email?

Before we get started, here is our advice on writing a polite resignation letter or e-mail. It can feel very awkward to tell someone "I'm leaving" without giving them any sort of warning beforehand. A lot goes into making sure everyone involved feels respected during a difficult time, including having enough grace for those who may still want to stay connected professionally.

Don't worry though — there are ways to give notice without being rude or abrupt. Take these tips into consideration as you craft your own letter or note.

Make it easy for others to understand where you stand. If possible, try to avoid using vague phrases like "it was just too good of a fit," because it makes it harder for other parties to figure out exactly why you've resigned. Instead, make yourself clear about what led to your decision. For instance, if you're moving across country for personal reasons, explain that explicitly in your resignation letter, rather than saying vaguely something along the lines of "personal issues." This will help both sides better respect each other's feelings.

Be respectful of deadlines, expectations, and plans. Make sure to ask relevant questions about next steps while also offering suggestions regarding what could happen depending on your situation. Don't assume anyone knows what the future holds, especially when you aren't part of the team yet. Give specific examples of what caused you to leave, and don't hesitate to share anything else you might consider important.

Try to be sensitive to colleagues' emotions. Your goal isn't necessarily to hurt anyone's feelings when explaining your departure, but instead to show empathy. After all, no matter which side you're on, nobody wants to lose a friend. So take care to treat your former coworkers with kindness and compassion, and remember that sometimes the best way to handle a tough conversation is simply to listen.

Do check your tone and language. Just because you're communicating directly through emails doesn't mean you can be overly casual, sarcastic, flippant, or aggressive. Keep your messages professional throughout. Remember to spellcheck and proofread thoroughly. And, most importantly, never include negative comments about either party in your correspondence. That kind of behavior will only lead down a dangerous path faster than you can imagine.

In terms of timing, think ahead to ensure you have covered every detail. Consider the type of relationship you shared with this person, since it'll likely impact how long you wait until letting them know officially. Some jobs require more immediate attention than others, so weigh your options carefully based on your current circumstances. The longer you wait, the less chance another organization has of finding a replacement quickly.

Once you have all of the above taken care of, it's time to start crafting your actual resignation email. Read below for some helpful tips on doing just that.

Is it unprofessional to quit a job over email?

This question gets asked often, and there really isn't a concrete answer. However, most experts agree that it depends entirely on the context of your particular case. In general, it's always smart to err on the side of caution when dealing with sensitive situations. But as far as emailing goes, many big companies allow employees to choose between mailing letters, faxes, phone calls, etc., and emailing internal memos.

It's recommended to stick with email whenever possible, unless absolutely necessary. Even then, however, it's OK to use voice mail or another method if needed. When in doubt, err on the side of professionalism.

As mentioned earlier, it's essential to be careful about staying professional in your communication styles, regardless of delivery method. Again, watch your tone and wording closely. Also, keep in mind that your employer may receive hundreds of similar emails per week, so don't bombard them with dozens of messages at once. Be patient and thoughtful when composing your email. Think about the recipient first, and consider how long he or she typically takes to respond to messages.

A final tip worth mentioning specifically is to double-check your facts before publishing anything online or in print. Mistakes happen all the time, and it's crucial to correct them right away. Otherwise, you risk losing credibility and trustworthiness fast.



How do you write a short resignation email?

Just because you're going back home to pack does not mean you shouldn't follow proper etiquette guidelines. Before hitting Send, take a moment to review several simple rules of thumb for drafting effective resignation emails.

Avoid cliches and jargon. Use plain English wherever possible. Avoid clichés like "the grass is always greener..." and "life happens"... Try to describe your experiences honestly and thoughtfully.

Keep it brief. Resignations generally fall under the category of urgent matters, meaning you should limit lengthy explanations and ramblings to a maximum of two pages. Limit paragraphs to three sentences each.

Take advantage of the space provided. Most email clients provide plenty of white space to display your thoughts clearly. Use these spaces wisely to separate ideas, emphasize key points, and add emphasis to certain words.

Use action verbs. Active voice is preferred in modern business communications, so replace passive constructions ("The manager informed me") with active ones ("I received a notification"). Another trick is to begin sentences with strong verbs to grab readers' attention.

Consider punctuation. While emails have fewer formatting tools available, pay close attention to capitalization, sentence structure, spelling, grammar, and word choice. Choose succinctly written statements that are grammatically sound.

When appropriate, attach files. Attaching documents helps recipients track details and gives them extra insight into your reasoning. Just remember to remove attachments before forwarding your message to new contacts.

Email signatures. Email signatures are optional today, but they used to be much more common. They included contact information, social media profiles, website links, and other items. Nowadays, however, it's acceptable to skip them altogether.

While it seems easier to cut corners and jettison standard practices when sending emails, keeping things clean and concise actually benefits employers and co-workers alike. Plus, it creates a positive impression of your professionalism when done correctly.

Remember to be mindful of security considerations. Never post confidential or private data publicly online. Do not open unknown emails outside of work hours. Only accept emails sent from official accounts, and turn off auto-downloads when applicable.

And lastly, don't forget to sign off respectfully. Many businesses prefer signing off with a line such as "Thank you for considering my application." Other popular alternatives include "Best regards," "With appreciation," and "Sincerely yours."

How do I write a quick resignation email?

Now that you've read the basics of proper email etiquette, it's time to put them into practice. Let's talk about how to compose a short resignation email so that you cover all bases and end up with a smooth transition.

First off, it's imperative to be honest with yourself and others about your intentions. Tell the truth about why you left, and don't hide behind vague excuses. Explain what went wrong and offer solutions for fixing it. By doing so, you set an excellent precedent for starting fresh elsewhere.

Next, draft a few drafts in advance. Ask trusted friends and family members to look over your email subject line and body text for accuracy. Once you find something that needs tweaking, revise accordingly until you come up with a perfect version.

Finally, format your email appropriately. Always hit reply immediately to prevent delays. Write in complete sentences, use proper nouns, and capitalize properly. Double check for typos and errors, and run your finished copy through Grammarly or Google Docs to catch mistakes.

At its core, a resignation email is meant to convey regret and sincerity. As such, it's vital to strike a balance between showing respect toward the sender and ending the relationship amicably. To sum it up, be genuine and fair, but firm.

To recap, the main takeaway is that you should strive to remain courteous and civil throughout your entire interaction with your soon-to-be ex boss(ess). Doing so will create a smoother experience for everyone involved, and minimize drama later.

If your boss is asking for your resignation after months of working together, it's no surprise that the process can be tough.  You probably won't want to face him or her — especially if there are any lingering questions about why you're leaving — but your official notice needs to go out as soon as possible. Here's one way to handle things with grace.

What should I say in a resignation email?

Your first step will be deciding whether you'll meet your employer in person before giving your resignation. If so, then make sure you have all the details prepared ahead of time (e.g., where to meet) and bring someone along who knows the company well enough to act as your "interpreter" during this meeting.  In general, though, we recommend writing emails instead of making phone calls because they tend to leave less room for misunderstandings and confusion.

It might seem strange to address issues like salary and benefits while still technically remaining employed at your current position, but you need to think carefully about these topics beforehand. It may also help to keep a written record of everything discussed, even if nothing comes of them later on. This could include setting up meetings between yourself and HR representatives, which can serve as helpful reminders down the road.

The key here is not to burn bridges behind you when you walk away. In other words, don’t sound desperate, angry, resentful, or apologetic. Instead, try to stay positive and upbeat. Don’t let emotion cloud your judgment. You must remain professional throughout the entire experience—even if you feel tempted to throw tantrums or start crying.

Also consider including attachments such as letters or spreadsheets. Keep files organized, and attach only those that contain relevant documents. Avoid attaching photos or anything else unless absolutely necessary. Your goal is to minimize distractions and maximize efficiency.

Finally, remember that you likely won't receive a response immediately. Sometimes people take days, weeks, or longer than expected to review your departure request. Be patient — the worst thing you can do is bombard someone with dozens of messages over several days trying to get their attention.

Can I send resignation via email?

Yes! Email is quick, convenient, and often more effective than traditional mail. Plus, most companies allow employees to submit resignation requests online nowadays anyway. Check your contract for specific instructions regarding resignation procedures.

When submitting your resignation electronically, make sure you provide sufficient detail in each section of your form. For instance, make sure to include dates and times for upcoming interviews and follow-up discussions. Make sure to indicate the date you plan to stop coming into work or begin looking elsewhere. And finally, always sign off your note with something formal, like "Sincerely," followed by your name."

How do I politely say I am quitting?

While some employers may ask you to call in your resignation, many others aren't interested in hearing excuses. They just want to know you've made your decision and that you understand the consequences associated with termination. So, if you're going to give your two weeks' notice, stick to the facts and avoid saying much beyond that. Try to conclude your note with something simple, like "I'm disappointed that our relationship has come to this point, but I wish you good luck in finding another candidate."

Keep in mind that managers typically respond better to direct communication compared to vague missives. So, if you find yourself struggling to formulate an appropriate farewell, try breaking up your thoughts into sentences rather than paragraphs. Also, try using short declarative sentences and avoiding passive voice whenever possible.

Here are a few additional tips to ensure your goodbye goes smoothly without turning into a nightmare:

Be honest about the reasons behind your departure. While you shouldn't apologize for doing something wrong, explaining your thought processes helps both parties move past any misperceptions, misunderstandings, or regrets.

Avoid blame and finger pointing. Even if your manager was partly responsible for creating certain conditions that led to your unhappiness, focus on solutions rather than assigning fault.

Look forward, not back. Focus on moving forward and keeping your eyes focused on your future goals.

Stay calm and levelheaded. Above all else, maintain professionalism and composure. Don't argue, beg, scream, cry, or interrupt your manager. Just calmly state your case and end your correspondence on a high note.

Remember that your final day doesn't necessarily mean the end of your career with the company. Depending upon your industry and role within the organization, you may be able to transfer to another department or position once you officially move on.

Don't forget to mention open availability. Tell your new potential employer that you would welcome opportunities similar to your old position. Mentioning this gives interviewers an idea of what skills you possess and makes you look appealing as a prospective hire.

What to say when quitting examples?

Below are a couple of sample resignation notes to show you what kind of language works best depending on various circumstances. Feel free to adapt these templates to fit your particular situation. Remember, however, that different scenarios require tailored responses, so adjust accordingly based on your own unique set of circumstances.

Sample 1: When you were hired, you had a very clear understanding that you wouldn't last long due to my leadership style. Unfortunately, I wasn't aware of the impact this behavior had until recently, when I began noticing changes in your attitude and performance. Since the root cause appears to be rooted in my management approach, I'd like to offer you an early retirement option. Please let me know if you'd prefer to pursue further discussion around this topic. Otherwise, please accept my sincere apologies for the frustration this caused you. Thank you again for your hard work and dedication over the years. Hopefully, we'll cross paths in the near future. Regards, [Your Name]

Sample 2: As part of my efforts to improve employee morale, I created an annual performance evaluation system earlier this year. However, since its implementation, I've learned that I failed to communicate effectively with you. Specifically, I didn't adequately convey feedback or discuss areas for improvement. My intent was never to belittle you personally, but I realize now that I did exactly that. The resulting negative emotions surrounding the conversation negatively impacted productivity and morale among coworkers. Although it's unfair that I bear responsibility for this outcome, I deeply regret having taken actions that unintentionally hurt you. Given these circumstances, I decided to offer you an early retirement package. Therefore, I appreciate your willingness to explore options available to you through mutual separation. Once again, thank you for your contributions and service over the years. Best regards, [Your Name]

Now that you've seen a variety of ways to format your resignation email, it's time to decide how to proceed. Take a deep breath, relax, and compose your next statement with care. After reading this guide, hopefully you'll feel confident about hitting Send. From there, the ball's really in your court.

It's difficult enough to fire someone without having them ask why they were fired or try to fight their way out of it.  When employees need to be let go, it will only make the situation worse if they have to resort to legal action to get out of their position.

You don't want that to happen. So before you decide to send your resignation note, take some time to consider your options first. If you're still unsure about whether or not to leave, keep reading this article as there are plenty of things you can tell a potential employer in order to explain your decision.

After all, sometimes leaving is just too hard! And even though it may seem like the right thing to do, you might end up regretting it later. Before you know it, you'll wish you had stayed with your current employer because you won't enjoy working for your new one so much either.

So here are some tips on how to quit a job nicely and gracefully. Just remember to choose your words wisely -- while you certainly want to give notice, you also don't want to come off sounding bitter or resentful. A professional tone goes a long way towards making sure you walk away feeling good about yourself.

Keep scrolling down below to learn more...

What can I say instead of quitting?

While you definitely shouldn't sound desperate when letting your boss know that you'd rather no longer work at his company, saying nothing isn't always going to cut it. After all, your next step depends largely on which type of relationship you shared together.

If you worked under a manager who was notoriously unfair during meetings (for instance), then perhaps mentioning something along those lines would help him understand why you decided to put in your two weeks' notice (or less). On the other hand, if he treated you well overall but simply didn't care for certain aspects of the role, such as being required to log into customer-facing systems each day, then maybe telling him that "the reason [you] left" has everything to do with "personal matters" could open up another conversation where you both determine what happens next.

Whatever approach you ultimately take, however, it's important to avoid using language that implies any kind of wrongdoing on your part. Don't bring up previous complaints unless you feel comfortable doing so, otherwise you run the risk of looking petty or vindictive.

Instead, focus on conveying that your departure comes down to personal choices or preferences, regardless of whatever circumstances led you to realize these changes took place. For example, you could mention that you've been struggling with stress recently due to the fact that your family member has cancer, or perhaps you have plans to move across country soon after accepting a better offer elsewhere.

In short: stay focused on explaining your reasoning as opposed to pointing fingers. This gives your boss room to respond accordingly, allowing you to exit the workplace without getting sucked into needless drama.

What to say when resigning examples?

One last tip: never sign your resignation letter until AFTER you deliver your final official days' worth of notices. By law, employers must provide written notification whenever terminating an employee, including giving advanced warning beforehand. Failure to comply means said employer is obligated to pay severance benefits owed to you for remaining past the agreed upon deadline.

And speaking of signing documents, never sign anything until you actually plan to mail it. The process doesn't have to be overly complicated; many sites, such as HelloSign allow you to upload files directly onto a secure digital signature pad. All you really need to worry about is ensuring the document gets delivered properly once it leaves your hands.

Also, if you haven't already done so, print out copies of your signed paperwork for your records. While most states require companies to maintain employee records for six months, printing multiple copies now allows you to safeguard against future mistakes caused by lost or damaged originals.

Finally, don't forget to include a copy of your resignation letter to anyone else involved in the matter, especially HR representatives. In addition to providing proof that you followed proper protocol, asking people higher up the chain to review your correspondence assures everyone involved that you aren't trying to pull one over on the company.

As far as actual wording goes, there are countless ways to phrase your farewells. But for starters, you can refer to yourself as a "former employee," "an ex-employee," or "a former employee." You can add terms like "recently," "finally," or "eventually" depending on how long ago you parted ways. Also, consider writing a separate cover letter specifically addressing your termination.

On top of that, don't hesitate to throw in a bit of humor throughout your farewell messages. It shows maturity and professionalism and it often makes recipients smile. Plus, you'll probably find that laughs soften the blow quite a bit.

What should I say when quitting for personal reasons?

Of course, we mentioned earlier that it's best to refrain from blaming others -- even if your boss did cause you undue stress levels. However, every person deserves permission to express themselves freely without fear of retribution or retaliation. As such, when you think it appropriate, feel free to share anecdotes related to health issues, family problems, or other extenuating factors behind why you believe you need to depart.

That being said, don't dwell too long on sharing those details. Keep your explanations brief yet sincere. Try to stick to the facts and steer clear of embellishment. Above all, remain respectful and gracious whenever possible. No one wants to hear excuses or apologies coming from your mouth, so resist the urge to apologize unnecessarily. Remember, honesty is the best policy!

Lastly, don't be afraid to acknowledge that you appreciate your co-workers and colleagues during your tenure. Doing so demonstrates that you weren't completely callous toward them while also showing appreciation for the opportunity they gave you. That alone will likely earn you points among those affected.



What do you say in a text when you quit a job?

A lot of times, it helps to speak face-to-face for maximum effect. Yet, even when you agree to meet up personally, phone calls tend to carry extra weight when compared to texts. When meeting up in person, it's generally considered best practice to exchange business cards or handwritten notes prior to discussing your impending departure.

That way, you can ensure that everyone present knows exactly what to expect, helping to prevent misunderstandings and awkward moments. Once everyone meets up, it's perfectly acceptable to start talking immediately. Simply state your intentions and listen carefully to what others have to say. Then, politely show respect for their thoughts and feelings.

Additionally, don't be afraid to ask questions. Make sure to clarify any uncertainties surrounding your departure. Ask questions regarding your benefits package, vacation schedule, etc., and don't shy away from voicing concerns.

Ultimately, the goal is to reach closure and resolve any lingering doubts. Once you've reached agreement, don't hesitate to wrap things up by stating that you intend to follow through with your resignation. Thank your coworkers for everything and reiterate that you look forward to staying connected moving forward. Lastly, confirm that you'll be departing in accordance with standard procedures.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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