When you decide to leave your job, crafting a proper resignation letter is a step you can’t skip. The subject line of this letter is your opportunity to ensure the message gets noticed and handled appropriately. It’s your first impression on email and often dictates how quickly your letter is opened and read.
A well-written subject line should clearly state the intent of your email without being overly detailed. You want the recipient to know immediately what the email contains. Using words like “Resignation” immediately grabs attention, signaling the importance of the message.
For your resignation email, you might consider including your name in the subject line for easy identification, especially in larger companies where personal recognition might not be immediate. Something like “John Smith – Resignation” is clear and direct.
Remember, your subject line creates the context for your email. If you’re known for a professional approach, ensure that your subject line reflects this. It’s important that you leave on a positive note, and a considerate, well-thought subject line is a small but meaningful part of that process.
Examples of subject lines could be:
- “Resignation – [Your Full Name]”
- “Notice of Resignation Effective [Last Working Day] – [Your Full Name]”
- “[Your Full Name]’s Resignation – [Department/Position]”
Notably, if your workplace is more formal, you might opt for the full “Notice of Resignation” rather than simply “Resignation.” Adjust according to the culture of your company, but keep clarity at the forefront.
Key Elements of an Effective Subject Line
Your subject line in a resignation letter sets the stage for the message. It needs to be precise, professional, and clear to ensure your intent is immediately understood.
Brevity
Keep your subject line concise; aim for a maximum of six words. A succinct subject gives a clear message without overwhelming. For example, “Resignation – [Your Name]”.
Professionalism
Your subject line should reflect a professional tone, even if your workplace is casual. Avoid casual phrases or slang. Use a respectful and formal tone, such as “Notice of Resignation – [Your Name]”.
Clarity
Make sure your subject line directly states the purpose of your email. Avoid vague language to prevent any confusion about your intentions. An example could be, “Resignation Effective [Date] – [Your Name]”.
The Structure of a Resignation Letter Subject Line
When crafting a resignation letter subject line, clarity and brevity are key. You want to ensure your message is understood at a glance. Here’s what you should include:
- Your Name: Start with your full name. This helps the receiver immediately identify who the email is from.
- Position: Add your current job title or position to give a clear context about the matter of the email.
- Intent: Use the word “Resignation” to convey the purpose of your email. It’s important that this is unequivocal.
Example Subject Lines:
- “John Doe – Sales Manager Resignation”
- “Jane Smith Resignation – Marketing Coordinator”
Try to keep your subject line to the point: it helps in ensuring that your email is addressed promptly and appropriately. The inclusion of the relevant details like your name and position avoids any confusion and prepares the recipient for the content of your letter.
Tips for Crafting Your Subject Line
Your subject line should make a clear and concise statement about the content of your email. The goal is to ensure your intent to resign is immediately understood by the recipient.
Personalization
Personalizing your subject line means including your name or the name of your position. This helps the recipient identify who the resignation letter is from at a glance.
- Example: “Resignation Letter – [Your Name]”
- Example: “Notice of Resignation – [Your Position]”
Time Sensitivity
If your resignation has a specific time frame, make sure to convey urgency appropriately.
- Example: “Immediate Resignation – [Your Name]”
- Example: “Resignation Effective [Date] – [Your Name]”
Tone
Maintain a professional and respectful tone, even if you’re leaving on less-than-ideal terms.
- Example: “Resignation – [Your Name]”
- Example: “Thank You and Farewell – [Your Name]”
Sample Subject Lines for Different Scenarios
Choosing the right subject line for your resignation letter can help ensure that your message is noticed and understood clearly by your recipient. Below are different scenarios with sample subject lines to use for each.
Formal Resignation
When resigning from a formal job position, your subject line should reflect professionalism and clarity. Here are examples you might use:
- Resignation Notice – [Your Full Name]
- Resignation Effective [Your Last Working Date] – [Your Full Name]
Immediate Resignation
In cases where you need to resign with immediate effect, usually due to unforeseen circumstances, your subject line should convey urgency without being abrupt. Consider these examples:
- Immediate Resignation – [Your Full Name]
- Urgent Resignation Notice – [Your Full Name]
Grateful Resignation
If you wish to express thanks and appreciation in your departure, a grateful resignation subject communicates positive sentiment. Here are a few ways to frame it:
- Thankful Resignation – [Your Full Name]
- Resignation with Sincere Gratitude – [Your Full Name]
Best Practices for Email Resignation
When you decide to resign via email, you should keep certain practices in mind. First, select a clear and direct subject line. For example, “Resignation – [Your Name]” or “Notice of Resignation: [Your Name]” precisely communicates the purpose of your email.
In the email, include a polite opening line addressing your manager personally. A simple “Dear [Manager’s Name],” is fitting. Follow this with a straightforward statement of your intention to resign and the effective date of your resignation. You can write, “I am writing to formally announce my resignation from [Company Name], effective [Last Working Date].”
Remember to show appreciation for the opportunities provided to you. A line like “Thank you for the opportunities for professional and personal development during my time with [Company Name],” conveys gratitude.
You should also offer to assist with the transition. Mention your willingness to help by saying, “I am ready to assist with the transition of my responsibilities to ensure a smooth handover.”
Maintain a professional tone throughout the email and avoid using overly casual language, negative comments about the company, or overly emotional expressions. Before sending, proofread the email for grammatical errors and ensure you send it to the correct recipient.
End the email with a formal sign-off such as “Sincerely” or “Best regards,” followed by your full name. Here is an example:
Dear [Manager’s Name],
I am writing to formally announce my resignation from [Company Name], effective [Last Working Date]. Thank you for the opportunities for professional and personal development that you have provided me during my time with the company.
I am committed to making this transition period as smooth as possible and am prepared to assist in any way necessary.
Best regards,
[Your Full Name]
Related: A Perfect Resignation Letter [Templates]
How to Quit a Job Gracefully (Professional Resignation)
How to Write a Short Notice Resignation Letter (Examples)
How to Follow Up After Sending Your Resignation Email
After you’ve sent your resignation email, give your employer some time to process the information. Typically, a couple of days is reasonable.
- Initial Follow-Up
- If there’s no response to your email within two days, send a polite follow-up to ensure it was received.
- An example message could be: “Dear [Manager’s Name], I wanted to make sure my resignation email sent on [Date] has been received and to inquire about the next steps in the process.”
- Check-In Regarding Offboarding
- After the initial acknowledgment of your resignation, check in periodically about the status of your offboarding process.
- An example check-in could be: “Hi [HR’s Name], I’m reaching out to see if there are any forms or additional information needed from my side to continue the resignation process.”
- The Final Week
- In your last week, ask for a meeting with your manager to ensure you have all tasks completed.
- You might write: “Hey [Manager’s Name], can we set up a time to discuss any final tasks you need me to complete before my last day?”
- Express Gratitude
- Regardless of the circumstances, maintain a positive tone and express thanks for the opportunity to work together.
- An example could be: “I appreciate the opportunity to work here and want to ensure a smooth transition. Thank you for the support during my time with the company.”
- Offer Support
- Let them know you are willing to help during the transition.
- Saying something like, “Please let me know if I can be of any assistance during my remaining time here,” shows goodwill.
Clear communication helps maintain a good relationship with your soon-to-be former employer, which can be beneficial for future references and networking.
Frequently Asked Questions
What are some polite resignation email subject line examples?
For a polite touch, you could use subject lines such as “Resignation – [Your Name]” or “Notice of Resignation – Effective [Your Last Day].” These examples are clear and convey the necessary information without seeming abrupt or harsh.
Can I use a simple phrase for my email subject when resigning?
Yes, a simple phrase like “Resignation Notice” is perfectly appropriate. It conveys the purpose of your email concisely.
How should I inform my colleagues about my resignation in the email subject?
When addressing colleagues, you may want a subject line that’s both informative and warm. Something like, “Moving Onward – A Farewell from [Your Name]” can work well.
What’s an appropriate email subject line when notifying clients of my resignation?
When notifying clients, you can use a subject line such as “Change in Contact – Resignation of [Your Name].” This provides them with upfront information that there will be a change in their point of contact.
What’s a good opening line for an email when I’m ready to quit my job?
Start your email with a respectful and clear opening, such as “I am writing to formally announce my resignation from [Your Position] at [Company Name], effective [Your Last Day].” This immediately clarifies the purpose of your email.