How To Write A Resignation Letter Subject Line: A Guide

By Indeed Editorial Team

Published 27 July 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

When you decide to quit a job, it is crucial to send your employer a letter of resignation to let them know that you are leaving. You might choose to send this notification through an email rather than in person under some circumstances. Knowing how to write an effective subject line for a resignation letter can help ensure that your hiring manager opens your message and understands what it is about. In this article, we explain what to include in the subject line of a resignation letter, how to write one and provide some tips to help you along with some sample subject lines for your resignation letter.

What Is A Resignation Letter Subject Line?

A resignation letter subject line is a statement that summarises the information you provide in your letter or email. As the subject line is the first component of an email that the recipient reads, it is vital that you include an effective subject line. When you compose your resignation letter, try to stay relevant to your purpose and prepare your resignation letter in a prompt and professional manner.

Most email services categorise messages as inbox and spam folders according to the subject line's content. It is critical to use clear and succinct language to avoid having emails categorise incorrectly due to algorithmic interventions. This makes sure the recipient can see your email as soon as it arrives in their inbox. Make sure to state in your resignation letter the precise day you want to leave your job, usually, at least two weeks in advance, so that they can prepare for your absence.

Related: Resignation Letter Sample With Reason: With Writing Tips

How To Write A Resignation Letter Subject Line

The following are some steps to take when writing a resignation letter subject line for your email notice:

1. State your objective

Start the subject line for your resignation letter by declaring your objective. Use terms like ‘Notice of resignation' and ‘Resignation announcement' to do this. It is ideal to keep your subject line brief and direct. This makes it apparent what you intend to talk about in your email and helps prevent misunderstandings regarding your intentions.

2. Mention your name

It is important to include your full name on a resignation letter. To make sure that everyone who reads your email understands exactly who is resigning, it is crucial to include your complete, professional name. You can mention your name after including a dash following your statement of intent. It is beneficial to include your name in the subject line to make the reader's task easier. This informs employees at multiple levels about the person who is resigning from the organisation.

Related: How To Introduce Yourself Professionally

3. Add additional information

For a large-scale company, it may be useful to add your department and role to make yourself more identifiable to the HR manager. Consider providing the name of your organisation if it is a subsidiary of a larger company so that people know who employed you. To let the receiver know when you intend to quit, you can additionally mention the date of your final day of employment. This is especially useful if you are required to quit your job right away due to a medical crisis in your family or any other relevant circumstances so they can plan accordingly.

4. Proofread your subject line

When you have finished writing your subject line for the resignation letter, read it multiple times to make sure it is error free and has all the necessary details to inform the reader. When you misspell a word in an email, many email systems underline the word in red. Look for any such terms. Having a subject line devoid of grammar errors not only makes your message look more professional, but it can also prevent your message from ending up in the spam folder. If the content is longer than 40 characters, consider making it shorter so that it contains only the information relevant to your resignation.

Related: Tips And Examples For How To Format A Resignation Letter In India

What To Include In A Subject Line For A Resignation Letter

It is crucial to inform the recipient of your resignation letter email about why you are writing it and what you hope to discuss with them. Include the phrase ‘resignation' so that they understand this is a resignation letter. Make sure you mention your full name in the letter so that the employer knows who is resigning. Subject lines that include the name of their employees are more prone to get their attention than those that do not. Consider mentioning your department or position within the organisation and also your last day of work.

Examples Of Subject Lines For Resignation Letters

Consider the following examples of subject lines for resignation letters for different job scenarios when crafting your own:

For recent employment

The following are some subject lines you can send to a job where you are a new hire or worked with the company for a short duration:

  • Resignation - Leela Pai

  • Notice of resignation - Mariam Joseph

  • Resignation - Shyam S - Project Manager

  • Sandra K | Resignation effective from 1/10/22

  • Immediate resignation - Emil John - Accounting Department

  • Resignation notice - Shruti Yadav

For long-term employment

Here are some subject lines an individual might send to their employer after working with them for a long period of time:

  • Thank you for everything - David Jacobson

  • Retirement announcement - Malika Kumar

  • Intention of resignation - Jasmine Reji

  • Two week's notice - Aswathy Nair

  • Formal resignation - Siddharth Jain - Last day April 11

  • My resignation - Sudarshan Pillai

Related: Simple Resignation Letter: How To, Tips And Example

Why Is A Subject Line For A Resignation Letter Important?

A resignation letter's subject line is crucial since it lets the recipient know what to expect from your email. The receiver can use this information to decide when is a suitable time to read it. In addition, subject lines can convey urgency, encouraging the receiver to read your message as quickly as possible, and can influence whether they decide to open your email when browsing their inbox. An effective subject line can also ensure your message does not go into the receiver's spam folder or get lost in their long list of other incoming emails.

Related: How To Write The Subject For A Resume (Tips And Examples)

When To Use An Email For A Resignation Letter

It could be challenging to resign in person, as more employers are now offering remote positions. Some company policies may prefer an email resignation or rely on email as their primary means of communication policies. Given that sending an email is much quicker than delivering a hard copy letter, it might be useful when you need to resign urgently.

Related: How To Write An Immediate Resignation Letter (With Example)

Tips For Writing An Effective Resignation Letter

Here are tips you can keep in mind while drafting your resignation letter:

Discuss with your manager

Before mailing your resignation letter or email, you can consider speaking with your manager in person. This displays proper business conduct. It also enables you to have a two-way conversation in which you can explain why you are quitting your position and how you intend to achieve a seamless transition.

Maintain a professional tone

While discussing your experience in the resignation letter or an email, make sure that you maintain a positive tone. Refrain from providing details on why the new job is better than the one you have now. Even if you did not have a pleasant experience at the organisation you worked at, avoid criticising your manager, your coworkers, or the organisation you worked in. Using a professional and respectful tone can help you maintain a positive relationship with your employer and colleagues.

Related: How To Be Professional At Work: A Complete Guide

Consider networking possibilities

Include words urging your manager to keep in touch with you professionally when you leave the organisation. For example, you can write, "I would highly welcome the chance to keep in touch so that I may keep learning from you and sharing any business insights I have picked up that you might find valuable. Please feel free to contact me at [your private email address] in the future."

Related: 9 Effective Business Networking Tips For Young Professionals

Keep it brief

Typically, resignation letters are brief and only include pertinent details. Focus on key details like the date of your final working day and reasons for resigning by writing no more than two to three words for each section. It is ideal to keep your resignation letter less than three paragraphs.

Consider utilising a template

You can utilise a template for a letter of resignation if you find it challenging to write one. Using templates can help you organise your thoughts and make you appear professional. You can find templates for resignation letters on the Internet.

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