The Best Way to Submit Your Letter of Resignation: Email or Mailing?

Deciding whether to email or mail a letter of resignation is a crucial decision, influenced by multiple factors including company culture, individual relationships, and industry norms. This article examines the advantages and disadvantages of both methods, helping you choose the best approach for your situation.

Considering the Method: Emailing vs. Mailing

Emailing a Resignation Letter

Emailing a resignation letter offers several benefits:

Speed: Email is immediate, ensuring your resignation is communicated quickly. Convenience: You can send it at any time without needing to print and mail a physical letter. Documentation: Email provides a timestamped record of your resignation.

Despite these benefits, there are some disadvantages to consider:

Impersonal: It may come across as less formal or personal than a printed letter. Potential for Miscommunication: Emails can be overlooked or misinterpreted.

Mailing a Resignation Letter

Mailing a letter of resignation can provide a more formal and respectful approach, especially in traditional industries. Additional benefits include:

Formality: A printed letter feels more official and respectful. Personal Touch: Hand-delivering a letter can allow for a more personal interaction.

However, mailing also has downsides:

Time-Consuming: Mailing can delay the process, which may be problematic if your resignation is time-sensitive. Risk of Non-Delivery: There is a chance the letter may not arrive on time or at all.

Best Practices for Submitting Your Letter of Resignation

Consider Your Company Culture

Depending on your company's culture, one method may be more appropriate than the other. If your workplace values formal communication, mailing a letter may be the best choice. In more casual settings, emailing might be acceptable.

Speak to Your Manager First

If possible, have a conversation with your manager before sending a formal resignation. This shows respect and professionalism. It also allows you to express your thoughts and concerns more personally.

Confirm Your Resignation Has Been Received

Regardless of the method you choose, ensure that your resignation has been received and acknowledged. This can be done by following up via email or asking someone to confirm in person.

A Personal Story

For those who have faced communication barriers within their companies, email resignation can be a practical solution. I had to resign from a remote position, and my boss repeatedly avoided face-to-face or video calls. Rather than waiting for a meeting that was unlikely to happen, I emailed with a detailed explanation and attached a resignation letter for HR. I offered a discussion, but no meeting was scheduled. HR did not offer an exit interview, despite it being company policy, and I was left without much communication from them on my last day.

My experience highlights the challenges and potential miscommunications that can arise when proper channels are not followed. It is crucial to ensure that your resignation is clearly and professionally communicated.

Conclusion

Whether you choose to email or mail your resignation letter, it is important to consider the context and company norms. Both methods are acceptable, but choosing the one that best aligns with your situation and the company’s culture is paramount.

For optimal results, it is suggested that you hand the hard copy to your boss if possible, and summarize in an email for record-keeping. If your boss is not local, mail it with proof of delivery and confirm the receipt by calling or via email. Your departure should be communicated clearly and respectfully.

Remember, leaving a job is a significant step, and regardless of the method used, ensure that your resignation is communicated professionally and respected by those you leave behind.