Submitting Your Resignation: Email vs. Printed Submission

Resigning from a job is more than just informing your employer that you’re leaving. It’s a process that, when handled professionally and respectfully, can preserve your relationships and protect your professional reputation. Whether you’re moving to a new job or taking a break, how you resign can influence the references you receive and the impression you leave behind. A well-managed resignation shows that you respect your employer and value the time you’ve spent with the company. It also helps to ensure a smoother transition for both you and your employer, maintaining a positive connection that could benefit you in the future.

When it comes to submitting your resignation, you have two main options: sending an email or handing in a printed letter. Each method has its pros and cons, and the best choice depends on your specific situation. In this blog post, we’ll compare these two methods in detail. We’ll help you understand the benefits and drawbacks of each approach so that you can make an informed decision about how to submit your resignation in a way that aligns with your goals and workplace culture.

Advantages of submitting your resignation via email

1. Convenience and speed

One of the most significant advantages of submitting your resignation via email is the convenience and speed it offers. Unlike a printed letter, which you need to physically deliver, an email can be sent instantly from anywhere, at any time. This is particularly useful if you’re in a time-sensitive situation or if you want to ensure that your resignation is received without delay. For instance, if you’re working remotely or your manager is not in the office, emailing your resignation allows you to communicate your decision promptly, without having to wait for a face-to-face meeting. The speed of email ensures that your resignation is officially noted as soon as you send it, starting the clock on your notice period right away.

2. Record keeping and traceability

Email provides a clear, timestamped record of your resignation, which can be incredibly valuable if there are any disputes or misunderstandings about your notice period or the terms of your departure. Having a digital record means you can easily refer back to the exact date and time when you submitted your resignation, as well as the content of your message. This traceability adds a layer of protection for both you and your employer, ensuring that everything is documented and agreed upon. In contrast, a printed letter, while formal, doesn’t offer the same immediate proof of submission unless it’s accompanied by an official receipt or acknowledgment.

3. Accessibility for remote workers

For employees who work remotely or in a different location from their employer, submitting a resignation via email is often the most practical option. Remote workers may not have the opportunity to deliver a printed letter in person, especially if they live in another city or country. Email bridges this gap, allowing remote employees to communicate their decision efficiently, without the need for travel or coordinating a physical meeting. This accessibility ensures that all employees, regardless of their location, can resign in a timely and professional manner.

4. Professionalism in modern workplaces

Many workplaces have embraced technology as a central part of their operations. As a result, submitting a resignation via email is often viewed as just as professional as handing in a printed letter. In fact, in tech-savvy and forward-thinking companies, email might even be the preferred method due to its efficiency and alignment with the company’s communication practices. An email resignation, when well-written and respectful, can convey professionalism and consideration just as effectively as a printed letter. It demonstrates that you’re up-to-date with modern communication methods and that you respect the norms of your workplace.

Advantages of submitting your resignation via printed letter

1. Personal touch and formality

A printed resignation letter carries a personal touch that can be especially meaningful in traditional or hierarchical workplaces. Handing over a physical letter often feels more thoughtful and intentional than sending an email. The effort of printing and delivering the letter in person can demonstrate a higher level of care and respect for the resignation process. In companies where formality is valued, this method of resigning can be seen as aligning with the workplace culture, helping you leave on a positive note.

2. Perception of respect and seriousness

A printed letter can also convey a sense of seriousness and respect, particularly when you’re resigning from a high-level position or in industries that are more conservative. Leadership teams may perceive a physical letter as a more deliberate and respectful gesture, signaling that you have put considerable thought into your decision. This approach can help to underscore the importance of your message and may be better received by employers who value tradition and personal engagement.

3. Impact on leadership and traditional industries

In more traditional industries or companies with a long-standing corporate culture, a printed resignation letter may be the preferred or even expected method. Leadership teams in these environments might view a printed letter as more thoughtful and aligned with the company’s values. By choosing this method, you show that you understand and respect the company’s customs, which can be particularly important if you want to maintain a positive relationship for future references or potential networking opportunities.

4. Opportunity for a face-to-face discussion

Delivering a printed resignation letter in person naturally opens the door for a face-to-face conversation with your manager. This can be an invaluable opportunity to discuss your decision, express your gratitude, and ensure that there’s a mutual understanding of your next steps. A face-to-face meeting can help clear up any potential misunderstandings, allowing for a more meaningful exchange and helping to leave a lasting positive impression. It also gives you a chance to address any immediate questions your manager may have and to discuss how to manage your transition out of the role.

Potential drawbacks of each method

Email submission pitfalls

• Risk of getting lost in the inbox
  One of the main drawbacks of submitting your resignation via email is the possibility that it could be overlooked or buried in your manager’s inbox, especially if they receive a high volume of emails daily. This could delay the acknowledgment of your resignation, potentially leading to confusion about your notice period or transition plan.
• Perceived lack of effort
  Some people might perceive an email resignation as an easier, less thoughtful option compared to a printed letter. This perception can affect how your professionalism is viewed, especially in workplaces where a more personal approach is valued. While email is often practical, it might not convey the same level of care as handing in a physical letter.
• Potential for miscommunication
  Emails lack the immediacy and personal touch of face-to-face communication, which can lead to miscommunication. Without the chance for instant feedback or discussion, your resignation might be misunderstood, or your reasons for leaving might not be fully conveyed. This could lead to a less positive departure experience.

Printed submission pitfalls

• Delays in communication
  Delivering a printed letter can introduce delays, especially if your manager is not immediately available or if you’re unable to meet in person right away. This could slow down the resignation process and delay the official start of your notice period, which might not be ideal if you’re on a tight timeline.
• Lack of digital record
  A printed resignation letter doesn’t provide the same immediate, traceable record that an email does. Without a digital copy, there’s a risk that the letter could be misplaced, leading to potential disputes about when you officially submitted your resignation or what the content of the resignation letter included.
• Inconvenience for remote employees
  For remote workers, submitting a printed letter can be logistically challenging. It might require unnecessary travel or coordination, which can be inconvenient and time-consuming. In such cases, an email might be the more practical and efficient option, even if a printed letter might be preferred in other circumstances.

Factors to consider when choosing your submission method

Company culture and norms

Understanding your company’s culture and norms is key when deciding how to submit your resignation. If your workplace values tradition, formality, or personal interaction, a printed resignation letter might be the best choice. However, if your company is more modern, tech-savvy, and leans towards digital communication, submitting your resignation via email could be more appropriate. Consider how your colleagues and management typically handle formal communications and align your method with these practices to ensure that your resignation is well-received.

Relationship with your employer

Your relationship with your employer can also influence the best way to submit your resignation. If you have a close, positive relationship with your manager, a printed letter handed in during a face-to-face meeting could be more personal and respectful. It allows for a meaningful conversation and ensures that your departure is handled smoothly. On the other hand, if your relationship is more distant or if you feel that a direct conversation might be uncomfortable, submitting your resignation via email might be more suitable. Email allows you to convey your message clearly and professionally without the need for immediate, in-person interaction.

The nature of your role

The level and nature of your role can affect the appropriateness of each resignation method. For senior positions or roles that involve significant responsibility, a printed letter might be seen as more appropriate, reflecting the seriousness of your departure. In contrast, for more junior roles or positions in fast-paced, tech-driven environments, an email might be perfectly acceptable and even expected. Consider how your role is perceived within the company and choose the method that aligns with those expectations.

Urgency and timing

The timing of your resignation can also play a crucial role in choosing your submission method. If you’re giving short notice or need to leave quickly, an email might be the best option because it ensures immediate communication. On the other hand, if you’re planning your resignation well in advance and want to approach the process with care, a printed letter delivered in person might be more appropriate. It allows for a more measured and thoughtful departure, giving your employer ample time to plan for your transition.

How to draft a professional resignation letter for both methods

A well-written resignation letter should include several key elements to ensure it’s clear, professional, and respectful:

• Statement of intent: Start with a clear and straightforward statement that you are resigning from your position. Mention your job title and the effective date of your resignation.
• Notice period: Include the notice period you’re providing, in line with your employment contract or company policy. This gives your employer time to prepare for your departure.
• Expression of gratitude: Take the time to express gratitude for the opportunities and experiences you’ve had during your tenure. This helps maintain a positive tone and leaves a good impression.
• Offer to assist with the transition: Offer to help with the transition process, whether that means training your replacement, finishing up projects, or being available for questions after you leave.
• Next steps: If applicable, mention any plans for wrapping up your work and how you will hand over your responsibilities.
• Closing: End with a polite closing statement, wishing the company continued success, and sign your name.

Sample resignation email

Here’s a sample resignation email that you can adapt to your situation:

Sample printed resignation letter

Here’s a printed resignation letter sample that you can use as a template:

Best practices for submitting your resignation

Ideally, you should provide your notice during a time that allows for a smooth transition. Consider your current workload, upcoming projects, and any key company events when deciding on the timing. Avoid resigning right before critical deadlines or during busy periods unless absolutely necessary. Providing adequate notice, usually two weeks, is standard, but check your contract as some positions may require longer notice periods.

After you submit your resignation, it’s important to follow up to ensure that your employer has received and acknowledged it. If you submit your resignation via email, ask for a confirmation reply or schedule a brief meeting to discuss the next steps. For printed letters, a face-to-face meeting after handing in your letter is a good practice. Following up shows that you’re responsible and committed to making the transition as smooth as possible. It also provides an opportunity to clarify any details about your departure and to express your willingness to assist during the notice period.

Handling your departure with professionalism is key to leaving a positive impression. Offer to help with the transition by training your replacement, completing ongoing projects, or providing detailed notes for the person taking over your responsibilities. Maintain a positive attitude and avoid speaking negatively about the company or your colleagues. This ensures that you leave on good terms and keeps the door open for future opportunities or references. Additionally, consider writing a thank-you note to your manager or team, expressing your appreciation for the time spent working together.

Conclusion

Both email and printed resignation submissions have their pros and cons. Email offers convenience, speed, and a clear digital record, making it ideal for modern, tech-savvy workplaces or remote work situations. On the other hand, a printed letter conveys a more personal and formal tone, which can be appreciated in traditional or hierarchical workplaces.

Before you submit your resignation, take a moment to consider your situation and choose the method that best aligns with your circumstances. Whether you opt for an email or a printed letter, make sure your resignation is thoughtful and professional.

Sara Duerr

Sara has been in the career development field for over 10 years and has a wealth of knowledge to share. She covers topics such as resume writing, job search strategies, interview techniques, career planning, and more. You can connect with her on LinkedIn. She has curated our free downloadable resume templates for Word and resume templates for Google Docs.