Are you struggling with retaining employees who have decided to resign? Sending a resignation retention email can be an effective way to show that you value your employees and are willing to address their concerns. But crafting the perfect email can be a challenge. That’s why we’ve put together some examples of resignation retention emails that you can use or edit as needed. With these templates, you can show your employees that you care about their happiness and well-being, while also emphasizing the benefits of staying with your organization. So let’s dive in and explore some of the best resignation retention email samples that you can use today.
The Best Structure for a Resignation Retention Email Sample
When it comes to resigning from a job, it can be a difficult decision to make, especially if you have been with the company for a long time. More challenging is when the reason is a job offer from another firm which gives better opportunities or benefits. Though resignation is inevitable, you may want to consider writing a retention email to your manager as a show of gratitude and to leave on good terms, keeping the door open.
The tone of your email should be cordial, professional, and appreciative, expressing your gratitude for the investment the company made in you. Here is the best structure for a resignation retention email sample:
1. Start with a Thank You
Begin by thanking your manager (and perhaps the company) for the opportunities, trust, and support given during your employment. This sets the tone for your resignation email, which should be a positive note. Keep the statement short and sweet, preferably one to two lines.
2. Explain Why You Accepted the New Job Offer
This section is critical. Explain why you accepted the new job offer. The reasons must be mainly focused on your professional growth and personal benefit. The reasons shouldn’t be negative towards the company, your manager, or your colleagues. Make the explanation straightforward using one to two lines.
3. Show Gratitude and Appreciation Again
Follow up your explanation with another appreciation statement, reinforcing your gratitude for the company. Tell them how the company helped prepare you for the new job. Make sure to tie it with your new role to tailor the message.
4. Offer Assistance with the Transition
Show you are willing to help in any way you can to smoothen the transition process. Suggest how you can assist, such as offering to train someone or making sure your responsibilities are documented and handed over with ease.
5. Close with Regards and Contact Information
End the email by offering your best wishes to the company, your manager, and your colleagues. Finish by giving your contact information, including your new email and phone number, so your manager and colleagues can keep in touch.
Resigning with a retention email is an excellent gesture beyond serving rudely quitting. It shows respect, gratitude, and professionalism towards a company that once invested in you. Plus, you will leave the door open for any potential future employment opportunities and preserve relationships with people who you had established a rapport.
7 Resignation Retention Email Samples for Different Reasons
Sample 1: Retention Email for Employee Leaving for Career Growth
Dear [Employee’s name],
I hope this email finds you well. I am writing to express my sadness about your decision to leave the company. However, I understand that you are taking this step for your career growth, and I sincerely wish you all the best for your future endeavors.
I would like to take this opportunity to request you to consider staying with the company. Our organization values employees like you, and we would be happy to discuss career advancement options within the company. We want to retain our talented employees, and we believe that you have a bright future with us.
Please let me know if you are open to having a conversation about your career aspirations and how we can support you in achieving them. We are willing to provide you with flexible work arrangements, training, and other growth opportunities to help you achieve your goals.
Thank you for your hard work and dedication to the company. We would be delighted to see you continue to grow professionally as a part of our team.
Sample 2: Retention Email for Employee Leaving Due to Payment Issues
Dear [Employee’s name],
I am sorry to hear that you have decided to leave the company due to payment issues. As a valued employee, your satisfaction and well-being within the company means a lot to us.
We understand that compensation is a critical factor for job satisfaction, and we take responsibility for any issues you have encountered. We want to assure you that we are committed to providing competitive compensation packages for our employees.
We would like to request you to stay with the company and work with us through this issue. We are willing to review your compensation package and see how we can address your concerns. Please let us know what specific areas you feel need improvement, and we will do our best to accommodate your request.
We appreciate your contribution to the company, and we believe that you have a bright future with us. Thank you for considering this request, and we look forward to hearing from you soon.
Sample 3: Retention Email for Employee Leaving Due to Lack of Growth Opportunities
Dear [Employee’s name],
I am writing to express my disappointment about your decision to leave the company due to a lack of growth opportunities. We value your contributions to the company and understand that the opportunity to advance your career is essential for your satisfaction.
We want to assure you that we take your concerns seriously and are committed to providing you with growth opportunities within the company. We are willing to review your career goals and explore potential growth options that match your aspirations.
We believe that you have untapped potential, and we are willing to invest in your development to help you realize your goals. We offer various training programs, mentorship opportunities, and job rotations to provide you with a comprehensive growth experience.
We would like to request you to consider staying with the company and take advantage of the growth opportunities available to you. We value your contribution to the company and believe that you have a bright future with us.
Please let us know if you would like to discuss your career aspirations and growth opportunities available to you within the company.
Thank you for your time and consideration.
Sample 4: Retention Email for Employee Leaving Due to Work-Life Balance
Dear [Employee’s name],
I am sorry to hear that you have decided to leave the company due to work-life balance issues. We understand that balancing work and personal life can be challenging, and we take your concern seriously.
We want to assure you that our company values work-life balance, and we are committed to providing support to our employees in this area. We offer flexible work arrangements, such as working from home and flexible schedules, to help you balance work and personal commitments.
We would like to request you to consider staying with the company and allowing us to support you in attaining a healthy work-life balance. We value your contribution to the company and believe that you have untapped potential that we would like to help you realize.
Please let us know if you would like to discuss your concerns further and explore options for achieving a healthy work-life balance. We are available to support you and provide guidance on how you can achieve success while maintaining a healthy personal lifestyle.
Thank you for considering this request, and we hope to hear from you soon.
Sample 5: Retention Email for Employee Leaving Due to Commute Time
Dear [Employee’s name],
I am sorry to hear that you have decided to leave the company due to commute time. We understand that long commute times can be exhausting and affect your work-life balance.
We would like to request you to consider staying with the company and allowing us to explore options to reduce your commute time. We would be happy to discuss flexible work arrangements such as work-from-home days, compressed workweeks, or adjusting your work schedule to alleviate your travel time.
We value your contributions to the company and believe that you have untapped potential that we would like to help you realize. By working together, we can find a solution that supports your well-being and allows you to continue to contribute meaningfully to the team.
Thank you for considering this request, and we look forward to hearing from you soon.
Sample 6: Retention Email for Employee Leaving Due to Company Culture
Dear [Employee’s name],
I am sorry to hear that you have decided to leave the company due to issues with our company culture. We take these concerns seriously and are committed to addressing them.
We would like to request you to consider staying with the company and allowing us to work together to create a positive and inclusive workplace environment. We are committed to providing all our employees with equal opportunities to grow, learn, and contribute meaningfully to the company.
We have set up a culture team to address employee concerns and suggestions for improving the work environment. We would love to hear your feedback and insights on how we can improve the company culture and provide a more supportive work environment.
Thank you for considering this request, and we hope to hear from you soon. We value your contributions to the company and believe that we can work together to make positive changes that benefit all employees.
Sample 7: Retention Email for Executive Leaving Due to Job Offer
Dear [Employee’s name],
I am writing to express my disappointment about your decision to leave the company due to a job offer from another organization. Although we understand that you have a unique opportunity, we would like to request you to consider staying with us.
We value your contributions to the company and believe that you have not yet realized your full potential. We are willing to offer you incentives and benefits that we believe will match or exceed what you will receive from the competing organization.
We are willing to match the salary offered by the other organization, provide a better benefits package, and tailor a new position that matches your career aspirations and growth goals.
We would like to request you to consider staying with us and exploring the possibilities available to you within the company. We value your contribution to the company and believe that we can work together to achieve great things.
Thank you for your consideration, and we hope to hear from you soon.
Tips for Writing a Resignation Retention Email
When it comes to resigning from your current job, it is important to do so professionally and with grace. However, what if your employer offers a retention plan to keep you on board? In that case, you’ll need to write a resignation retention email that is carefully worded to ensure that your intentions are clear, but still leaves room for negotiation. Here are some tips to keep in mind when drafting your resignation retention email:
- 1. Start with a gracious tone: Begin your email by thanking your employer for the opportunity to work with the company. This shows that you are appreciative of your time there and that your decision to leave is not based on any negative experiences.
- 2. Explain your reasons for leaving: Be honest about why you are planning to leave. Perhaps you have found a new opportunity that will help you grow professionally or you are relocating to another city or country.
- 3. Express that you are open to hearing their retention plan: Let your employer know that while you have made the decision to leave, you are willing to hear their retention offer and consider staying on board, if it aligns with your career goals.
- 4. Be clear about what you are looking for: If you are open to negotiation, be clear with your employer about what it would take to keep you on board. Be specific about the kind of growth opportunities or compensation packages that would convince you to stay.
- 5. Keep a positive tone: Regardless of whether you choose to stay or go, it is important to maintain a positive relationship with your employer. Therefore, don’t use this email as an opportunity to complain or criticize the company, as this could burn bridges or impact your reputation in the industry.
By following these tips, you can draft a resignation retention email that communicates your intentions clearly while leaving the door open for negotiation. Remember, it’s important to maintain a professional and positive tone throughout the message to avoid any misunderstandings or damaging your reputation.
Resignation Retention Email FAQs
What is a resignation retention email?
A resignation retention email is a message sent by an employer to an employee who has submitted their resignation, with the intention of convincing them to stay with the company.
Why is it important to send a resignation retention email?
It is important to send a resignation retention email because it shows the employee that the company values them and is willing to invest in their career growth and job satisfaction.
What should a resignation retention email include?
A resignation retention email should include personalized and specific reasons why the company wants the employee to stay, such as opportunities for growth, a challenging and rewarding work environment, and competitive compensation and benefits.
How should the tone of a resignation retention email be?
The tone of a resignation retention email should be positive, appreciative, and empathetic. It should acknowledge the employee’s concerns and express a genuine desire to address them.
Should a resignation retention email guarantee any changes?
No, a resignation retention email should not guarantee any changes, but it should acknowledge the employee’s concerns and express a commitment to addressing them appropriately.
How quickly should a resignation retention email be sent?
A resignation retention email should be sent as soon as possible after the employee submits their resignation, to show that the company is proactive and cares about retaining their employees.
What are some benefits of sending a resignation retention email?
Some benefits of sending a resignation retention email include the potential to retain valuable talent, reduce turnover and recruitment costs, and maintain a positive reputation as an employer that supports and invests in its employees.
Can a resignation retention email backfire?
Yes, a resignation retention email can backfire if it comes across as insincere, manipulative, or unable to address the employee’s concerns effectively. It is important to approach the message with authenticity and a genuine desire to prioritize the employee’s best interests.
What if the employee still decides to leave?
If the employee still decides to leave after receiving a resignation retention email, it is important to respect their decision and maintain a positive and professional relationship, as they may become valuable contacts or potential rehires in the future.
Thanks for Checking Out Our Resignation Retention Email Sample!
We hope that our sample email can help you retain valuable employees and keep your business running smoothly. Remember to customize your emails with personal touches to make them sound more authentic and memorable. Stay tuned for more articles on maintaining strong employee relationships and boosting morale in the workplace. Thanks for reading, and we hope to see you again soon!