How to Write a Resignation Email (+ Samples)
By Marta Gongos To write a resignation email, clearly state your intent to resign, include your last working day, express appreciation, and offer to help with the transition. Keep it concise, professional, and free from complaints.
In almost any situation, it’s best to maintain a positive relationship with your past employers. There’s no need to burn bridges after you formally resign. Most industries are tightly connected, so you’ll likely cross paths with former colleagues in future endeavors.
There are plenty of ways to leave a company on good terms. One of the most important steps, however, is sending a clear, professional notice. Knowing how to write a resignation email shows respect, sets expectations, and helps make the transition as smooth as possible. Here are some templates you can personalize.
What to Include in a Resignation Email
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Your resignation letter is a formal notification of your departure, so don’t use it to rant about coworkers or vent your frustrations. There’s a proper platform for complaints, i.e., the exit interview. The goal is to inform your employer and their human resources department clearly, professionally, and without drama.
Here’s what your resignation letter should include:
- Subject Line: Keep it simple and clear, e.g., Resignation – [Your Name]
- Statement of Resignation: Clearly state your intent to resign and your final working day.
- Gratitude: Briefly thank your team, manager, or company for the opportunity.
- Transition Offer: Mention a willingness to help with handover, training, or documentation.
- Contact Info: Include your personal email or phone number if you want to stay in touch.
- Professional Sign-off: Use a respectful closing like “Best regards” or “Sincerely,” followed by your full name.
Note: You don’t need to include any details about your new job.
Resignation Email Samples for Different Scenarios
There’s no one-size-fits-all resignation email. The message depends on what you want to communicate and your professional situation. Here are a few templates to guide you if you’re leaving on good terms, starting a new role, or navigating a challenging workplace.
Standard Resignation Email
This is the go-to template when leaving on good terms without special circumstances. It’s professional, straightforward, and includes everything your employer needs to know.
Subject: Resignation – [Your Name]
Hi [Manager’s Name],
I’m writing to formally resign from my role as [Job Title] at [Company], effective [Last Working Day]. This decision wasn’t easy, but I believe it’s the right next step for my career path.
I’m grateful for the opportunities I’ve had to grow here. I’ve learned valuable skills over the past [time period] and enjoyed working alongside such a dedicated team. Thank you for the support and mentorship along the way.
I’ll do my best to support a smooth transition in the coming weeks. Before I leave, please let me know how I can help with documentation, training, or handovers.
Wishing you and the team continued success.
Best regards,
[Your Name]
Immediate Resignation Due to Personal Reasons
Sometimes, personal matters require you to leave sooner than expected. In these cases, it’s important to provide a brief explanation without oversharing. Keep it professional and sincere. Be ready to discuss your notice period, especially if your contract outlines a different timeline for your final day.
Hi [Manager’s Name],
I’m writing to formally resign from my position as [Job Title] at [Company], with my final working day on [Date].
Due to [brief explanation of your personal reason, e.g., a family health issue, relocation, or an urgent personal matter], I’m unable to continue in my current role. I understand this may fall short of the standard notice period, and I’m happy to assist with any transition support over the next few days.
Thank you for the opportunity to grow here and develop valuable skills I’ll carry forward in my career path. I genuinely appreciate your support and understanding.
Sincerely,
[Your Name]
Positive Exit with Appreciation for the Role
A standard resignation email can feel too distant. If you’re leaving on great terms and want to show extra appreciation, this template strikes a warmer tone while maintaining a formal tone.
Hi [Manager’s Name],
I’m writing to formally resign from my position as [Job Title] at [Company], with my final working day on [Date].
This was a difficult decision to make. Over the past [X years/months], I’ve grown professionally and personally in more ways than I can count. I’m incredibly grateful for the support, mentorship, and opportunities I’ve had here. This role has shaped my career path and given me valuable skills I’ll carry forward.
Please let me know how I can assist with a smooth handover process. I want to ensure the team’s well-being during the transition.
Thank you again for everything. I’ll always look back on my time here with appreciation.
Warmly,
[Your Name]
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FAQs About How to Resign From a Job via Email
Keep your message concise and respectful to leave no room for misinterpretation. Explain why you’re resigning from your position, include your last working day, and thank your employer for the opportunities they provided during your stay.
With more than 27 percent of employees working from home all or most of the time, it’s now acceptable to send a formal letter of resignation via email. It’s a legal and valid format accepted by most employers. However, if you’re in a formal office setting, it’s still best practice to inform your manager beforehand.
Note that how you resign will affect your professional reputation, and by extension, your future job prospects. The goal is to leave a positive impression. Give at least two weeks’ notice, avoid ranting about personal grievances in your letter, and express your gratitude in the opening paragraph.
In Summary
- Resigning by email is acceptable when written professionally and clearly.
- Keep your message short. State your intention, last day, and appreciation for the company.
- You don’t need to explain your next role unless you want to.
- Offer to help with the transition and leave on a positive note.
- Use the right tone depending on your relationship and reason for leaving.
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