Resignation emails aren’t complicated, but they carry weight. Get them right, and you leave on a high note. Get them wrong, and you might burn a bridge you didn’t mean to. Here’s how to write one that does the job.
What is a resignation email, and when should you send it?
Maybe you’ve been offered a better job, or you need a break. But whatever your reason, the resignation email officially confirms you’re leaving so that your company can begin to prepare for your absence.
A few decades ago, you’d be handing your resignation letter to the HR lady whilst suffering the awkwardness of spending the entire day at work knowing you’re leaving. Since COVID-19, times have changed, and these days, a resignation email will do the job. Of course, if you work in the office, you can still hand in your resignation letter personally.
Here are the best situations to send one:
Urgent or immediate resignation –If you need to resign immediately because of an unforeseen circumstance or an emergency. This makes sure your company receives your resignation quickly.
Remote work or absence from office –If you work from home, an email resignation will be your best choice, especially if your office is halfway around the world.
Company policy or record-keeping –Sometimes, even if you’ve applied in person, your company may request a resignation email so that they have an electronic copy.
What should you include in a professional resignation email?
Quitting a job is never pleasant, but that doesn’t mean it can’t be smooth. Ideally, you want the process to be as quick and orderly as possible. That means your resignation letter needs to follow a few tried-and-tested rules.
Getting the subject line right
A clear subject line gets your email noticed, but also means it’s easy to find in future. It should explicitly mention your resignation. Try to avoid anything vague and make it clear from the outset that this email contains your resignation notice
Setting the tone from the start
If this is to be your last act as an employee, it’s best to keep it professional. The opening line should set the tone for the rest of the email. Start with a professional greeting, and in the first sentence, outline that you will be leaving the company, add your position, and include the date of your last day of employment.
Leaving on the right note
Appreciation is all about leaving on good terms. Add a sentence or two thanking your employer for the opportunity to work with them. Even if you can’t wait to get out the door, thanking them for the opportunity is good email etiquette that they will definitely appreciate.
Leave without loose ends
You could say you’re willing to help train a new hire or finish up an important project before you leave. Make sure to stay within your capacity; you don’t want to promise more than you can deliver, but this will show professionalism and goodwill.
Before you hit send
Start with a proper sign-off, and if you haven’t already provided it, include your personal contact information below your name. This way, your employer can reach you for any follow-up questions or to send official documents later. Also, before you get excited and press the send button, it’s important to proofread your email for any mistakes.
Ultimately, you want to get out the door in the smoothest way possible. Follow the template above, and you’ll practically float through it. Here’s a reminder of those steps.
How to write a resignation email step by step
Timing matters – There’s a right time to send emails, and a wrong time. Speak to your manager first, either in person or by video call, then follow up with the email. Avoid weekends or late-night sends. Aim for late afternoon midweek, when it’s less likely to disrupt the flow of work.
Get the subject line right – Keep it short and clear. For example, “Resignation – [your name]”. That way, your manager knows exactly what they’re opening.
Making the date clear – Lead with the key info and be clear. Example: “I’m writing to formally resign from my role as [Job Title] at [Company Name]. My final working day will be [Date].” Double-check your notice period and make sure your final date reflects it.
Leave on a positive note – Even if the job wasn’t perfect, leave on a good note. Example:
“Thank you for the opportunity and support over the past [X] years. I’ve appreciated the chance to grow and work with a great team.”
The final offer – A short, sincere offer goes a long way. Example: “I’m happy to help with handover tasks or anything that makes the transition easier in my final weeks.” Only promise what you can realistically do.
Examples of resignation emails that work
Writing professional emails is all about practice. Once you start to get the fluency, the words will flow. But when first getting started, it can help to have a few stock examples that you can whip out when needed. Here are some pro resignation email examples to get you started.
Standard resignation email template
Subject: Resignation – [Your name]
Dear [manager’s name],
Please accept this email as formal notification of my resignation from my position as [your job title]. My last day of employment will be [e.g., 30 August 2025].
I would like to say thank you for the opportunities and support I’ve received during my time at the company. It has been a pleasure working with you and the team, and I’ve learned [mention something positive, e.g. “valuable skills in project management”].
I am committed to making this transition as smooth as possible. Any outstanding tasks will be completed before I leave, and I am happy to assist in training my replacement or providing any documentation to help with the handover.
Thank you again for your understanding. I hope to stay in touch. Yours sincerely, [Your name]
Short resignation email template
Subject: Resignation – [Your name]
Dear [Manager’s name],
I am writing to formally resign from my position as [Job title] at [Company name], effective [Date].
I appreciate the opportunities I’ve had during my time here, and I want to thank you for your support and guidance. Yours sincerely, [Your name]
Resignation email for remote workers
Subject: Resignation notice – [Your name]
Dear [Manager’s name],
I am formally submitting my resignation from my role as [Job title] at [Company name]. My final day of work will be [Date].
Given our remote working arrangement, I wanted to ensure I clearly communicate my resignation in writing. I am happy to schedule a video call with you to discuss the transition and next steps at your convenience.
I have truly appreciated the flexibility and trust that came with working remotely at [Company name]. During my remaining time, I will make sure to document my ongoing projects and am available to assist with training a replacement or transferring responsibilities to other team members.
Thank you so much for the support and collaboration. It’s been a pleasure working with you and the team. Best regards, [Your name]
Common mistakes to avoid when writing a resignation email
Avoiding the rant – Even if you’re leaving under difficult circumstances, a resignation email isn’t the place to air your grievances. Keep it neutral and professional.
The date you must include – Make sure you include your final working day. Otherwise, HR will be chasing you up.
The subject line mistake – The last thing you want is for your email to be missed or ignored. Make the subject line clear so it’s obvious what your email is about.
The CC mistake – Even the best resignation email is worthless if the right person doesn’t see it. Send it to a manager or HR, and be sure not to CC anyone else accidentally.
Strike the right tone –Resignation email format matters. Keep it professional, simple as that. No slang, no ALL-CAPS, and definitely no emojis.
How to resign professionally (next steps after sending the email)
The tips above will get you most of the way to writing a professional email. What’s left is the final ten per cent. Below are a few ways to get there.
Getting confirmation –Getting confirmation from your employer makes sure everyone is on the same page about your leaving date. Send a reminder if you haven’t received it yet.
The exit interview –Exit interviews are sometimes included in the offboarding process. Plan ahead for what feedback you might give, and keep it constructive and respectful.
The wrap-up –Before you leave, make sure to hand back all equipment, like computers or ID cards. Reaching out to IT is a good place to start.
Keeping connections –Business connections can be worth their weight in gold. When you leave a company, it’s a good idea to reach out to colleagues for their contact details.
Finishing strong – It may be tempting to kick back and relax once you’ve resigned, but staying professional will help leave a positive impression and guarantee a good reference.
Final take
Like anything, resignation emails require practice. The blueprint and self-introduction email samples above will get you started, and once you’ve got the fluency, you’ll be writing perfect resignation emails in no time.
Frequently asked questions
Include a clear subject line, a short statement confirming your resignation, your job title, and your final working day. Add a brief thank you, an optional offer to help with the transition, and a polite sign-off with your contact details.
When writing a resignation email to your manager, keep the tone professional and neutral. State your resignation clearly, thank your employer for the opportunity, and avoid negative or emotional language.
If possible, tell your manager first in person or by video call, then follow up with a resignation letter to HR for formal records. For remote roles, email is often the standard approach.
Use a clear, direct subject line that includes the word resignation and your name, such as “Resignation – Your Name”. This ensures your email is immediately understood and not missed.
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