Have you decided it's time to leave your current job? Writing a professional resignation letter email is key to making a smooth exit and leaving on good terms.
It’s always best to resign in person or via a video call, but following up with a well-crafted email is just as important. Skipping this step could burn bridges, keep you from getting a good reference, and even hurt your future career prospects. A good resignation email not only makes your departure official but also helps maintain a favorable relationship with your managers.
In this guide, we'll show you how to write a resignation email that reflects your professional values and helps you leave on a positive note.
Key takeaways
- Start by resigning in person or via a call if possible, then follow up with a formal email.
- Keep your resignation email clear and concise, stating your intention to leave, your last working day, and your gratitude for the opportunity.
- Attach a formal resignation letter for the official record to ensure clarity and professionalism.
- Be clear about your reasons to leave and maintain a positive tone throughout your email to leave a good impression.
- Offer assistance during the transition to show professionalism and goodwill.
Let’s start.
What is a resignation email?
A resignation email is a formal way to let your employer know you’re leaving the company. In the email, you’ll usually mention your decision to resign, your last working day, and a quick thank you for the opportunity. You’d typically send it to your manager or HR, and it often comes with an attached resignation letter for official records.
What’s the difference between a resignation email and a letter of resignation?
A resignation email and a resignation letter both serve the same purpose—to formally notify your employer that you're leaving your job. The main difference is the format.
A resignation email is sent electronically, making it faster and more convenient, especially for remote workers. It covers the main points of a resignation letter and can also include the letter as an attachment for official documentation.
On the other hand, a letter of resignation is a printed document that's more traditional and formal, usually handed to your manager in person or sent via mail. Both should include your last working day, a brief reason for leaving, and an expression of gratitude.
PRO TIP
Check out our definitive guide on the right way to craft a letter of resignation.
Why write a resignation email?
You need a resignation email because it’s good business etiquette and helps avoid misunderstandings. While it’s not required, it’s strongly recommended as it provides an online record of your work history for future reference.
Plus, if your manager doesn’t immediately open the attached resignation letter—perhaps they’re not thrilled about your departure—the email itself provides a quick overview of your decision, ensuring they’re informed at a glance.
The power of written communication in business
According to a WifiTalents study, in times when emojis are ubiquitous, employers still value the written word. In fact, 75% of them consider strong written communication skills to be essential. With email traffic projected to increase each year, precision and clarity are becoming more important than ever.
What to do before sending a resignation email
Before you hit send on that resignation email, it's important to take a few key steps to ensure a smooth exit. Here’s what you should do to prepare:
Step #1. Deliver formal notice in person or virtually
Resigning in person or via a virtual meeting if you're remote shows respect and professionalism. It gives your manager a chance to hear directly from you, ask questions, and appreciate a personal conversation.
Step #2. Review your employment contract
Check your employment contract for any notice period requirements. While the standard notice period is typically two weeks, some contracts may require a longer notice, like 30 or 90 days, especially for senior positions. This ensures you follow the correct procedures and avoid any potential legal or financial penalties.
Step #3. Obtain letters of recommendation
While you’re still employed, ask your supervisors and colleagues for letters of recommendation. These can be invaluable for future job searches and are easier to get while your contributions are still fresh in everyone's minds.
If you’re unsure what to do, check out our tips on how to request job references.
Step #4. Prepare for immediate departure
Be prepared if your employer asks you to leave right away when you resign—it happens. It’s a good idea to gather your personal belongings and make copies of any important documents ahead of time, so you’re not caught off guard.
Step #6. Reflect on potential counteroffers
Think about whether any changes could make you reconsider leaving, such as a raise or more flexible hours. This way, you’re prepared to discuss these possibilities if your employer tries to persuade you to stay.
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How to craft your resignation email
After you’ve resigned in person with your boss, it’s time to follow up with a resignation email. Here are 7 easy steps:
- Use a concise and direct subject line, like "Resignation - [your name]."
- Begin the email with a formal greeting. (e.g., "Dear [manager's name]," or "Hello [manager's name],").
- Clearly state your intention to resign and briefly mention your reason for leaving.
- Mention your notice period and confirm your final working day.
- Thank your employer for the opportunities and express gratitude for the experiences you’ve had.
- Offer your help during the transition period.
- Close with a polite sign-off and provide your contact information.
Resignation email template and examples
We’ve covered the key steps to writing a great resignation email but we want to make things even easier for you.
We know it’s tough to find the right words to be both clear and polite. That’s why we’ve put together 22 ready-made resignation email examples. Just fill in your details, and you’re good to go! These samples will save you time and help you leave on a positive note, no matter your situation.
Resignation email template
This letter would be fine in 99% of job exits—it’s to the point and lets them know they can count on you in your last few days there. Just fill in the details from your job, and you’re ready to go.
Dear [your manager’s name],
Please accept this letter as formal notification that I am resigning from my position as [your job title] with [company name]. My last day will be [the date of your last day—usually two weeks from the date you give notice].
I truly appreciate the time I’ve spent in this position for the past [amount of time you’ve been in the role]. I’ve enjoyed working with my colleagues, and you have helped ensure smooth operations during my time here. I’ve learned [one or two specific things you’ve learned on the job], which I will carry forward through my career.
I will, of course, wrap up my duties as expected before I leave, but I’m also more than happy to lend a hand in training other team members or my replacement. Please let me know if there’s anything else I can do to ensure a smooth transition.
I wish the company continued success, and I hope to stay in touch.
Best regards, [your name]
However, not all resignations are the same. The following examples offer ready-made samples for various scenarios, providing specific advice to help you tailor your resignation email to fit your unique circumstances.
Short notice resignation email
Sometimes, employees might need to quit on short notice because of sudden personal emergencies, like a family crisis or unexpected health issues.
Dear [manager's name],
I am writing to inform you that I am resigning from my position as [your job title] at [company name]. Unfortunately, due to unforeseen personal circumstances, I need to provide a shorter notice period. My last day of work will be [date—the last day you can stay].
I want to express my sincere gratitude for the opportunities and experiences I have had while working here. I have enjoyed my time at [company name] and have learned a great deal during my tenure.
I apologize for any inconvenience my sudden departure may cause and am willing to assist in any way I can to ensure a smooth transition. Please let me know if there is anything specific I can do to help during this time.
Thank you for your understanding.
Warm regards,
[your name]
Long notice resignation email
In some cases, your contract might require a longer notice to ensure a smooth transition for the employer.
Dear [manager's name],
I am writing to let you know that I will be resigning from my position as [your job title] at [company name]. My last day of work will be [date—3 months from today], giving the standard notice period as outlined in my contract.
I am very grateful for the chance to be part of the team at [company name] and have truly valued the experience and knowledge I have gained here, especially in areas like [mention specific skills or projects, e.g., project management or client relations].
Over the next three months, I am committed to ensuring a smooth transition. I am happy to assist in training my replacement, completing ongoing projects, and providing any other support needed during this period.
Thank you for your understanding and support as I move on to the next chapter of my career.
Sincerely,
[your name]
Resigning without notice
In rare cases, employees may resign without notice due to severe issues such as workplace harassment, ethical conflicts, or immediate personal emergencies that require an urgent departure. Here’s a template you can use to notify your managers about your exit.
Dear [manager's name],
I am writing to inform you that I am resigning from my position as [your job title] at [company name], effective immediately. Due to recent events, specifically [briefly mention the issue, e.g., a situation involving unethical business practices], I feel compelled to leave without providing the standard notice period.
I regret that my departure is so abrupt, and I apologize for any inconvenience this may cause. I have valued my time at [company name] and learned a great deal, but I must prioritize my principles and well-being in this situation.
I am available to assist remotely with any immediate tasks or to provide information needed for a smooth transition. Please let me know how I can help.
Thank you for your understanding.
Sincerely,
[your name]
Resignation email due to career advancement
In most cases, people leave their job to pursue a better opportunities with more responsibilities, higher pay, or a better career path.
Dear [manager's name],
I am writing to formally resign from my position as [your job title] at [company name], with my last working day being [date—two weeks from today].
After careful consideration, I’ve decided to pursue a new opportunity that aligns more closely with my long-term career goals and offers additional responsibilities and growth potential. This decision was not easy, as I have truly enjoyed my time at [company name] and greatly value the experiences and skills I’ve gained while working here.
I am committed to ensuring a smooth transition over the next two weeks. Please let me know how I can best assist during this time, whether it's training my replacement or wrapping up any pending projects.
Thank you for your support and understanding. I am grateful for the opportunities I’ve had here and look forward to staying in touch.
Kind regards,
[your name]
Temporary contract resignation email
If you’re on temporary or fixed-term contract, you can send a resignation email when your contract is nearing its end or if you secure a permanent position elsewhere.
Dear [manager's name],
I am writing to formally resign from my position as [your job title] at [company name], effective [date—two weeks from today]. As my temporary contract is coming to an end, I have decided to accept a permanent position elsewhere.
I have greatly appreciated the experience and opportunities I've had while working with the team at [company name]. The skills I’ve gained here will be invaluable as I move forward in my career.
I am committed to ensuring a smooth transition over the next two weeks and am happy to assist in any way I can. Please let me know how I can be of help during this time.
Thank you for your understanding and support.
Best regards,
[your name]
Resigning due to toxic work environment
Poor management or lack of support can often push employees to leave. Here’s how you can shape your reasons for quitting.
Dear [manager's name],
I am writing to formally resign from my position as [your job title] at [company name], effective [date—two weeks from today]. Unfortunately, this decision comes after much consideration, as I find it increasingly difficult to work in an environment where the lack of support has affected my well-being and productivity.
While I have learned a lot during my time here, the ongoing challenges have made it clear that this is not the right place for me to grow professionally. I believe it’s best for both myself and the company that I step away and pursue opportunities where I can thrive in a more supportive environment.
I am committed to completing my duties over the next two weeks to the best of my ability and ensuring a smooth transition. Please let me know how I can help during this period.
I hope the workplace will improve for everyone’s benefit moving forward.
Sincerely,
[your name]
Relocation resignation email
Moving to a different city, state, or country is a serious career shift. The following resignation email template can make it easier for you.
Dear [manager's name],
I am writing to formally resign from my position as [your job title] at [company name], effective [date—two weeks from today]. This decision comes as a result of my upcoming relocation to [new city, state, or country].
I have greatly enjoyed my time at [company name] and am grateful for the opportunities and experiences I’ve had here. Working with such a dedicated team has been a rewarding experience, and I will carry forward the skills and knowledge I’ve gained during my time with the company.
Although I am excited about this new chapter, I am also committed to ensuring a smooth transition over the next two weeks. Please let me know how I can best assist during this time.
Thank you for your understanding and support during this transition. I hope to stay in touch and wish [company name] continued success in the future.
Best regards,
[your name]
Resigning due to work-life balance
Your desire for a healthier work-life balance, such as more flexible hours or reduced stress, can also lead you to resign.
Dear [manager's name],
I am submitting my formal resignation from my position as [your job title] at [company name], with my last working day being [date—two weeks from today].
This decision has been a difficult one, but I have realized that I need to prioritize a healthier work-life balance.
While I have appreciated the opportunities and experiences I’ve had at [company name], I have come to recognize that my current role does not allow me the flexibility I need at this stage of my life. I believe this change is necessary for my overall well-being and long-term career satisfaction.
I am committed to helping make this transition as smooth as possible over the next two weeks. Please let me know how I can assist, whether it’s training my replacement or completing any outstanding tasks.
Thank you for your understanding and support. I hope we can stay connected in the future.
Best regards,
[your name]
Resignation email for education or training
Pursuing further education or professional training is one of the most common reasons for a career change. Some employees choose to resign to enhance their skills and expand their career opportunities.
Dear [manager's name],
I am writing to submit my formal resignation from my position as [your job title] at [company name], with my last working day being [date—two weeks from today]. After careful consideration, I have decided to enroll in a master's program in [specific field] to further develop my skills.
This decision was not easy, as I have greatly valued my time at [company name] and appreciate all the support and opportunities I have received. However, I believe that this is an important step for my personal and professional growth.
I am committed to making this transition as smooth as possible over the next two weeks. Please let me know how I can assist in training my replacement or wrapping up any ongoing projects.
Thank you for your understanding and support. I have enjoyed working here and hope we can stay in touch.
Warm regards,
[your name]
Resigning for family reasons
Sometimes, family commitments, health concerns, or personal matters require us to step back from work and focus on what matters most at home.
Dear [manager's name],
I wanted to let you know that I need to resign from my position as [your job title] at [company name], effective [date—two weeks from today]. Due to a family situation involving a sick relative, I need to focus my time and energy on supporting them during this difficult period.
This wasn't an easy decision because I have truly enjoyed my time at [company name] and have appreciated all the support from you and my colleagues. However, I feel this is the right choice for my family right now.
I’m committed to helping with the transition over the next two weeks.
Thank you for understanding. I’m grateful for everything I’ve learned here and hope we can stay in touch.
Best,
[your name]
Resigning due to higher pay opportunities
Better compensation, improved benefits, or more appealing perks at another company can often be a strong motivator for resigning. Here’s a simple resignation email to help you articulate your thoughts.
Dear [manager's name],
I am writing to formally resign from my position as [your job title] at [company name], effective [date—two weeks from today]. After careful consideration, I have decided to accept a new job offer that provides better compensation and benefits.
This was not an easy decision, as I have enjoyed working at [company name] and have valued the opportunities and experiences I’ve had here. However, I believe this new position aligns more closely with my financial goals and long-term career aspirations.
I am committed to making this transition as smooth as possible over the next two weeks. Please let me know how I can assist in wrapping up my current projects or helping to train my replacement.
Thank you for your understanding and support.
Kind regards,
[your name]
Resigning when you lack job satisfaction
Looking for work that feels more fulfilling? Here’s a resignation email template to help you communicate your decision to your boss.
Dear [manager's name],
I am writing to formally resign from my position as [your job title] at [company name], effective [date—two weeks from today]. After much thought, I have realized that my current role no longer provides the job satisfaction I’m seeking. I feel that it's time for me to pursue opportunities that better align with my personal and professional goals.
I have enjoyed working with the team here and appreciate the support and experiences I've gained during my time at [company name]. However, I believe this change is necessary for my growth and happiness.
I am committed to ensuring a smooth transition over the next two weeks. Please let me know how I can assist in wrapping up my responsibilities or helping with the handover process.
Thank you for your understanding. I hope we can stay in touch and wish everyone at [company name] continued success.
Best,
[your name]
Resignation email for career change
Some individuals resign to switch industries or pursue a completely different career path aligned with their passions or interests.
Dear [manager's name],
I’m writing to let you know that I am resigning from my position as [your job title] at [company name], effective [date—two weeks from today]. After much reflection, I have decided to pursue a career in [new career path, e.g. educaiton], which is a field I am very passionate about and excited to explore further.
This wasn’t an easy decision because I’ve truly valued my time here at [company name] and the experiences I’ve gained working with this team. However, I feel that this career change is the right move for me at this point in my life.
I am more than willing to help ensure a smooth transition over the next two weeks, whether that’s completing my current projects or training someone new. Please let me know how I can be of help during this period.
Thank you for your understanding and support. I have greatly appreciated my time here and hope to keep in touch.
Warm regards,
[your name]
Resignation email before retirement
Reaching retirement age or deciding to retire early can prompt you to submit a resignation email.
Dear [manager's name],
I am writing to formally announce my retirement from my position as [your job title] at [company name], effective [date—typically giving a few weeks or months' notice]. After much thought, I have decided that it is time for me to retire and begin the next chapter of my life.
This decision comes with mixed emotions, as I have thoroughly enjoyed my time at [company name] and am grateful for the many opportunities and experiences I've had over the years. Working with such a wonderful team has been a highlight of my career, and I am thankful for all the support and friendship I’ve received.
In the coming weeks, I am committed to helping ensure a smooth transition. Please let me know how I can assist in wrapping up my responsibilities or training my replacement.
Thank you for all the incredible memories and support. I will cherish my time here and hope to stay in touch with everyone.
Warm regards,
[your name]
Resignation due to organizational changes
Restructuring, mergers, or changes in company leadership or culture can lead employees to leave if they feel misaligned with the new direction.
Dear [manager's name],
I am writing to formally resign from my position as [your job title] at [company name], effective [date—two weeks from today]. After much consideration, I have decided that it is time for me to move on due to recent organizational changes that have significantly impacted my role and career trajectory.
While I have greatly appreciated the time I've spent at [company name] and the opportunities to grow professionally, the recent shifts in the organization’s structure and direction have made me realize that it is best for me to explore new opportunities that align more closely with my career goals.
I am committed to making the transition as smooth as possible over the next two weeks. Please let me know how I can assist with training a replacement.
Thank you for the support and experiences I've gained during my time here. I am grateful for the relationships I have built and hope to keep in touch.
Best regards,
[your name]
Resignation email due to commute issues
Sometimes, a long or difficult commute just isn’t sustainable, especially when you're working in a different state. It can take a toll on your time and energy, leading many to look for jobs that are closer to home.
Dear [manager's name],
I am writing to inform you that I am resigning from my position as [your job title] at [company name], effective [date—two weeks from today]. This decision comes after much thought, as the long commute from a different state has become increasingly challenging for me.
I have truly enjoyed working at [company name] and am grateful for the experiences and opportunities I’ve had here. However, I believe it is best for my well-being and work-life balance to seek a position closer to home.
Over the next two weeks, I am committed to ensuring a smooth transition. Please let me know how I can help in wrapping up my current projects or helping train a replacement.
Thank you for your understanding and support.
Best regards,
[your name]
Resigning due to lack of growth opportunities
You may resign if you feel there are limited opportunities for advancement within the company.
Dear [manager's name],
I am writing to formally resign from my position as [your job title] at [company name], effective [date—two weeks from today]. After careful consideration, I have decided to pursue new opportunities that offer more potential for professional growth and development.
While I have appreciated my time at [company name] and the experience I’ve gained, I feel that my career has reached a plateau here. I am eager to take on new challenges that align with my long-term goals and allow me to continue advancing in my field.
I am committed to ensuring a smooth transition over the next two weeks. Please let me know how I can assist with wrapping up my responsibilities or training someone new.
Thank you for the support and guidance I’ve received during my time here. I hope we can stay connected and wish [company name] continued success.
Best regards,
[your name]
Resigning due to conflicts with management or colleagues
Persistent conflicts or poor relationships with managers or coworkers can create a hostile work environment, leading to resignation.
Dear [manager's name],
I am writing to formally resign from my position as [your job title] at [company name], effective [date—two weeks from today]. After much consideration, I have decided that it is in my best interest to move on due to the ongoing conflict I have faced with one of my colleagues.
I have appreciated the opportunities to grow and learn at [company name], but the work environment has become increasingly difficult for me to navigate. I believe it’s best for my well-being to seek a new role where I can thrive and contribute more effectively.
I am committed to ensuring a smooth transition during my remaining time here. Please let me know how I can assist in wrapping up my responsibilities or helping with the handover process.
Thank you for your understanding.
Best regards,
[your name]
Resigning due to company instability
Very often, financial instability, layoffs, or rumors of the company going under can make people leave in search of more stable employment.
Dear [manager's name],
I am writing to formally resign from my position as [your job title] at [company name], effective [date—two weeks from today]. This decision has not been easy, but I feel it is necessary due to the ongoing instability within the company, particularly with the recent massive layoffs.
I have valued my time at [company name] and have learned a great deal during my tenure here. However, the current uncertainty and changes have made it challenging for me to see a stable future with the organization. For my own professional and personal well-being, I believe it is best for me to seek new opportunities.
Please let me know how I can assist in wrapping up my projects or training my replacement.
Thank you for your understanding.
Best regards,
[your name]
Resignation email for freelance or self-employment opportunities
You may resign to start your own business or take on freelance work to have more control over your career.
Dear [manager's name],
I am submitting my resignation from my position as [your job title] at [company name], effective [date—two weeks from today]. Attached is my resignation letter.
After much thought, I have decided to start my own business in [your business field, e.g., graphic design], which has been a long-term goal of mine.
This decision was not made lightly, as I have thoroughly enjoyed my time at [company name] and appreciate all the opportunities and experiences I’ve had here. However, I am excited to take on this new challenge and pursue my entrepreneurial ambitions.
Over the next two weeks, I am committed to ensuring a smooth transition. Please let me know how I can assist in wrapping up my current projects or helping train my replacement.
Thank you for your support and understanding. I have valued my time here and hope we can stay connected.
Best regards,
[your name]
Resignation email for a sabbatical or a career break
You may decide to take a sabbatical or an extended break from work to travel, recharge, or spend time on personal projects. Here’s how you can word your motivation for leaving.
Dear [manager's name],
I am writing to submit my resignation from my position as [your job title] at [company name], effective [date—two weeks from today]. After much reflection, I have decided to take a an extended break from work to travel and recharge.
This was a difficult decision to make, as I have truly valued my time at [company name] and the experiences I’ve gained here. However, I believe this break is necessary for my personal growth and well-being.
I am committed to ensuring a smooth transition over the next two weeks and am happy to help in any way I can. Attached is my resignation letter with further details.
Thank you for your understanding and support. I have enjoyed working here and hope we can stay in touch.
Best regards,
[your name]
Resigning from an executive position
Executives may resign to take on new leadership opportunities, due to differences in vision with the board or stakeholders, or in response to a change in the company’s strategic direction.
Dear [board member/CEO’s name],
I am writing to submit my resignation from my position as [executive job title] at [company name], effective [date—typically giving a longer notice period, such as one month]. After much thought, I have decided to step down in order to pursue a new leadership opportunity that aligns more closely with my career goals and aspirations.
This decision has not been easy, as I have valued the time I’ve spent at [company name] and the work we’ve accomplished together. However, I believe this new opportunity will allow me to further develop my skills and take on new challenges in a way that aligns with my long-term vision.
I am committed to ensuring a smooth transition and am willing to assist in any way I can over the coming weeks. Please let me know how I can be most helpful during this period.
Thank you for your understanding and support. I have enjoyed working with [company name] and am grateful for the experiences and relationships I’ve built here.
Best regards,
[your name]
Tips for writing a professional resignation email
When writing a resignation email, remember that it’s still an email, so some basic rules apply. If you’re on friendly terms with your boss, it’s okay to use a less formal tone. Just make sure your language is professional but approachable.
Here are some tips to help you out:
- Use a standard email subject: Wondering what to title your resignation email? Don’t worry— it’s pretty straightforward, “Resignation + [your name].”
- Start with the right greeting: Choose a greeting that fits your relationship with your boss. If you’re on friendly terms, a casual “Hi [manager’s name]” is fine. If it’s more formal, stick with “Dear [manager’s or HR representative’s name].”
- Be clear and direct: Get straight to the point by clearly stating your intention to resign and your last working day. No need to beat around the bush—keep it simple.
- Be friendly but professional: Even if you’re using a more friendly tone, make sure your language remains professional. Avoid slang or overly casual phrases.
- Use contractions carefully: If you’re in a more casual work environment, feel free to use contractions like "I'm" or "I've" to make your email sound more conversational. However, if you’re resigning from a corporation, it’s better to stick to full verb forms to maintain a more professional tone.
- Proofread your email: Before you hit send, double-check for any spelling, grammar, or punctuation mistakes. A well-written email reflects your professionalism.
- Stay positive: Avoid criticizing the company. You want to leave on good terms, so focus on the positive experiences you’ve had.
- Double-check recipients: Make sure you’re sending the email to the right person or people. Double-check the email addresses, and remember that you might need to CC someone from HR as well.
- Follow up to confirm receipt: After you’ve sent your resignation email, it’s a good idea to follow up with your boss to make sure they got it and understand your plans. This shows you’re on top of things and helps avoid any misunderstandings.
- Offer to help with the transition: Let your manager know you’re willing to help make the transition easier. This shows goodwill and professionalism, even as you’re leaving.
- End on a positive note: Close with a friendly sign-off and wish the company well. It helps maintain positive relationships.
According to a Newsweek article, more Americans are quitting their jobs even with an uncertain labor market. This has led to a 14% increase in job applications on LinkedIn since last fall, with 85% of employees planning to look for a new job in 2024. Workers are increasingly confident in seeking higher pay, better work-life balance, and more fulfilling roles.
Mistakes to avoid in resignation emails
When crafting your email, consider the following:
- Avoid informal language or slang to remain professional.
- Keep personal information to a minimum—oversharing can come across as inappropriate.
- Keep any negative feedback or criticism out of your resignation email.
- Don’t share any sensitive or confidential company information.
- Don’t forget to include any key questions about the transition in your resignation email, as this is your chance to get formal answers.
- Don’t miss adding your contact details in your resignation email so colleagues can reach you if needed.
Conclusion
Writing a resignation email doesn’t have to be complicated. Just keep it clear, positive, and professional, and you’ll leave on good terms. Follow these tips to make your transition smooth and keep your relationships intact for the future.
Make one that's truly you.
