Resignation Email: How to Write It Professionally + 9 Templates
Leaving a job is an important professional decision. Whether you're moving to another company, changing careers, taking a break, or leaving for personal reasons, it's important to communicate your resignation clearly and respectfully.
A professional resignation email should clearly state your decision to leave, mention your intended last working day, and provide any information your employer needs to manage the transition.
In most situations, a resignation email doesn't need to be long. A concise, professional message is usually enough.
This guide explains how to write a resignation email and includes 9 practical templates for different situations.
Note: Notice periods and resignation procedures can vary by employer, employment contract, and applicable rules. Before submitting your resignation, check your employment agreement and follow your company's required process.
Quick Resignation Email Template
If you need a simple resignation email, you can customize the template below.
Subject: Resignation – [Your Name]
Dear [Manager's Name],
I am writing to formally resign from my position as [Job Title] at [Company Name].
In accordance with my notice period, my intended last working day will be [Date].
I appreciate the opportunities and experience I have gained during my time with the company. I will do my best to complete my current responsibilities and ensure a smooth handover before my departure.
Thank you for your support and guidance.
Kind regards,
[Your Name]
How to Write a Professional Resignation Email
A resignation email should be clear, direct, and respectful. You don't need to explain every detail behind your decision.
A professional resignation email generally includes:
- A clear statement of resignation
- Your job title
- Your intended last working day
- A brief statement about the transition
- A professional closing
Here is what to consider when writing each part.
1. Choose a Clear Subject Line
Your subject line should make the purpose of the email immediately clear.
Good examples include:
- Resignation – [Your Name]
- Formal Resignation – [Your Name]
- Resignation Notice – [Your Name]
- Resignation Letter – [Your Name]
- Resignation – [Job Title]
- Resignation – Last Working Day [Date]
Avoid vague subjects such as "Important Update" or "Regarding My Job."
A clear subject makes it easier for your manager or HR team to identify the email.
2. Clearly State Your Resignation
Your manager should not have to search through the email to understand why you're writing.
You can simply say:
I am writing to formally resign from my position as [Job Title] at [Company Name].
Or:
Please accept this email as formal notice of my resignation from my position as [Job Title].
Keep this part straightforward.
3. Mention Your Last Working Day
Your employer needs to know when you intend to leave.
For example:
My intended last working day will be [Date], in accordance with my notice period.
Before selecting a date, check your employment agreement and company policy.
If you're unsure about your notice period, contact HR or review your employment documents before sending the resignation.
4. Decide Whether to Include Your Reason
You don't necessarily need to explain why you're leaving.
If you want to include a reason, keep it brief and professional.
For example:
I have decided to pursue a new professional opportunity.
Or:
I have decided to move in a different direction with my career.
You generally don't need to include complaints, disagreements, or lengthy personal explanations in your resignation email.
If your employer requires a specific reason, follow the applicable company process.
5. Mention the Handover
A short statement about your transition can show that you're taking your responsibilities seriously.
For example:
I will ensure that my current responsibilities are properly handed over before my last working day.
Depending on your role, you may also mention that you'll document ongoing work, complete priority tasks, or brief the person taking over your responsibilities.
6. End on a Professional Note
You can keep the closing simple.
For example:
Thank you for the opportunities and experience I have gained during my time with the company.
Then finish with:
Kind regards,
[Your Name]
Resignation Email Subject Line Examples
| Situation | Subject Line |
|---|---|
| Standard resignation | Resignation – [Your Name] |
| Formal resignation | Formal Resignation – [Your Name] |
| Notice | Resignation Notice – [Your Name] |
| Simple resignation | Resignation – [Your Name] |
| Immediate resignation | Immediate Resignation – [Your Name] |
| Resignation to manager | Resignation – [Job Title] |
| Final date included | Resignation – Last Working Day [Date] |
| Handover included | Resignation and Transition Plan – [Your Name] |
For most situations, "Resignation – [Your Name]" is clear and professional.
9 Professional Resignation Email Templates
The best resignation email depends on your circumstances. The following templates can be customized with your own details.
1. Standard Resignation Email
Subject: Resignation – [Your Name]
Dear [Manager's Name],
I am writing to formally resign from my position as [Job Title] at [Company Name].
In accordance with my notice period, my last working day will be [Date].
I appreciate the opportunities and experience I have gained during my time with the company. I will make every effort to complete my current responsibilities and ensure a smooth handover before my departure.
Thank you for your guidance and support.
Kind regards,
[Your Name]
2. Resignation With Two Weeks' Notice
Subject: Two Weeks' Notice – [Your Name]
Dear [Manager's Name],
Please accept this email as formal notice of my resignation from my position as [Job Title].
I am providing two weeks' notice, with my intended final working day being [Date].
During my notice period, I will focus on completing priority tasks and ensuring that my responsibilities are properly handed over.
Thank you for the opportunities and professional experience I have gained during my time at [Company Name].
Best regards,
[Your Name]
Note: Don't assume that every employer requires two weeks' notice. Check your employment agreement and company policy before using this template.
3. Short Resignation Email
Subject: Resignation – [Your Name]
Dear [Manager's Name],
I am writing to formally submit my resignation from my position as [Job Title] at [Company Name].
My last working day will be [Date], in accordance with my notice period.
Thank you for the opportunities and experience I have gained during my time with the company.
Kind regards,
[Your Name]
This version is suitable when you want to keep your resignation message brief and straightforward.
4. Resignation for a New Job Opportunity
Subject: Resignation – [Your Name]
Dear [Manager's Name],
I am writing to formally resign from my position as [Job Title] at [Company Name].
I have decided to pursue a new professional opportunity that aligns with my career goals. My intended last working day will be [Date], in accordance with my notice period.
I am grateful for the experience and opportunities I have received during my time with the company.
I will do my best to ensure a smooth transition before my departure.
Thank you for your understanding.
Kind regards,
[Your Name]
5. Resignation Without Giving a Reason
Subject: Formal Resignation – [Your Name]
Dear [Manager's Name],
Please accept this email as formal notice of my resignation from my position as [Job Title].
My last working day will be [Date], in accordance with the required notice period.
I appreciate the opportunities and professional experience I have gained during my time at [Company Name].
I will ensure that my current responsibilities are properly handed over before my departure.
Thank you for your understanding.
Best regards,
[Your Name]
You don't generally need to provide a detailed explanation for your resignation unless your employer specifically requires one.
6. Immediate Resignation Email
Subject: Immediate Resignation – [Your Name]
Dear [Manager's Name],
I am writing to formally resign from my position as [Job Title], effective [Date].
Due to [brief reason, if appropriate], I am unable to complete the usual notice period. I understand that this may affect the team, and I apologize for the short notice.
I will provide any necessary information that may help with the transition.
Thank you for your understanding.
Kind regards,
[Your Name]
Important: Before submitting an immediate resignation, review your employment agreement and company policy. Your employer may have specific requirements concerning notice periods, early release, or other exit procedures.
7. Resignation for Personal Reasons
Subject: Resignation – [Your Name]
Dear [Manager's Name],
Please accept this email as formal notice of my resignation from my position as [Job Title] at [Company Name] due to personal reasons.
My intended last working day will be [Date], in accordance with my notice period.
I appreciate the opportunities and experience I have gained during my time with the company.
I will make every effort to complete my current responsibilities and ensure a smooth handover before my departure.
Thank you for your understanding and support.
Best regards,
[Your Name]
8. Formal Resignation Email to HR
Subject: Formal Resignation – [Your Name]
Dear HR Team,
I am writing to formally submit my resignation from my position as [Job Title] at [Company Name].
My intended last working day is [Date], in accordance with my notice period.
I will complete the necessary handover and follow the company's required exit procedures.
Please let me know if there are any forms, documents, or other formalities I need to complete.
Thank you for your assistance.
Kind regards,
[Your Name]
Employee ID: [Employee ID]
9. Resignation Email With a Handover Plan
Subject: Resignation and Transition Plan – [Your Name]
Dear [Manager's Name],
Please accept this email as formal notice of my resignation from my position as [Job Title].
My last working day will be [Date].
During my notice period, I will focus on completing priority tasks, documenting ongoing work, and handing over my responsibilities to the appropriate team members.
I will also be available to answer reasonable questions and provide relevant information during the transition.
Thank you for the opportunities and experience I have gained during my time at [Company Name].
I appreciate your support and wish the team continued success.
Best regards,
[Your Name]
Before You Send Your Resignation Email
Before clicking Send, take a moment to check the following:
- Check your employment agreement and notice period.
- Confirm your intended last working day.
- Follow your company's resignation procedure.
- Check whether your manager, HR, or both should receive the resignation.
- Prepare a basic handover plan if necessary.
- Check names, dates, and job titles.
- Proofread the email.
- Keep a copy of your resignation and any confirmation you receive.
These simple checks can help prevent confusion during the transition.
What to Do After Sending Your Resignation
Sending your resignation email is only one part of the transition. You may also need to complete several practical tasks.
1. Confirm Your Notice Period
Make sure your proposed last working day is consistent with your employment agreement and company policy.
If you're unsure about the date, ask HR or your manager rather than making assumptions.
2. Organize Your Current Work
Create a simple list of:
- Current projects
- Pending tasks
- Important deadlines
- Regular responsibilities
- Relevant contacts
- Important files or documents
This information can make the handover easier.
3. Prepare Your Handover
If another employee will take over your responsibilities, provide the information they need to continue the work.
Depending on your role, this may include project status, upcoming deadlines, recurring tasks, important contacts, and relevant documentation.
4. Complete Exit Formalities
Your employer may have an exit process involving HR forms, company equipment, access credentials, payroll, benefits, or other documentation.
Follow the instructions provided by your employer.
5. Keep Communication Professional
Even if you're unhappy with your job, keep your resignation and transition-related communication respectful.
If you have detailed feedback or concerns, your company may have a separate exit interview or feedback process for that purpose.
Resignation Email vs. Resignation Letter
A resignation email and a resignation letter can communicate the same basic decision, but your employer may have different requirements.
| Resignation Email | Resignation Letter |
|---|---|
| Sent electronically | Usually provided as a formal document |
| Convenient for workplace communication | May be used for formal records |
| Can be brief and direct | Often follows a formal letter format |
| May be accepted by the employer | May be specifically required |
| Easy to send to a manager or HR | Can be signed and stored as a document |
Some employers accept an email as formal resignation, while others require a signed letter or HR form.
Always follow your employer's required resignation process.
Common Resignation Email Mistakes to Avoid
1. Writing an Emotional Email
Leaving a job can be stressful, but your resignation email should remain professional.
Avoid turning the resignation message into a long list of complaints or frustrations.
2. Forgetting Your Last Working Day
Your manager should not have to guess when you intend to leave.
Clearly mention your intended final working day.
3. Sharing Too Much Personal Information
You don't need to explain every detail behind your decision.
If you choose to provide a reason, keep it brief and relevant.
4. Assuming Your Notice Period
Different employers can have different notice requirements.
Check your employment agreement and company policy before deciding on your final date.
5. Criticizing Your Employer
A resignation email is generally not the best place for detailed complaints or criticism.
If you want to provide feedback, use the appropriate company process.
6. Sending the Email Without Proofreading
Before sending, check:
- Manager's name
- Job title
- Company name
- Notice period
- Last working day
- Spelling and grammar
7. Forgetting to Keep a Copy
Keep a copy of your resignation email and any acknowledgment or confirmation from your employer for your records.
Best Practices for a Professional Resignation Email
Keep these points in mind:
- Be clear: State your resignation directly.
- Be concise: Avoid unnecessary explanations.
- Mention your final date: Make your intended last working day clear.
- Check your notice period: Refer to your contract and company policy.
- Offer a handover: Help make the transition easier where appropriate.
- Stay respectful: Keep your communication professional.
- Proofread: Check dates and other important details.
- Keep a copy: Save your resignation and confirmation.
A good resignation email doesn't need to be complicated. Clear communication, accurate dates, and a respectful tone are usually the most important elements.
Frequently Asked Questions
Can I resign from my job by email?
Some workplaces accept resignation by email, while others require a formal letter, HR form, or another process.
Check your employment agreement and company policy before submitting your resignation.
What should I include in a resignation email?
A professional resignation email normally includes your resignation statement, job title, intended last working day, and a brief statement about the transition.
You don't need to provide a lengthy explanation.
How much notice should I give when resigning?
Your required notice period depends on your employment agreement, company policy, and applicable employment requirements.
Don't assume that two weeks is always the correct notice period.
Should I explain why I'm resigning?
You don't generally need to provide a detailed reason unless your employer requires one.
If you choose to mention your reason, keep it short and professional.
Should I thank my manager in a resignation email?
A brief expression of appreciation is usually appropriate, especially if you've had a positive working relationship.
For example:
Thank you for the opportunities and experience I have gained during my time with the company.
Can I resign immediately?
An immediate resignation may have contractual or other employment consequences depending on your circumstances.
Review your employment agreement and company policy before leaving without completing the required notice period.
Should I send my resignation email to HR or my manager?
Follow your company's resignation procedure.
Some organizations ask employees to notify their manager and then submit the resignation to HR. Others have a specific HR process.
Is a resignation email the same as a resignation letter?
Not necessarily.
Some employers accept an email as a formal resignation, while others require a separate resignation letter or document.
Follow the requirements of your workplace.
What should I do during my notice period?
Use your notice period to complete priority work, organize documents, update project information, and hand over your responsibilities.
A well-prepared transition can make the process easier for both you and your employer.
Can I withdraw my resignation after sending it?
You can ask your employer whether your resignation can be withdrawn, but whether it can be withdrawn depends on the employer and circumstances.
If you change your mind, speak with your manager or HR as soon as possible.
Final Thoughts
Writing a resignation email doesn't need to be complicated.
The key is to clearly communicate your decision, provide the appropriate notice, mention your intended last working day, and remain professional throughout the transition.
Before sending your email, check your employment agreement and company policy, confirm your final date, and prepare a basic handover plan if necessary.
Choose the template that best matches your situation, replace the placeholders with your information, proofread the email, and follow your company's resignation procedure.
If you're preparing another workplace request, you can also explore our Medical Leave Application, Emergency Leave Email, Leave Extension Email, or Maternity Leave Application guides.
A Simple Way to Draft a Professional Email
If you know what you want to communicate but don't want to start from a blank page, InstantMail can help you create a professional starting draft.
Choose:
Recipient → Reason → Tone → Length
InstantMail generates a draft based on your selections. You can review it, make any changes you need, and copy the final version.
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