How to Write a Resignation Email: Sample Template & Examples

Leaving an organization that once supported your growth can be tough, but some things do not last forever. What matters most is to part ways on good terms and carry professionalism into your next chapter.

Ending employment positively can be achieved through a thoughtful resignation email, especially when an in-person meeting is not feasible. This guide shares how to write a resignation email, with templates and examples to help you create your own.

What is a resignation email?

A resignation email refers to an email that an employee sends to the employer to formally announce their decision to leave the company. Keep in mind that a resignation email only works in certain situations, as resigning in person is still considered the most professional approach.

In fact, a career expert recommends that "your boss should be the first person to know you're quitting. Schedule a meeting with them-ideally in person" and adds: "Try to do it face-to-face as best as you can."

It is only acceptable to resign through email if one of the following applies:

• You work remotely.
• You have a scheduling conflict that prevents an in-person meeting.
• You are sending it as a follow-up after a verbal resignation.
• You need to resign immediately.
• Your manager or HR is unavailable.
• Company policy requires written documentation by email.
• Health or personal emergencies prevent an in-person meeting.

Is it acceptable to resign by email?

It depends. As mentioned, it is only acceptable to resign by email if an employee has the right grounds to do so, such as the situations listed above. It is still best to resign in person whenever possible, unless your employment contract specifies otherwise.

A career expert noted that resignation should not be done over email, text, or Slack. However, if you are working remotely, resigning by email is generally acceptable, especially when it is the most practical option for you and the employer.

How to write a simple resignation email

Follow these steps when making a well written resignation email that is professional and respectful.

1. Write a clear subject line: The subject line should make it clear the email is about your resignation so your employer notices it quickly. A few examples of a good subject line include: Resignation - [Your Name] or Notice of Resignation - [Your Name].
2. Address the recipient with respect: Start your email with a polite greeting. This shows professionalism and sets the right tone. Use Dear [Manager's Name] instead of casual greetings.
3. State your intent to resign in clear terms: Make a clear statement so your employer does not have to guess your intentions. Be direct to ensure your message is understood and in the best interest of both you and the company. You can say: I am writing to resign from my position as [Current Job Title] at [Company Name] or The purpose of this email is to resign from my role as [Job Title].
4. Provide your last working day: Clearly state your final day of work and indicate how much notice you are giving according to your notice period. This allows your employer to plan for your replacement and keeps records accurate.
5. Remember to thank your employer: Expressing gratitude leaves a positive note and shows respect for the growth opportunity you were given. You can say: Thank you for all the support and experience I have gained during my time at the company.
6. Offer assistance with the transition: If possible, let your employer know you are willing to help with training or handover.
7. End the resignation email with respect: Finish your email politely with a formal closing. For example, Sincerely or Best regards. This helps you resign professionally and maintain a professional tone until the very end.

What not to include in a resignation letter or email

When writing a resignation email, your goal is to be professional, clear, and respectful. With that in mind, here is a list of things you should not include in your resignation email:

• Negative comments or personal grievances about your manager, coworkers, or the company.
• Personal complaints or long explanations about why you are leaving, such as pursuing a new career path, issues in professional relationships, or personal circumstances, should be avoided.
• Unprofessional language or emotional expressions.
• Sensitive details about new job offers or salary comparisons.
• Demands or ultimatums that could create conflict.
• Excessive details about unfinished work or problems in the company or with a former employer.

The best resignation email template

Use this template as your starting point, and customize the details based on your role and situation.

To: [Direct supervisor, manager, or employer email address]
Subject: Resignation - [Your Full Name]

Dear [Manager's name],

Please accept this email as formal notification of my intention to formally resign from my position as [Job Title] with [Current Employer or Company Name]. In line with my notice period, my last working day will be [Last Date].

I am thankful for the opportunities I've had here. Working with you and the team has been both rewarding and enriching, and I have gained valuable skills and experiences that have contributed to my professional growth and will continue to shape my career.

Over the next [Notice Period in Weeks], I will make every effort to ensure a smooth transition process. I am committed to finishing my work and helping hand it over to colleagues or my successor. Please let me know how I can best support this process.

Thank you again for the support and guidance throughout my time at [Company Name].

Sincerely,
[Your Full Name]

Resignation email examples

Now that you know what a resignation email looks like, check out these examples for inspiration for your own email.

• Example 1 To: thompson.james@tysolutions.com
  Subject: Resignation - Marv Agustin
  
  Dear Mr. Thompson,
  
  Please accept this email as formal notification that I am resigning from my current position as Senior Copywriter at TY Solutions. My last day of employment will be two weeks from today, December 1, 2025.
  
  Thank you for the opportunity to work here for the past five years. I have greatly appreciated my time with the company and wish you and the team all the best for the future.
  
  I am committed to ensuring a smooth transition during my final two weeks. Please let me know how I can help.
  
  Sincerely,
  
  Marv Agustin
• Example 2 To: ms.davis@simpletech.com
  Subject: Resignation - Maybelle Rose
  
  Dear Ms. Davis,
  
  I am writing to notify you of my resignation as a Software Developer at SimpleTech. My final day will be November 25, 2025, in accordance with my two-week notice period.
  
  I want to extend my sincere gratitude for the opportunities you have provided me during my three years here. I've truly enjoyed my time at Innovatech and am particularly grateful for the chance to work on the Phoenix Project, which taught me so much about agile development.
  
  I am committed to making this transition as smooth as possible. I will do my best to complete my current projects and am happy to help train my replacement.
  
  I wish you and SimpleTech all the best for the future.
  
  Best regards,
  
  Maybelle Rose
• Example 3 To: sarah@globalventures.com
  Subject: Thank You & Resignation - John Constantine
  
  Dear Sarah,
  
  This email is to formally notify you of my resignation from my role as Financial Advisor at Global Ventures, effective November 30, 2025.
  
  This was a difficult decision, as I have greatly enjoyed and valued my time here. After careful consideration, I feel it is time to move on. I am especially thankful for your mentorship and support in developing my skills, particularly in advanced data modeling. I also appreciate the opportunity to have contributed to the successful launch of the Alpha Fund last quarter.
  
  I am dedicated to ensuring a seamless handover before I leave. I am prepared to create a detailed document outlining the status of all my current projects and am willing to assist in training my successor.
  
  Thank you again. I wish you and the team the best.
  
  Sincerely,
  
  John Constantine

Saying goodbye can be difficult, but it can also be a meaningful step forward. If you are ready to move on, send a resignation letter or email resignation. However, according to experts, resign in person if possible to maintain positive relationships, since the professional world is small. Follow the steps above and stay professional. Whatever your reason for leaving, do not burn bridges.