How to Write a Resignation Email (Template Included)

Quitting a job isn’t always easy, and how you choose to leave can shape how people remember you. A resignation email gives you a chance to leave your current role professionally and respectfully. It’s your final impression—one that can affect future job references or even your next opportunity.

A resignation email is a simple message that lets your employer know you’re leaving the company. While it might feel easier to talk face to face, putting it in writing helps create a clear record of your decision. It also makes things easier for your manager and human resources team when handling your departure.

Sending a proper resignation letter or email shows maturity and responsibility. It tells your boss that you’re serious, respectful, and thoughtful about your career moves.

Know when to send a resignation email

Timing matters when it comes to a resignation email. The general rule is to give at least two weeks’ notice. In some rare cases, situations arise where you may need to leave your job immediately and give a no-notice resignation letter. This gives your employer enough time to find a replacement or adjust workloads.

There are also a few things to think about when deciding when to send it:

• Give notice early in the week. Mondays or Tuesdays are usually best. It gives your team the whole week to begin planning.
• Avoid sending it after hours. Try to send it during working hours when your manager is available to respond.
• Know who should receive it. In most cases, your direct manager should be the first to know. Some companies may also require you to send a copy to HR.

Being thoughtful about timing shows that you respect the company’s time and want to make the transition as smooth as possible.

Keep it short and professional

A resignation email isn’t the place to write a long message. It’s not a diary or a rant. It’s simply a formal note saying you’re leaving, when your last day will be, and that you’re grateful for the time spent there.

Here’s what you should avoid:

• Telling the whole story about why you’re leaving
• Talking about bad experiences
• Using casual or emotional language

Instead, stay calm and polite. A few well-written paragraphs are enough. Keep the focus on your departure, not the reasons behind it.

Use a clear subject line

Your subject line should be direct and easy to understand. This helps your manager know right away what the email is about. A confusing or emotional subject line can make things awkward or unclear.

Here are a few examples of simple subject lines:

• Resignation – [Your Name]
• Notice of Resignation – [Your Name]
• Resignation Email – [Your Name]

Avoid using subject lines like “I’m done” or “Goodbye forever.” Keep it clear and professional so your message gets the right attention.

Start with a polite greeting

Just like any formal message, your resignation email should begin with a respectful greeting. Use your manager’s name if you know it well. “Hi Sarah” or “Dear Mr. Johnson” works fine, depending on your company’s culture.

Even if you’re frustrated or unhappy, there’s no need to show it here. A polite greeting sets the tone for the rest of the message and shows that you’re approaching the situation with maturity.

Say you’re resigning and give your last working day

After your greeting, get straight to the point. Let your manager know that you’re resigning from your position, and clearly state your last working day. This helps avoid any confusion and gives the company time to plan.

For example:
“I’m writing to let you know that I’m resigning from my role as [Job Title], and my last day will be [Date], two weeks from today.”

You don’t need to explain why you’re leaving unless you want to. In most cases, it’s better to keep the focus on your final day and offer a smooth transition.

Say thank you

Even if your job wasn’t perfect, it’s important to leave on a positive note. A few words of thanks in your resignation email can go a long way. Try to find something you appreciated about the experience. Maybe it was the people you worked with, the skills you gained, or a project you enjoyed.

Here are some simple ways to show appreciation:

• “Thank you for the opportunity to be part of the team.”
• “I’ve learned a lot during my time here, and I’m grateful for the experience.”
• “I appreciate your support and leadership throughout my time at the company.”

This small gesture helps you leave gracefully. It also shows that you recognize the value of your time with the company, even as you move on.

Offer help during the transition

Letting your team know you’re willing to help before you go shows professionalism. You don’t have to promise too much. Just offer to help where you can—whether that means finishing current tasks, training a replacement, or writing handover notes.

You can say something like:

• “I’m happy to assist with the transition over the next two weeks.”
• “Please let me know how I can help wrap up my work.”
• “I’ll do my best to make the handover process as smooth as possible.”

This shows that you care about the team and want to leave on good terms. It also leaves the door open for future connections.

End with a warm closing

Finish your resignation email with a simple, kind closing. This keeps the tone polite and professional all the way through. You don’t need to write much—just a short, friendly ending.

Good examples of how to close include:

• Best regards
• Sincerely
• Thank you again
• All the best

Below your closing, add your full name. If you’re not sure your manager has your personal email or phone number, you can include that too.

Check your tone, spelling, and grammar

Before you hit send, take a minute to read your resignation email out loud. Make sure it sounds respectful and clear. Watch out for emotional language or anything that might come across the wrong way.

Check for:

• Typos or spelling errors
• The right tone (calm and polite)
• A clear structure that’s easy to follow

Remember, this email might be saved in your employee file or shared with others in the company. It’s worth making sure it’s clean and professional.

Sample resignation email template

If you’re not sure where to start, here’s a sample resignation email you can use as a guide. Feel free to adjust it based on your situation.

Final tips before you hit send

Before sending your resignation email, do a final check. Make sure you’ve included all the important points: your resignation, your last day, a thank-you, and an offer to help. Confirm you’re sending it to the right person, and make sure your message is polite and easy to read.

Once everything looks good, send it with confidence. A well-written resignation email shows that you’re thoughtful, professional, and ready for your next step.

Sara Duerr

Sara has been in the career development field for over 10 years and has a wealth of knowledge to share. She covers topics such as resume writing, job search strategies, interview techniques, career planning, and more. You can connect with her on LinkedIn and Medium. She has curated our free downloadable resume templates for Word and resume templates for Google Docs.