Resignation emails are a way for employees to tender their resignations in an organized and professional manner. While writing the ideal resignation email might be challenging, it is not impossible.
The following are expert recommendations for writing a resignation email:
Managing Director, Vero HR
Include your notice period and the date you plan to leave
Any method you choose to resign should always be professional and polite, no matter the circumstances of your leaving. You should always try to leave a job on a positive note so that you can rely on that employer for a positive reference should you need it in the future.
A resignation email is not an opportunity to make any complaints about your role, employer, or colleagues – it is a statement of your intent to leave.
There may be an opportunity down the line to voice any concerns you have and provide feedback if you think there’s room for employment, usually in an exit interview held by your HR department.
You should make sure to send your resignation email to both your employer and the HR department so all relevant parties are included.
Your subject line should be concise – something like “Resignation from [Your name]” so it’s clear what the message is about. You’ll need to include all of the important information in your resignation email, including your notice period (you should check your employment contract for the specific period) and the date you plan to leave.
You don’t need to go into the details about why you’re leaving. If you’re leaving because you had a bad experience in the role or because you had a better offer elsewhere, you shouldn’t include this in your resignation email. You should always keep it professional and succinct, only keeping to relevant information.
If you enjoyed your time in the role and you’re leaving because of a change in family circumstances, for example, then it might be appropriate to include a short statement about this. You should also include a sentence or two expressing your gratitude for the experience you’ve had in the role.
You should use your resignation email as an opportunity to ask questions about the next steps now you’ve handed in your notice. It might be that you’ll be needed to provide support or training for a new employee, or there might be specific projects that your employer will want you to focus on before you leave.
You could also ask logistical questions about when you will receive your last paycheck and information about any outstanding holiday days you may have left to take. You should include contact details, like your personal email address, so they can contact you after you’ve left so you can discuss such matters with them.
Example resignation email:
Please accept this email as my resignation from [Company]. Following the four-week notice period, my final day at the company will be on [final date].
I would like to thank you for all of the opportunities that have been provided to me during my time here. I have learned so much and have gained a lot of useful experience to take with me on my next role. I really appreciate the support I’ve received from [Company] and my colleagues.
Please let me know what I should focus on in my last weeks to help make the transition easier.
In the future, you can contact me on [personal email address] or [personal phone number], if needed.
Thank you again for your support.
With best wishes,
Executive Career Advisor and Founder, ExecutiveResumeWriters
Write it in a professional manner
You’ve decided it is time to move on. How you communicate the move is an important reflection on you, and it impacts your career long term.
Ideally, your resignation should be handled in person, preferably on a regular afternoon, not on a day when an important project deadline is due or some big meeting is taking place. Simply walk into your manager’s office and ask if you can speak privately.
We all know that in today’s remote environment, an in-person meeting isn’t always possible. In that case, a short online meeting with your supervisor is the appropriate way to announce your resignation.
Regardless of your meeting method, a resignation should always be followed by a well-crafted email that preserves and promotes your professionalism.
Your written notice should be scripted to include the following points:
- You’ve accepted an offer at another firm, if applicable. (Note that you don’t say, “I‘m thinking about accepting another offer.” Be definitive.)
- You are giving your two-week notice.
- You want to make this a smooth transition for your manager and the company.
March 15th, 2022
Today I am giving you notice that I have accepted another position and my last day with the firm will be March 31st.
I appreciate the opportunities you’ve given me over the years. This has truly been a great experience, and I have enjoyed working with you and the team. My time here has been fulfilling both personally and professionally.
Over the next two weeks, my goal is to make the transition as smooth as possible for you and the team. To that end, I’ve laid out a plan that should help keep things running smoothly and make for an easier hand-off of responsibilities.
Jordan P. Smith
By taking the time to go through the proper channels and provide a thoughtful resignation email, you can preserve valuable professional relationships, maintain a high-quality reputation, and transition into your next position like a pro.
Resignation letter should be written in a plain and unambiguous manner
“I am notifying my resignation effective from [date],” for example, should be written in a plain and unambiguous manner in the resignation letter. It should exclude the possibility of counteroffers. You should thoughtfully allow your supervisor sufficient time to fill the post.
Additionally, you can consider volunteering your time to train the new employee if necessary.
[Respected Title/Name/Last name],
This letter acts as my notice of resignation from the [position name] at [business name]. My final day of employment will be [insert date here]. This includes the [insert number of weeks] notice period.
Resigning from [organization’s name] is a difficult choice. Due to some personal duties, I am compelled to do so. My resignation should not be interpreted as a sign of unhappiness with my job, role, or management.
Indeed, I’d like to take this occasion to express my gratitude to each and every member of [business name] for their mentorship and assistance. You, in particular, have been instrumental in my professional progress.
I am aware of the obligation to provide professional assistance to my successor until I retire. I promise to give them my undivided attention till then. I intend to make the transition as painless as possible.
Additionally, I am available for assistance at any time and have included my contact information so that you may contact me if necessary.
I would appreciate it if you could email me information regarding the final work schedule and employee benefits, for example.
Managing Director, Nexus IT Group
It should show gratitude and thankfulness
Avoid using harsh language, especially if you’re leaving for bad reasons. Rather than that, express gratitude to your immediate boss for providing you with the new position as a result of the professional expertise you got while working on his job, etc.
Typical examples include: “I will always be grateful to you for all of your professional assistance and support, and I believe that my coworkers are as accommodating as you and [names of colleagues]” and similar expressions. Sign the letter using your first name.
Employee resignation letter template:
[Your mailing address]
[Your contact information]
[Name of the Company]
[Name of the Company]
Dear [manager/first individual’s name],
Please take this letter as a formal notification of my resignation from [name of position] at [name of company]. On [date], I will resign. This includes the [number of weeks]-week notice period.
As you are probably aware, the reason for my leaving [this is optional; you may state that you have accepted a new position at Xyz Company or that you are relocating, for example].
[This is where you can express gratitude to your manager for assisting you in obtaining the new position, as you got valuable experience working with him].
I’d like to express my gratitude for the several possibilities I’ve received with this organization. I’d like to express my gratitude to [names of coworkers] for their assistance and guidance, as well as [describe great workplace experiences].
I wish you and [business name] the best of luck in the future. Kindly notify me if I can be of assistance throughout the transition and in assisting my replacement in assuming their new responsibilities.
[Remind the new person that you will coach them even after your final date]. [Ask how you can repay any debts or accruals on assets you may have acquired from the business].
Once again, many thanks for everything.
Software Engineer, Journalist, Radio Host, and Founder
Keep it in a positive note, no matter how bad things were
Whether you work in a hospital or a coffee shop, you should prepare a resignation letter since it is the professional thing to do.
A resignation letter informs your supervisor that you are leaving the company and that you will be replaced and your responsibilities will be assumed by someone else. Simply put, if you don’t have one, don’t resign.
Moreover, a resignation letter helps you end things on a positive note, no matter how bad things were. Whether you’re resigning for a new job or just taking a break, it’s important to maintain the connections you’ve built whilst you worked at the company because you never know when they might come in handy.
Here’s a sample that you can use while writing your resignation letter:
[Name of the person who it’s addressed to]
[Designation of the person who it’s addressed to]
Dear [Name of the person who it’s addressed to],
Please accept this letter as formal notice of my resignation as a [your role]. My last day of work will be on [date you’re going to resign on].
I received an offer to work as a [new role] for a Fortune 500 firm, and after much thought, I’ve decided that this is an opportunity too good to pass up.
Over the previous three years, it has been a pleasure to work with you and your staff. Collaboration with you to [mention some of your achievements at the company], was one of the highlights of my career.
I wish you much success with your [any future projects that the company is working on]. Your company is primed for continuing expansion.
I’d like to assist in the transition of my responsibilities so that systems continue to run well when I leave. I am willing to assist in the recruitment and training of my replacement, and I will ensure that all reporting and records are updated prior to my departure.
Thank you, [Name of the person to who it’s addressed], for providing me with the opportunity to work for [Company Name]. I wish you and your team the best of luck, and I hope to keep in touch with you. You can reach me at [email address] or [phone number].
Founder and CEO, Convrrt
The letter should be free of negativity
The letter should be free of negativity, as it will be filed in your personal file. That being said, you never know when you could run across the same human resources personnel in the future. As a result, preserving all of your bridges is preferable rather than burning them down. Positive phrases can assist you in accomplishing this.
Employers usually contact their former employers for employment verification purposes. Of course, you must take note of this. If you include negative statements in the letter, you can be assured that it will not go down well with employers who have been asked to vouch for you.
[Your Name] [Your Last Name], [Your Position], and [Company][The date on which you are sending the letter]
[Name of Supervisor] [Last Name of Supervisor]
[Title of Supervisor]
Greetings, [Supervisor’s Name or Last Name]
I am writing to resign from the position of [Your position] at [Company], effective [Today’s date].
It’s been an honor to work with you and the entire [business name] [department name] team for the last [number of years you’ve been at the position].
I’ve evolved professionally and personally during my time here [a perk of the job]. I’d like to express my gratitude to you for [anything your boss assisted you with] throughout my tenure at [business].
You have my whole attention and cooperation in ensuring a seamless shift of responsibility. Kindly notify me if I can be of further assistance.
[Your Name] [Your last name]
Marketing Executive, CV Maker
Firstly, a resignation email and letter are two different ways to give a notice period before you leave. You can consider the email to be less formal than the other.
Here is a basic format to draft a resignation email:
The first paragraph should mention your resignation details.
You can mention your experience during the entire tenure in the second paragraph. You can show gratitude for the numerous opportunities available.
The concluding paragraph should highlight your future aspirations. You can request a recommendation letter for other prospective employers as well.
Here are some tips to draft a good resignation email:
- The subject line should mention resignation and your name.
- Give a notice period.
- Notify the date of resignation to remove any ambiguities.
- Be short and concise.
- Be grateful for all that you learned in your tenure.
Here is an example:
I am writing to inform you that I shall resign from my position on [date].
I would like to thank you for the wonderful learning experience at the company. I can never be grateful enough for your guidance in the past years. All my colleagues have helped me excel in my professional life.
Let me know if I can assist you in training or hiring someone else for a smooth transition. You can contact me at [email].
Thank you for your support and encouragement.
Co-Founder, Photography for Real Estate
It should be reassuring and supportive
The resignation letter must guarantee your supervisor’s full cooperation during the notice period. Include your contact information with a remark that you can be reached even after you have resigned and that you will be pleased to answer questions and perform the complete knowledge transfer to your successor both before and, if necessary after you leave.
Template for resignation letter:
[Your Residential Address]
[Village, State/Province, and Country]
[Your Contact Information]
[Your Email Address]
[Name of Employer Contact]
[Title of Employer]
[Name of Employer]
Dear [Employer Contact Name],
I am writing to give you formal notice of my resignation from The Company. My departure date is set for Jan 19, 2018, two weeks from today.
This was not an easy decision, and I am grateful for your support throughout my tenure at The Company. I am really appreciative of the experience, training, and knowledge I have obtained over the last five years. It’s been a joy collaborating with you and the rest of the team.
Kindly notify me if there is any way I can assist you throughout this changeover. I wish you continued success with the company.
Be professional and appropriate
Not all goodbyes are heartbreaking, especially with new opportunities awaiting your career. However, let’s be professional and give an appropriate closure by sending a two-week notice, and the last and crucial part is a resignation.
As a founder, writing a resignation email must include the following essential details:
- subject line
- the email creation date
- manager’s name
- departure date
- resignation details
- contact information
Also, for further explanation regarding writing a resignation email, here’s the example below:
Email Subject Line: [Your Name] Resignation
January 14, 2022
This email is to inform you that this is my formal resignation from my role here as [job role]. My final day will be [date] two weeks from today.
Thank you for the great memories and company opportunities given to me. I am grateful for all your support during my time here, and I appreciate all the things and valuable experiences you do for me. It has been a pleasure working with you, the team, and the company.
Please let me know if you have more clarification regarding the transition. You can always contact me with this information [contact details]. I wish you all the best in life.
I think leaving a company is always a difficult step. Even if you have a better project than the one you had with your current job. A resignation letter is a document you use to formally inform your employer that you are leaving the company.
Here’s my exemplary resignation letter:
[Name of the company where you are an employee]
Dear [name of manager or person in charge of HR],
I hereby formally communicate my resignation from the position of [your current position in the company]. I am grateful to have worked in this company during this time. I recognize all the personal and professional growth that I have had in working with you and the excellent professionals who have accompanied me on this path.
As we discussed previously, the reasons that led me to end the employment contract are professional in nature, seeking opportunities that are important for my career. I’m sure we’ll keep in touch.
I will comply with the notice period from [advance notice start date] to [notice end date].
[Place and date]
[Your full name]
Chief Marketing Officer (CMO), FMX
Extend your appreciation
Regardless of how much you loathe your job or coworkers, you had a consistent paycheck and the chance for growth and learning. I could envision leaving this out only if you were abused or the work climate was particularly toxic—otherwise, express gratitude to your leader for your time at the organization.
If you care about your coworkers enough to want to stay in touch, or if you want to retain a positive relationship with them for future connections, write them a separate email with identical details explaining why you’re going, thanking them for their time, and letting them know how they can contact you once you’ve departed.
Here is a sample resignation letter to assist you in getting started. You do not need to reproduce this exactly (in fact, you should not—infuse it with your own personality!). However, this template will help you get started.
[Your Name] Subject Line (if emailed): – Resignation
[Date] (if printed):
Respected Mr./Ms./Mx. [Last Name],
I am writing to officially resign from [Company Name], as I have accepted a position that will provide the type of career progression I am seeking at the moment. [Date] will be my last day at the office.
Kindly notify me if there is any way I can assist you during this transition period—I am available to assist you in any manner I can. We appreciate everything you’ve done to assist and encourage me throughout my time here. I’m honored to have served this firm and our clients, and it’s been a pleasure working with you and the team.
Higher Ed Consultant
Put some consideration into your resignation letter
Over the course of my career, I have supervised employees at all levels of the organization and mentored many students and new to mid-level employees.
In today’s culture, it is expected that an individual will change jobs as their career develops. Resignations are often submitted by email. You may need a future reference from your current supervisor or wish to return to work for this employer.
Therefore, it is important to put thought into your resignation message, as bad decisions in the resignation email can have unintended negative ramifications years later.
Here are my top five tips for writing a resignation email:
- Be gracious. Lead off with a statement about how much you enjoyed your current organization/job/supervisor and something you learned from the position.
- If you have accepted another position, provide that information.
- State your last date of work, but give appropriate notice. Depending on your level in the organization, that may be a week, a month, or more.
- Offer to help train your replacement.
- If you are relocating, provide contact information. They need to know where to send your final pay and tax forms.
Follow these tips and you can move on while maintaining good working relationships with those you are leaving behind.
Related: Building Strong Work Relationships
Head of People, Tidio
Here are some steps one can consider:
End things on a positive note
It’s always nice to end things on a positive note. There are certain things you are grateful for when it comes to your job, and it’s nice to reflect and mention them in your letter. This small gesture will allow for a more peaceful transition and also help you close this chapter of your life filled with positive emotions.
For example: “Thank you for the opportunity to learn from some of the best professionals in the field. I really appreciate the experience and knowledge I gained from our work together.“
Remember that you don’t have to explain anything
There is really no need to go into detail about why you are leaving, how it impacts you, what you are doing next, and so on. Such information can be included only if you feel very comfortable sharing it. Otherwise, just mention the date of your resignation, and keep the whole message brief and positive.
Leave your contact details
You might want to stay in touch with your colleagues and keep them in your network. For this reason, it’s a nice idea to leave something other than your work email address that will be deactivated soon. Your social media (e.g., Linkedin) or your personal email address could do nicely.
Strive to be polite and professional
When writing a resignation email, you should strive to be polite and professional while including all the information relevant to your resignation.
Your aim should be to leave your job on a positive note. Considering that you may need a letter of reference from your former employer at some point, it pays to leave on good terms.
Dear [Manager’s name],
I am writing to notify you of my intention to resign from my position as [job title] with [company name]. I am giving my full notice period and my final day will be [date].
I am grateful for the opportunity to have worked in my position. I have enjoyed my time here and learned a lot from working with you and my colleagues.
During the upcoming [notice period], I will ensure that the transition is as smooth as possible and I will give my full assistance to my replacement. Please let me know if there is anything more I can do to help in this process.
HR Director, Knobs
Ensure that your tone is correct
The resignation letter is a statement of intent, and it’s important to remember that your exit from the company doesn’t have to be a bad one.
What you write in this letter is a reflection of your character as well as that of the company, so it’s important to be professional and courteous. Make sure you get the tone right – it’s business, but not so formal that your words lose their impact.
Check this example:
I am writing to let you know I am resigning from my position as Sales Assistant with ABC Company. My last day will be on May 8. I have enjoyed my time here and am happy to help train my replacement where I can. I am moving to another city and accept the change in schedule.
“Sincerely” is a formal, appropriate sign-off phrase in this case. The phrase “I am writing to let you know” implies that the email is a resignation letter. In this case, it would be wise to specify the last day.
Managing Director, London-fs
Thank your employer for the opportunity
Thanking someone for a job opportunity is always a good idea. It exudes class and professionalism. Positive relationships, as well as things you’ve learned and loved while working at the workplace, can all be mentioned. Even if you despise your job, it’s still polite to express gratitude. It’s worth repeating: you might need your employer as a reference in the future. Keep in touch, even if it’s simply for the sake of a possible reference.
Great companies check former managers’ references. A great recommendation from a former supervisor could be the difference between getting hired and not getting hired.
“I’m grateful for the time I spent here as a [position title]. I’ve learned a lot in this role, including [name some new skills or responsibilities]. I’m confident that the knowledge I’ve learned here will be useful to me throughout my career, and I appreciate the opportunity.“
CEO and Founder, SellMyHouse
Keep your letter of resignation short, sweet, and to the point
There are three basic rules for writing an effective letter of resignation:
- Always give your resignation in advance.
- Include specific details in your letter of resignation.
- Exclude reasons why you want to resign from your current position.
As a rule of thumb, it’s always a good idea to give a letter of resignation in advance. For example, I gave my previous company a month’s notice. This way, my boss had ample time to find my replacement, and I was still around to assist him and my replacement with the transition.
In my case, I first told my boss in person that I wanted to resign. Afterward, I emailed him a formal letter of resignation via email to confirm the details of our discussion.
Using email is the most effective format for several reasons. You might not be able to resign in person because you work remotely, or you might work in a physical office space that is emotionally volatile or highly pressurized.
Luckily, I had a rapport with my boss and we were able to have a frank discussion about my decision to leave the company before I formally resigned in writing.
Ensure that your letter of resignation has specific details like a heading and the date you plan on leaving your current job. Additionally, don’t forget to thank your employer for the experience they gave you in your current role. Expressing gratitude shows courtesy and professionalism.
That way, you’ll avoid burning any professional bridges should your paths cross again in the future.
In your letter of resignation, there’s no need to tell your employer why you’re leaving your current job. For example, I wanted to leave my last employer, JP Morgan & Chase, in 2019 to start my own company, but my boss didn’t need to know that at the time.
It’s best to keep a letter of resignation short, sweet, and to the point.
CEO and Co-Founder, The Eco Pea Company
Knowing how to write a good resignation email is one of the most important aspects of leaving a job, as you want to ensure that you keep a positive relationship with your previous employer.
Here are a few key tips when writing your resignation email:
Give a two-week notice
Notifying your manager at least two weeks before you leave is common courtesy as it gives your employer ample time to find people to fill in the gap you are leaving.
State your termination date
This goes along with giving a two-week notice, but having a solid date helps your employer plan around your leave.
Express your gratitude
Thanking your employer for the opportunity to work at their company is probably the most important part of writing the resignation email. Even if you’ve had a negative experience at the company, keeping a positive relationship will benefit you more rather than if you burned that bridge.
Showing that you can help your employer with training or anything else for the time before you resign is a good way to keep up the relationship with them.
Having these points as part of your resignation email will contribute to staying on good terms with your employer even well after you leave, as you never know when you will cross paths with them again.”
Chief Operating Officer, LuckLuckGo
It’s with a bit of trepidation of the heart that you embark on writing a resignation email as you try to navigate a graceful exit. The following is how to write a resignation email without burning bridges:
Be clear and straightforward on the subject line
Simply stating your name, job title, the date you are leaving, and the word resignation establish an appropriate setting for the rest of the email. Avoid further annoying your boss with excessive details and explanations for your mail to look and sound professional.
For example, “Regretfully, I will be quitting my job as [Job title] at [Company name] in two months [Last day of work] [Your name].“
Portray diplomacy and professionalism on the email body
A famous quote states, a diplomat will tell you to go to hell in a manner that makes you look forward to the trip. The same is expected of you in a resignation letter and is attainable by dividing the body into three essential parts.
Give details about your resignation in the first paragraph, express your gratitude for the opportunity to serve and learn from your boss in the second paragraph and avail your assistance in the third paragraph as your manager will probably have to find your replacement in a time-consuming exercise.
Observe the formalities
Depending on company policies, a resignation email has the legal consequences of a resignation letter meaning the format should remain the same. Include your complete address, next provide your supervisor’s title and full company address, the date and salutation, and a short subject line.
After the body, ensure to sign off with class and professionalism. Opt for the classic, ‘sincerely‘ or ‘best regards‘ to appear professional and polite.
CEO and Founder, Jofibo
Keep your tone positive and professional
When writing your resignation letter, keep your tone positive and professional. You want to leave your employer with a good lasting impression of you. This way, they are likely to write a favorable letter of reference if you ever request them for one.
Be direct and straight to the point
Avoid going into too much detail about why you are leaving. Rather, focus on providing the relevant details such as the exact date you plan on leaving and your non-work contact information should the employer want to contact you after you have left the company.
Provide assistance in every way possible
It’s also important to offer any assistance to make the transition process easier for the individual who will replace you. For instance, let the company know any relevant login details for client/company accounts or where you have stored process documentation critical to the work you were doing.
If possible, offer to train your replacement during your last few days at the company. Giving out your contact information will also make it easier for the new employee to reach you should they need your assistance.
CMO and Co-Owner, Nolah Mattress
Clarity about your intent to resign
Clarity is key with resignation letters, so it’s best to state your intention to leave alongside what will be your final day of work – typically two weeks post-delivery of your resignation.
Something along the lines of “I am writing to formally resign from my position [insert role] at [insert Company]” is clear, firm, and simple.
Include your plan for passing on responsibilities
It’s also best practice to touch on your plan to pass on your responsibilities because it helps maintain a positive relationship with management and the company.
Many people leave with unfinished projects, and you don’t want to leave without ensuring they’ll be seen through to the end. You don’t need to go into great detail. It’s simply important that you be clear you’ve thought about it and have a plan.
Keep it plain and straightforward
There is no need to get creative and use sugar-coating words for resignation emails. It could be better if you keep it plain and straightforward. So it can be easily understandable. You can divide your resignation email into three parts.
- First, just state the position from which you are resigning & the effective date as well. I think everyone needs to describe why they are leaving the organization before the boss. So, there is no need to tell it here. Keeping it simple is excellent.
- Second, you have to thank your employer for the opportunity they gave you. You can describe some of the things that you have learned there & enjoyed. You can also give preference to the people who helped you there in this part.
- Third, you can show them some willingness to work harder in your remaining time & you will help some of your employees working under you. After this, you can end your resignation email smoothly.
Chief Marketing Officer, PrizeRebel
I know it can feel pretty nerve-wracking to give an in-person resignation but your employer is going to respect your courage for resigning face to face. It also offers you a chance to convey your gratitude and help maintain a positive relationship with the company.
Be confident, thoughtful, and transparent
Trust me, your employer has heard it all before, so just go in with confidence and be thoughtful and transparent about your departure– especially if you’re looking to receive a reference letter. In addition to your verbal resignation, it’s always a good idea to submit a written letter as a formality so that it can be added to your file.
When submitting a written notice, make sure you add your departure date, a brief reason, and thank them for the opportunity.
If you’re resigning because of a negative experience, avoid sharing specifics or criticizing specific individuals. At the end of the day, you’re leaving for another opportunity; therefore, keeping it short and remaining professional is key.
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