Resignation Email

An employee uses a formal resignation email to inform their supervisor or employer of their intention to leave the company. It should be written with careful consideration, tact, and respect for your employer and coworkers. This is a professional way to announce your resignation.

It is critical to include the following information when writing a resignation email:

  • a precise declaration of your intention to resign as well as the date on which your resignation will take effect.
  • a succinct explanation of your decision to resign (optional).
  • a message of appreciation in which you express your appreciation for the opportunity to work for the company and any positive experiences you have had there.
  • a willingness to assist during the notice period or in the transition process.
  • a formal closing that includes your name and contact details.

Remember that an email of resignation is an official document, so it should be written professionally and with respect. Maintain a positive tone and refrain from making critical remarks about the company or coworkers. It is likewise a decent practice to circle back to an individual discussion with your boss to examine your renunciation and any remaining issues.

Resignation Email Template

Dear [Manager’s Name],

 I am writing to let you know that I have made the decision to resign from my position at [Company Name] as [Your Position]. [Date of Resignation] will be my last day at work.

I’d like to express my gratitude to you and the team for providing me with assistance, direction, and opportunities while I was here. Working with such a talented group of people and contributing to the company’s success has been a privilege.

I have decided to pursue a new career opportunity that is in line with my professional objectives and aspirations after much thought. I will always treasure the memories and be thankful for the knowledge and experiences I gained while working for the company.

I will ensure that all pending tasks are completed prior to my departure and offer my assistance during the transition period. Please let me know how I can facilitate the smoothest transition possible.

Once more, thank you for the chance to work with this great team. I hope to keep in touch with you and wish the business continued success.

Kind regards, 

[Your Name]

Steps on How to Write Resignation Email

The important task of writing a resignation employer should be handled with care and professionalism. When writing a resignation email, the following steps should be taken:

Begin with a clear and concise subject line:

A clear and concise subject line is crucial for a resignation email as it helps the recipient quickly understand the purpose of the email. Here are some examples of subject lines for a resignation email:

  • Resignation Letter – [Your Name]
  • Notice of Resignation – [Your Position]
  • Resignation – [Your Name]
  • My Resignation from [Company Name] – [Your Position]
  • Announcement of Resignation – [Your Name]
  • Resignation Effective [Date of Resignation] – [Your Position]

Ensure that your subject line is brief and to the point, using specific terms that identify the nature of your email. It is not necessary to include the reason for your resignation in the subject line. Keep in mind that the subject line should be professional and respectful, as it is the first impression your employer will have of your resignation email.

Address your email to the appropriate person: 

It is absolutely necessary to send your resignation email to the proper individual, whether that individual is your immediate manager or a representative from HR. You can look at the organizational chart of your company or ask HR for advice if you’re not sure who to send the email to. How to address your resignation email in the following ways:

  • Make a formal greeting: Send a professional greeting at the beginning of your email, such as “Dear [Manager’s Name]” or “To Whom It May Concern.”
  • Write to your immediate supervisor: In the event that you have an immediate director, address your renunciation email to them. The situation should be handled in the most respectful manner possible.
  • Copier HR: It’s a good idea to include a copy of your HR representative in the email. This ensures that your resignation has been communicated to the appropriate parties, who can respond to any inquiries or concerns.
  • Respect others: Be respectful and professional in your tone and language in your resignation email, regardless of who you are writing to. Keep in mind that this is formal communication and should be handled accordingly.

By sending your resignation email to the right person, you show respect for the company’s hierarchy and decision-making structure, and professionalism.

Start with a clear statement of your intention to resign

It is essential to begin your resignation email with a concise declaration of your intention to resign. Here are some suggestions for doing so:

  • Keep it straightforward: Begin by making a clear, succinct, and brief declaration of your intention to resign. “I am writing to inform you that I am resigning from my position as [Your Position],” for instance, is an example.
  • Mention the day you finished working: It is essential to notify your employer of your resignation and specify your last day of employment. “My last day of work will be [Date of Resignation],” for instance,
  • Optional: Give a justification behind your renunciation: You can provide a brief justification for your resignation if you feel comfortable doing so. However, you should only include this information if you feel it is necessary. It is not required.
  • Maintain professionalism: No matter what your explanations behind leaving, keep your assertion proficient, deferential, and positive. Even if you had a bad experience at the company, you should avoid making critical or negative remarks.

You help your employer understand the purpose of the message and set the tone for the rest of the email by beginning with a clear declaration of your intention to resign. Keep it professional and respectful at all times.

Express  Your Gratitude

In order to demonstrate your appreciation for the opportunity you received while working for the company, it is essential to express gratitude in your resignation email. Here are some suggestions for expressing gratitude:

  • Be true: gratitude should be expressed sincerely. Express your appreciation to your employer for the opportunities and experiences you gained while employed there.
  • Mention specific instances: Identify particular occurrences or moments that held a lot of significance for you. For instance, “I am grateful for the opportunity to have worked on the [Project Name] project, which helped me develop new skills and challenged me.”
  • Thanks to your coworkers: Thank your coworkers for their cooperation, friendship, and support. Inform them that you valued their contributions and enjoyed working with them.
  • Keep things upbeat: Focus on the positive aspects of your time at the company even if you had a bad experience. This isn’t the spot to air complaints or protests.

You demonstrate professionalism and respect for the company and your coworkers by thanking them in your resignation email. Additionally, it may assist in sustaining positive relationships, which can be advantageous in the future.

Offer Assistance

In your resignation email, you can help ease the transition for your employer and coworkers by providing assistance. Here are some suggestions for providing assistance:

  • Be precise: Make a list of the areas in which you can be of assistance, such as completing ongoing projects or training a replacement. Be clear about what you can provide and how you can assist.
  • Give a timetable: During your notice period or even after your last day of work, let your employer know when you can assist.
  • Maintain professionalism: Keep your offer of assistance respectful and professional. Keep promises you can’t keep and don’t give more than you can really give.
  • Optional: Provide a contact number: You can indicate this in your email if you are willing to provide contact information or remain available after your last day at work.

Even as you get ready to leave, you show your professionalism and dedication to the company by providing assistance in your resignation email. This can help make a good first impression and keep good relationships, both of which can be good for the future.


The following are typically included in an email of resignation:

  • A subject line that is clear and concise: explains the email’s purpose in detail.
  • Suitable recipient: Send the email to the right person, like your HR representative or direct manager.
  • An explicit plan of action: begins with a clear statement outlining your intention to resign and the date you will be terminating your employment.
  • Gratitude expression: thanks coworkers for their support and expresses gratitude for the opportunities and experiences gained while working at the company.
  • Assistance Request: assists in making the transition easier for your coworkers and employer.
  • A tone that is respectful and professional: throughout the email, maintains a professional and courteous tone.

A resignation email that includes these elements shows professionalism, appreciation, and willingness to assist with the transition. Additionally, it aids in the upkeep of positive relationships, which can be advantageous in the future.

Frequently Asked Questions

What should I include in my email stating my resignation?

An explicit declaration of your intention to resign, your last day of employment, an expression of gratitude, and an offer to assist in making the transition easier should be included in your resignation email.

Should I explain why I’m resigning in my email?

You are not required to provide a reason for your resignation; rather, you should only do so if you believe it is necessary. Your explanation should be succinct and professional.

When would it be advisable for me to send my renunciation email?

Sending your resignation email at least two weeks prior to your last day at work is ideal. This provides enough time for your employer to plan for your departure and prepare.

Would it be advisable for me to propose to prepare my substitution?

Yes, it can be helpful to offer to train your replacement, which can make the transition easier for your employer and coworkers. Be specific about what you can provide and when you can be reached.

Consider the possibility that I had a negative involvement with the organization.

Even if you had a bad experience, it’s important to keep your resignation email professional and respectful. Center yourself around the positive parts of your time at the organization, and stay away from negative or basic remarks.



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