You’ve made the decision to quit your job, but the hard part isn’t over. Writing a resignation email is essential for communicating your exit in a professional manner during offboarding. It gives your employer formal notice, confirms key details such as your final working day, reduces misunderstandings about dates and expectations, and provides written evidence in case questions arise later. A letter of resignation email also helps the company plan the transition of your responsibilities, protects your reputation, and maintains a positive relationship for future references or opportunities.
But what is the best way to write a resignation email, and when should you write one? If you’ve already had a conversation with your manager, it’s probably time to send one.
We’ve prepared a series of customizable resignation email templates, so you can focus on the career in front of you, not the one you’re leaving behind.
- How to write a resignation email in 6 simple steps
- Resignation email templates
- Get help writing your resignation email
- FAQs
How to write a resignation email in 6 simple steps
A good resignation letter email should be brief, respectful, and direct. It does not need to include detailed complaints or explanations. Here are some easy tips:
1. Choose a clear subject line
Make it immediately obvious what the email is about. A simple subject line such as “Resignation – [Your Name]” or “Notice of Resignation” is professional and easy to understand.
2. State your registration directly
Begin the email by directly saying that you are resigning from your position. Mention your job title so there is no confusion. You do not need to give a long explanation for your decision.
3. Confirm your final working day
Include the exact date you intend to leave. Before doing so, check your employment contract or company policy to make sure you are giving notice within the expected timeframe.
4. Thank your employer
Add a brief sentence showing appreciation for the opportunities, experience, or support you received. Even if your experience has not been entirely positive, keeping the email respectful helps to preserve your professional reputation.
5. Offer to support the transition
Mention that you are willing to help hand over your responsibilities, prepare transition notes, complete outstanding tasks, or train a replacement. This shows professionalism and helps make your departure smoother.
6. Close the email professionally
End with a polite closing such as “Kind regards,” “Best regards,” or “Sincerely,” followed by your full name.
Review the email before sending it to make sure the tone is respectful and the important details are correct.
Resignation email templates
Below, you’ll find a few resignation letter templates to copy and adapt to your own situation.
A simple resignation email template
Use a simple resignation email when your departure is straightforward and you only need to confirm the essential details in writing. It works well when you have already spoken to your manager, have a clear final working day, and do not need to explain your decision in detail. Here’s a simple resignation email example:
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]. My final working day will be [date].
Thank you for the opportunities and experience I have gained during my time here. I am happy to assist with the handover of my responsibilities before I leave.
Kind regards,
[Your name]
Two-week notice resignation email
Two weeks’ notice is common in many workplaces, particularly in the United States, but it is not required or appropriate in every situation. Before resigning, check your employment contract, employee handbook, and any applicable workplace rules to confirm how much notice you should provide. When possible, give your notice in writing and clearly state your intended final working day.
Subject: Notice of resignation [Your name]
Dear [Manager’s name],
I am writing to formally resign from my position as [Job title] and provide two weeks’ notice as of [date]. My last day will be [date].
Thank you for the opportunity to learn and grow at [Company name]. I am grateful for my experience and know it will continue to inform my future endeavors.
Please let me know how I can assist during the transition.
Best regards,
[Your name]
Short notice resignation email
You may need to resign with less notice than is normally expected because of personal circumstances, health concerns, safety issues, or an earlier start date at a new job. Before doing so, check your employment contract and company policy for any notice requirements.
Subject: Notice of 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 [optional brief reason], my final working day will be [date].
I apologize for the short notice and appreciate your understanding. I am grateful for the opportunities and experience I have gained from working with you and the.
Please let me know how I can help hand over my responsibilities or complete any priority tasks before my departure.
Thank you,
[Your name]
Formal resignation email
A formal resignation email is professional, written clearly, and creates an official record of the decision to leave. For a senior role, a complicated departure, or a situation involving contractual or legal concerns, a more detailed formal letter may be more appropriate. Before submitting it, you should check your contract and company policy for any required notice period or resignation procedure.
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] at [Company name]. In accordance with my required notice period, my final working day will be [date].
I am grateful for the opportunities, experience, and support I have received during my time with the company. It has been a pleasure working with you and the team.
I am committed to making the transition as smooth as possible. During my remaining time, I will help complete outstanding work, document my responsibilities, and assist with the handover process where needed.
Thank you again for the opportunities I have been given. I wish you, the team, and the company continued success.
Sincerely,
[Full name]
[Job title, optional]
[Contact information, optional]
Get help writing your resignation email
If you need help finding the right words, Proton Scribe can help you draft or improve your resignation email directly in Proton Mail. You can use our private writing assistant to proofread your message, adjust its tone, make it more formal, or shorten it before sending. Always review the final version carefully to confirm that your notice period, final working day, and other important details are accurate.
Need help organizing your thoughts first? Lumo, our private AI assistant(新しいウィンドウ), can help you prepare talking points, plan your handover, and decide what to say.
Frequently asked questions about writing a resignation email
Send a resignation email once you have made a firm decision to leave and know your intended final working day.
Ideally, send it:
– After speaking with your manager in person or by phone, when practical.
– Early in the working day so your employer has time to respond.
Before the notice deadline stated in your contract or company policy.
– As soon as possible when giving short notice.
– Immediately when a written record is necessary, such as during remote work or when a meeting cannot be arranged.
Before sending it, confirm your notice period and final date. Keep the email professional, even if you are leaving because of a difficult situation.
Usually, no. A resignation email only needs to clearly state that you are resigning and confirm your final working day. You can include a brief, neutral explanation — such as pursuing another opportunity or leaving for personal reasons — but avoid sharing more than you are comfortable with. If you are resigning because of harassment, discrimination, unsafe conditions, or a serious contractual issue, consider seeking professional advice before explaining the circumstances in writing, as the wording may be important.
Usually, it’s best to keep the resignation letter brief and factual rather than giving a detailed account of everything that went wrong. You can state that you are leaving because of workplace concerns or a negative experience without listing accusations, emotional commentary, or every incident. For example, “My decision to resign follows unresolved concerns regarding my working environment, which I have previously raised with management.”
A separate grievance, HR complaint, or documented timeline is often a better place for detailed concerns. Keep copies of relevant emails, dates, messages, and notes somewhere you can lawfully access after leaving. Workplace guidance generally recommends raising unresolved problems through the employer’s grievance process.
