How to Write a Resignation Email + Templates
Write a professional resignation email with clear examples, subject lines, templates, last-day wording, transition support, and mistakes to avoid.
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By | Founder ExecHeadshots·
A resignation email should be short, clear, and hard to misread. Your manager and HR need three things: your decision to resign, your final working day, and whether you can help with the handoff. Everything else is optional.
You do not need to explain every reason you are leaving. A professional resignation email protects relationships by keeping the message calm, documented, and focused on transition.
Quick Template
Subject: Resignation - [Your Name]
Dear [Manager Name],
Please accept this email as formal notice of my resignation from my position as [Job Title] at [Company]. My final working day will be [Date].
Thank you for the opportunity to work with the team. I appreciate the experience I have gained here. Before my final day, I will help document my responsibilities and support a smooth transition.
Sincerely,
[Your Name]
What to Include in a Resignation Email
Indeed recommends stating the resignation and last day, adding gratitude, wrapping with next steps, and closing professionally. That structure works for email as well as a printed letter.
- Subject line: make the purpose obvious, such as "Resignation - [Your Name]" or "Notice of Resignation - [Your Name]."
- Formal notice: state that you are resigning from your role.
- Final working day: include the exact date, not "two Fridays from now."
- Gratitude: keep it brief and sincere.
- Transition support: offer documentation, handoff notes, or training if appropriate.
- Professional closing: sign with your name and contact details if needed.
Should You Resign by Email?
Email is commonly used as the written record of resignation, especially for remote or hybrid teams. If possible, tell your manager in a live conversation first, then send the email immediately afterward so HR has documentation.
InHerSight notes that when possible it is best to quit in person and then put the change in writing, sharing a copy with your manager and HR.
If your company has a resignation policy, follow it. If your contract requires a specific notice period or written format, use that requirement over any general template.
How Much Notice Should You Give?
Two weeks is a common professional courtesy in many roles. eForms describes a two-weeks notice letter as the most common resignation letter because it gives employers time to prepare while the role remains covered.
That said, notice periods vary by contract, country, seniority, and company policy. Check your employment agreement before you choose a date. If you cannot give the standard notice period, keep the email respectful and brief.
How to Write the Email in 4 Steps
1. Use a clear subject line
Do not hide the message behind a vague subject line. Use "Resignation - [Your Name]" or "Formal Resignation Notice - [Your Name]."
2. State the decision and last day
Put the resignation and final date in the first paragraph. This avoids confusion and gives HR a clean record.
3. Add one sentence of gratitude
Keep it specific if you can: thank them for the role, mentorship, team experience, or a skill you built. Avoid overexplaining.
4. Offer practical transition help
Offer something concrete: a handoff document, a project status note, training for a teammate, or availability for a closing meeting. Flodesk similarly recommends getting straight to the point, offering transition help, and expressing sincere gratitude.
Resignation Email Templates
Standard two-weeks notice
Subject: Resignation - [Your Name]
Dear [Manager Name], please accept this email as formal notice that I am resigning from my role as [Job Title] at [Company]. My final working day will be [Date]. Thank you for the opportunity to work with you and the team. I will help document my work and support a smooth transition before my last day. Sincerely, [Your Name]
New job opportunity
Subject: Resignation - [Your Name]
Dear [Manager Name], I am writing to formally resign from my position as [Job Title] at [Company]. My final working day will be [Date]. I have accepted a new opportunity and am grateful for the experience, support, and relationships I have built here. I will do everything I can to make the transition smooth. Sincerely, [Your Name]
Short notice resignation
Subject: Resignation Notice - [Your Name]
Dear [Manager Name], please accept this email as notice of my resignation from [Job Title] at [Company]. My final working day will be [Date]. I understand this is shorter than the usual notice period, and I apologize for the inconvenience. I will help with urgent handoff needs before my departure. Sincerely, [Your Name]
Role is not a good fit
Subject: Resignation - [Your Name]
Dear [Manager Name], I am resigning from my position as [Job Title] at [Company], with my final working day on [Date]. After careful consideration, I have decided this role is not the right long-term fit. I appreciate the opportunity and will support a professional handoff before I leave. Sincerely, [Your Name]
Resignation after speaking to your manager
Subject: Written Confirmation of Resignation - [Your Name]
Dear [Manager Name], thank you for speaking with me today. As discussed, this email confirms my resignation from [Job Title] at [Company]. My final working day will be [Date]. I appreciate your support and will send a handoff plan for my current projects. Sincerely, [Your Name]
Mistakes to Avoid
- Do not include complaints, accusations, or salary comparisons.
- Do not write a long explanation of why you are leaving.
- Do not make promises you cannot keep during the notice period.
- Do not use a vague final date.
- Do not send it before checking your contract, notice period, and company policy.
- Do not resign by email alone if your relationship or role calls for a conversation first.
Frequently Asked Questions
How do you politely resign by email?
State your resignation clearly, include your final working day, thank the company briefly, and offer transition support. Keep the tone neutral and respectful.
What should the subject line be?
Use a direct subject line such as "Resignation - [Your Name]," "Notice of Resignation - [Your Name]," or "Formal Resignation Notice - [Your Name]."
Do I need to give a reason for resigning?
Usually no. You can say you accepted another opportunity, are pursuing a new direction, or are resigning for personal reasons, but a reason is not required in the email unless your company policy asks for one.
Should I copy HR?
If your company requires HR notification, copy HR or forward the message after sending it to your manager. If you are unsure, ask your manager who should receive the formal notice.
Bottom Line
The best resignation email is simple: formal notice, final day, gratitude, and transition support. Keep it short, keep it documented, and save detailed feedback for an exit interview if you choose to give it.
Article by
Ben is a pioneering AI engineer and the founder of ExecHeadshots, Europe’s premier AI-powered professional portrait platform. With a deep technical pedigree - having served as a lead AI engineer at Snapchat and Zenly - Ben launched ExecHeadshots in Paris in 2022 to bridge the gap between high-end studio photography and generative technology. Under his leadership, ExecHeadshots has helped over 80,000 professionals and executives globally redefine their digital identity. By leveraging cutting-edge machine learning and rigorous European privacy standards, Ben has engineered a platform that delivers ultra-realistic, studio-quality headshots in under 30 minutes. His mission is to provide every leader with an authoritative executive presence, combining his expertise in computer vision with a commitment to professional-grade aesthetics.
