How to Write a Resignation Email (With Templates)

David Hughes
David Hughes
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Deciding to leave your job is a big step. Whether you’re moving towards new opportunities or simply seeking a change, the way you handle your resignation is key.

Not able to say goodbye in person?

No worries! This guide will show you how to craft a professional resignation email that keeps relationships positive and doors open.

Ready to start this new chapter on the right note? Let’s dive in!

What Is A Resignation Email?

A resignation email is a formal document that employees use to inform their supervisors of their decision to leave their current job.

It serves as an official notice that communicates your intention to resign from your role.

This type of email should be crafted with professionalism. It’s important to include a straightforward subject line, maintain a respectful tone throughout, and clearly mention the date you intend to finish working.

This ensures that your departure is handled as smoothly as possible and maintains a positive relationship with your employer.

Why Send A Notice Of Resignation By Email?

Sending a resignation email is an essential step in the process of leaving your job.

It provides a formal and official record of your decision to resign, facilitating a smoother transition for both you and your employer.

While it’s generally recommended to resign in person or via video chat to communicate effectively and possibly receive a counteroffer, there are circumstances where an email is more appropriate:

  • Official Record: An email ensures there is a written record of your resignation, which can be crucial in avoiding disputes or misunderstandings.
  • Company Policy: Many organizations require a formal written notice of resignation, aligning with their established protocols.
  • Professional Courtesy: For those working remotely or in situations where relationships may be strained, a resignation email can provide a polite and controlled method of communication.

Using email to resign can help you maintain strong professional relationships and uphold a positive reputation within your network. Proper wording is key, which we will discuss in the following section.

How To Write An Email Resignation Letter

Writing a professional resignation email can seem daunting, particularly if you’re unsure where to start or what details to include.

Let’s simplify the process with a step-by-step guide:

1. Use a Clear Resignation Email Subject Line

Ensuring your email is opened is crucial. Avoid cleverness; simplicity is key.

  • Be Direct: Include the word “Resignation” to immediately signal the email’s purpose.
  • Add Personal Details: Consider adding your full name or intended departure date to personalize the subject line.
  • Keep It Short: Aim for under 50 characters to prevent truncation on mobile devices.

Examples of Effective Subject Lines:

  • “Leaving [Company]”
  • “Departure – [Your Name]”
  • “Resignation – [Your Name]”
  • “Formal Notice – [Your Name]”
  • “Change of Role – [Your Name]”
  • “Resignation Notice – [Your Name]”
  • “[Your Name] – Letter of Resignation”

For more help, use our free subject line tester to get AI-powered suggestions to optimize your email’s impact.

2. Start with a Professional Greeting

Your resignation email should convey respect and professionalism. The tone of your greeting can set the stage:

  • Choose the Right Salutation: Depending on your relationship with your supervisor, opt for a formal greeting like “Dear Mr. Smith,” or a friendlier approach such as “Hi John,”.
  • Opening Line: Consider starting with a warm opening line, such as “I hope this email finds you well,” to set a positive tone for your message.

The appropriateness of your greeting will largely depend on how you usually interact with your supervisor.

Select the one that feels most natural and appropriate for your professional relationship.

3. Specify Your Last Day of Work

It’s essential to adhere to your company’s policies regarding notice periods, which typically require at least two weeks:

  • Review Company Policy: Familiarize yourself with the resignation policies at your workplace to ensure compliance and respect for procedures.
  • Communicate Clearly: Clearly state your last day of employment to eliminate any potential confusion. For instance, “I am writing to formally resign from my position as [Your Job Title], effective [Last Working Day].”

If circumstances prevent you from providing the standard notice, inform your employer as soon as possible.

This courtesy allows them adequate time to prepare for your departure and commence the search for a replacement.

4. Be Positive

Ending your employment is akin to concluding a personal relationship.

It’s crucial to depart on a positive note, maintaining cordial relations and leaving doors open for future interactions.

Remember, the professional world can be interconnected. A positive impression can pave the way for future recommendations or valuable industry connections. Here’s how you can ensure a gracious exit:

  • Express Gratitude: Conclude your resignation email with appreciation for the opportunities provided. For example, you might write, “I am deeply grateful for the chance to work at [Company Name] and for your support throughout my tenure. Working with you has been a truly rewarding experience.”
  • Avoid Negativity: Even if your experience wasn’t entirely positive, resist any urge to criticize. Focus on the positives; your professional future will thank you for it.

5. Offer to Help

Your departure will undoubtedly affect your team and projects. Acknowledging this impact and offering your assistance can ease the transition:

  • Extend a Helping Hand: Indicate your willingness to help, whether through training a successor, wrapping up projects, or providing general support. For instance, you could mention, “I recognize the challenges my resignation may cause, and I am ready to assist in any way to ensure a smooth transition. Please let me know how I can help during this period.”
  • Demonstrate Commitment: Show that your professionalism extends beyond your tenure. This approach not only smooths the transition but also reinforces your reputation as a considerate and reliable professional.

6. Proofread Your Email

Before you hit send, give your resignation email a thorough review to ensure it’s free from any spelling or grammatical errors. This is your final opportunity to leave a professional impression.

  • Seek a Second Opinion: Consider having a trusted friend or family member read through your email. An extra pair of eyes can catch errors you might have overlooked.
  • Utilize Tools: Tools like Grammarly can help polish your text by checking for mistakes and suggesting tone adjustments.

Proofreading isn’t just about catching typos; it’s also crucial for verifying that your email conveys the intended tone. Even if your experiences weren’t all positive, maintaining professionalism can help keep any underlying tensions with your supervisor from worsening. A courteous and respectful tone is essential for ending your employment on a positive note.

3 resignation email templates

Concise Resignation Email

Subject: Resignation Notice – [Your Full Name]

Dear [Supervisor’s Name],

I am writing to formally announce my resignation from my role as [Your Job Title] at [Company Name], effective [Last Working Day]. It has been a privilege to work here, and I am grateful for the experiences and opportunities that have helped shape my professional journey.

During the remaining time, I commit to ensuring a smooth handover of my responsibilities and to assisting in training team members as required. Please let me know how I can further facilitate this transition.

Thank you for your guidance and support during my tenure.

Warm regards,

[Your Name]

Immediate Resignation Email

Subject: Immediate Resignation – [Your Full Name]

Dear [Supervisor’s Name],

I must unfortunately resign from my position as [Your Job Title] at [Company Name], effective immediately, due to [brief reason for immediate departure]. This decision was not easy, and I regret any inconvenience this may cause.

I am committed to assisting in any way to streamline the transition and mitigate any challenges that may arise from my sudden departure.

Thank you for your understanding and support during my time here.

Sincerely,

[Your Name]

Career Opportunity Resignation Email

Subject: Resignation Announcement – [Your Full Name]

Dear [Supervisor’s Name],

I am writing to notify you of my resignation from my position as [Your Job Title] at [Company Name], as I have accepted a new opportunity that will significantly advance my career. My final working day will be [date].

I am deeply grateful for the support and opportunities I have received here, contributing significantly to my professional growth. I am eager to maintain our connection and assist in any way to ensure a smooth transition.

Please feel free to let me know how I can help during this period.

Best wishes,

[Your Name]

Conclusion

Resigning from a position can be a significant step in your career. Whether you choose to resign with a simple, immediate, or career-oriented email, the key to a smooth transition lies in how professionally you handle your departure.

A well-crafted resignation email ensures that you leave your job on a positive note, maintain good relationships, and set the stage for future opportunities.

Remember, each resignation scenario is unique, and tailoring your email to reflect your circumstances thoughtfully will always be your best approach.

Ensure to express gratitude, offer help during the transition, and most importantly, review your email meticulously before sending it.

With the right words, you can turn the end of one chapter into a promising start to another.

We hope these guidelines and templates help you craft an email that feels respectful and professional, fitting your needs and those of your company. Good luck in your future endeavors!

FAQ

What should I include in a professional resignation email?

A resignation email should include a clear subject line, a formal greeting, a statement of resignation with your last working day, a brief reason for leaving (optional), expressions of gratitude, and an offer to assist with the transition.

How do I choose the right tone for my resignation email?

The tone of your resignation email should be professional and respectful, regardless of your reasons for leaving. It’s important to maintain a positive and courteous tone to preserve professional relationships.

Can I resign immediately using an email?

Yes, you can use email to submit an immediate resignation if circumstances require it. However, explain your reasons succinctly and offer to help with the transition if possible.

What is a good subject line for a resignation email?

A good subject line should be clear and to the point, including words like “Resignation” followed by your name. Examples include “Immediate Resignation – [Your Full Name]” or “Resignation Notice – [Your Full Name]”.

How can I ensure my resignation email is error-free?

To ensure your email is error-free, proofread it several times for spelling and grammar mistakes. Consider using tools like Grammarly or ask someone you trust to review it before sending.

Is it necessary to explain why I am leaving in my resignation email?

While it’s not mandatory to explain why you are leaving, providing a brief reason can be helpful for maintaining transparency and professionalism. Keep the explanation neutral and focus more on your appreciation for the opportunity.

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