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Whether you're starting a new job, relocating, or taking a break for personal reasons, leaving your current position on a positive note is essential. Writing a well-structured resignation email is a crucial step in the process. A resignation email is more than just a formality; it reflects your professionalism and can help maintain a good relationship with your former employer. To help you navigate your way out of your current gig into your next, we have curated 20 examples of resignation emails that help you look thoughtful, honest and professional.

7 Tips on Flow and Format of a Good Resignation Email

A well-crafted resignation email should include the following elements:

• Start with a respectful greeting : Address your manager or HR representative by their name and title.
• Clearly state your intent to resign: Begin with a clear statement of your intention to resign from your position.
• Mention your notice period or last working day: Indicate when your resignation will be effective.
• Explain the reason for your resignation (optional): If appropriate, briefly explain your reasons for resigning.
• Express gratitude for the opportunity: Thank your employer for the experiences and opportunities they have provided.
• Offer assistance during the transition: Extend a helping hand for a smooth transition of your responsibilities.
• End with a professional closing: Conclude with a courteous sign-off, such as "Sincerely" or "Best regards," followed by your name.

Before you hit send, it’s always a good idea to let your manager know your intentions - in person, or over a phone call. A resignation, however well drafted, is best received when it’s not a surprise.

Now that you know what all entails in a well-written resignation email. Let’s walk you through resignation email examples for different scenarios:

1. Resigning due to a new job opportunity

Subject: Resignation from [Position] - [Your Name]

Dear [Manager’s Name],

I hope this email finds you well.

It is with mixed emotions that I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the email].

I have recently been offered a new job opportunity that aligns with my long-term career goals, and after careful consideration, I have decided to accept it. While I am excited about the next chapter in my career, I am also deeply grateful for the opportunities, experiences, and mentorship I have received at [Company Name].

Over the next [notice period], I will ensure a smooth transition of my responsibilities and be available to assist with any queries or training my replacement needs.

Thank you for your guidance and support during my tenure at [Company Name]. I value the relationships I have built here and look forward to staying in touch.

Sincerely, [Your Name]

2. Resigning for personal reasons

I hope you're doing well. I am writing to inform you that I will be resigning from my position as [Your Position] at [Company Name], effective [Last Working Day].

I am committed to making this transition as smooth as possible. I will be happy to assist in training my replacement or help in any other way during my notice period.

Best regards, [Your Name]

3. Resigning due to relocation

I hope this email finds you well. I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day].

My decision to resign comes after much deliberation, as my spouse and I have decided to relocate for family reasons. Unfortunately, the distance makes it impossible for me to continue in my current role.

I have thoroughly enjoyed working at [Company Name] and am grateful for the opportunities, support, and professional growth I have experienced here. Over the next [notice period], I will ensure all my responsibilities are handed over seamlessly and be available for any questions or assistance needed.

I will miss being part of this wonderful team and look forward to staying in touch.

Warm regards, [Your Name]

4. Resigning due to pursuing further studies

I hope you're doing well. I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day].

After careful consideration, I have decided to pursue further studies to advance my career. This decision was difficult, as I greatly valued my time and experiences at [Company Name].

I will ensure a smooth transition of my duties and be available to assist with any queries or training needed during my notice period.

Thank you for your support and for the opportunities I have been given during my time here.

5. Resigning due to a career change

I hope you're well. I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day].

After much reflection, I have decided to explore a new career path in [New Field]. While my personal and professional aspirations drive this decision, it is bittersweet, as I have enjoyed my time at [Company Name] and the relationships I have formed here.

I am committed to ensuring a smooth transition of my responsibilities and will be available to assist with any questions or training needed during my notice period.

Thank you for your guidance, support, and the opportunities I have been given during my tenure here.

6. Resigning due to dissatisfaction with the work environment

I hope this email finds you well. I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Last Working Day].

This decision was not easy and came after careful consideration. While I am grateful for my experiences and opportunities at [Company Name], it is time for me to explore new work environments that align more closely with my career goals and values.

I am committed to making this transition as seamless as possible. I will gladly assist in any way I can during my notice period.

Thank you for the understanding and support I received during my time here.

7. Resigning due to a lack of growth opportunities

I have enjoyed my time at [Company Name] and am grateful for the opportunities and experiences I have had here. However, I have reached a point in my career where I am seeking new challenges and opportunities for growth that are currently outside of my current role.

I will do my best to ensure a smooth transition of my responsibilities and be available to assist with any queries or training needed during my notice period.

Thank you for the support and opportunities I have been given here.

8. Resignation with a notice period (short notice period)

I hope this email finds you well. I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Short Notice Last Working Day, e.g., one week from the date of the email].

I apologize for the short notice, as unforeseen circumstances require my immediate attention. I understand the inconvenience this may cause and am committed to assisting in any way I can to ensure a smooth transition of my duties.

9. Resignation with a notice period (extended notice period)

I hope you're well. I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Extended Notice Last Working Day, e.g., one month from the date of the email].

I am providing ample notice to ensure a smooth transition of my responsibilities and minimize any team disruption. I am committed to contributing and assisting during the extended notice period.

Thank you for the support and opportunities I have received here.

10. Resigning from a temporary/contract position 

I hope this email finds you well. As my contract with [Company Name] is set to expire on [Contract End Date], I am writing to formally resign from my position as [Your Position] effective [Contract End Date].

I am grateful for the opportunity to work on [Project/Task] and the support and guidance I have received during my time here. It has been a pleasure contributing to the team and the company.

Please let me know if there are any tasks or responsibilities that I need to address before my departure.

Thank you for the opportunity, and I look forward to staying in touch.

11. Resigning from a part-time job

I hope this email finds you well. I am writing to formally resign from my part-time position as [Your Position] at [Company Name], effective [Last Working Day].

I have decided to focus on other commitments that require my full attention. I have greatly enjoyed my time at [Company Name] and am grateful for the experiences and opportunities I have had here.

I will do my best to ensure a smooth transition of my responsibilities and will be available to assist with any queries or training needed during my notice period.

12. Resigning from a remote job

My decision to resign is driven by [personal reasons/career change/new opportunity], and it is with mixed emotions that I step down from my role.

I am committed to ensuring a smooth transition of my responsibilities. Even though I work remotely, I will be available to assist with any queries or training needed during my notice period.

13. Resigning from a managerial position

After careful consideration, I have decided to [pursue a new opportunity/take a break/relocate], and this decision is in the best interest of both myself and the company.

As a manager, I know the responsibilities and commitments that come with my role. I am committed to ensuring a smooth transition of my duties and will work closely with my team to minimize disruptions during this period.

Thank you for the understanding and support I have received here.

14. Resigning without a specific reason

While I have enjoyed my time at [Company Name] and am grateful for my experiences and opportunities here, it is time to explore new opportunities.

15. Resignation without a notice period - short tenure

I hope you're doing well. I regret to inform you that I will be resigning from my position as [Your Position] at [Company Name], effective [Last Working Day].

My decision to resign comes due to unforeseen personal circumstances requiring immediate attention. I am committed to making this transition as seamless as possible. I will be glad if my notice period gets waived off as I have been a part of this organization only for a short period of time and I am still on my probation.

Looking forward to hear from you.

16. Resigning after a long tenure

It has been an incredible [number of years] years at [Company Name], and I have had the privilege of working with some of the most talented and dedicated colleagues. We have achieved significant milestones together, and I will always cherish the memories and experiences.

It is time to explore new opportunities and take on new challenges. I will do my best to ensure a smooth transition of my responsibilities and will be available to assist with any queries or training needed during my notice period.

17. Resigning due to retirement

I hope this email finds you well. I am writing to inform you that I will be retiring from my position as [Your Position] at [Company Name], effective [Last Working Day].

My time at [Company Name] has been incredibly rewarding, and I am grateful for the opportunities, experiences, and friendships I have gained over the years. As I transition into retirement, I plan to [share your retirement plans, e.g., travel, spend time with family, volunteer].

I am committed to ensuring a smooth transition of my responsibilities and will be available to assist with any queries or training needed during my notice period.

18. Resigning due to organizational changes

Dear [Supervisor's Name],

Recent organizational changes have prompted me to reevaluate my career goals and align them with my values. While I have enjoyed my time at [Company Name] and am grateful for my opportunities, it is time for me to explore new avenues.

19. Resigning in a friendly and appreciative tone

I hope you're doing well. It is with mixed emotions that I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day].

My time at [Company Name] has been a memorable journey, and I am truly grateful for the support, camaraderie, and opportunities I have received here. I have made lifelong friends and learned valuable skills I will carry with me throughout my career.

While I am excited about the new opportunities ahead, I will always cherish my time here. I will do my best to ensure a smooth transition of my responsibilities and will be available to assist with any queries or training needed during my notice period.

Thank you for the support and the wonderful memories.

20. Resigning with a more formal and concise tone

I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day].

I will ensure a smooth transition of my responsibilities and be available to assist with any queries or training needed during my notice period.

Thank you for the opportunities I have been given during my time here.

While these examples provide a helpful starting point, tailoring your resignation email to fit your specific situation and workplace culture is essential. Maintain a professional tone, regardless of the reason for your resignation, and focus on expressing gratitude and offering assistance during the transition.

Writing a well-structured resignation email is essential for leaving your current job on a positive note. You can ensure a smooth and professional departure by tailoring our resignation email examples to your specific scenario. And with our email product, you can easily send your resignation email and enjoy the benefits of a top-tier email platform , a worthy competitor to Yahoo Mail .

How to Write a Resignation Email (Examples Included)

Mike Simpson 0 Comments

By Mike Simpson

Deciding to leave a job is usually equal parts exciting and nerve-racking. In most cases, you’re probably moving on to bigger, better things, like a new job. Or maybe you’re simply trying to get away from something that’s making you miserable.

Did you know that millions of people leave their jobs each month? It’s true. In November 2020 alone, nearly 3.16 million people took that leap, even with the pandemic hanging over most people’s heads. So, if you’ve got your eyes on the exit, you’re not alone.

But once you know that you’re going to ride off into the sunset, you have to tackle something that can be incredibly uncomfortable: officially resigning . After all, ghosting your employer is never a smart move; it can literally come back to haunt you.

So, what do you need to do to handle the situation? While your exact approach may vary, writing a resignation email is commonly part of the process. If you aren’t sure where to begin, here’s what you need to know about sending a resignation letter email.

What to Do When You’ve Decided to Resign

Okay, before we dig into how to write a resignation email, let’s pause for a quick second and talk a little more about what resigning involves.

When you resign, you’re formally announcing your intention to leave a company. Isn’t that just like quitting? Well, it certainly can be.

The thing is, when people say they quit a job, it can also mean walking away without any notice or without following an official process. The word “quit” also has a more dramatic connotation. It can seem brash or even a tad bit rebellious.

When you resign, you’re taking a more structured route. Along with announcing your intention to leave, you’ll commonly give at least two weeks’ notice in writing and take part in any company exit procedures. The whole thing seems formal, and maybe with a dash of somberness.

Ultimately, resigning is about process. You’ll need to do a little prep work before you even say a word about your intention to exit. Even if you write your resignation email in advance, don’t hit that send button right away.

Instead, create a transition plan, too . Consider it a parting gift for your manager; a little bit of extra help to make sure your exit goes smoothly.

After that, s chedule a meeting with your boss . Telling your manager in person – or, if you work remotely, over the phone – that you’re resigning is the polite thing to do.

Additionally, you want to make sure that your boss is the first one you tell. This isn’t something your manager should hear through the grapevine.

Once that meeting is over, you can send them a copy of your transition plan and your resignation email. That creates an official record.

Resignation Email vs. Resignation Letter

There’s a good chance you’re wondering, “Are a resignation email and a resignation letter the same thing?” Well, yes and no.

Typically, the content of a resignation email and resignation letter is a lot alike. In reality, the main difference when you write a resignation letter is that you’re going to print it out when you’re done and hand over a paper copy to your manager or HR or attach it as a separate document to an email. With an email alone, everything is the body of the message and completely digital.

At times, a resignation letter may up the formalness up a notch. But that doesn’t mean an email isn’t a suitably professional option. Unless company policy explicitly requests a printed letter, going digital is likely fine. In fact, some companies require the letter to be an email.

Common Resignation Email Mistakes

If you’re planning on leaving a job, you might be thinking, “Do mistakes in resignation emails matter? I’m going to be heading out of the door anyway; do I even need to care?”

While it may seem like mistakes in a resignation email don’t matter, that isn’t the case. In the end, you want to make a good impression when you exit any company. How you leave impacts your reputation. That’s why mistakes can matter.

So, what are some resignation email missteps that you want to avoid?

Well, the biggest is not sending one at the right time. You want to provide either two weeks notice or the minimum amount of time listed in the employee handbook. If you don’t, you’re putting your employer in more of a bind than you should, and that can hurt your reputation.

Also, don’t talk to anyone else before you have a sit-down with your manager. Again, this isn’t something your boss should overhear at a watercooler. Talk to your manager first, no matter what.

Once your boss knows, you might assume that word will travel, and you don’t need to talk to anyone else. While the news will probably get out, that doesn’t mean you shouldn’t talk to your coworkers, customers, or others you work with. It’s smart to take the time to say your goodbyes to everyone. That way, you can keep those connections (and your professional network) strong.

Additionally, while you can give your soon-to-be-ex employer some insights about why you’re leaving, complete transparency isn’t always a great idea. For example, if you’re one of the 79 percent of people who ditch a job because they don’t feel appreciated, that doesn’t mean you should talk about being undervalued in a resignation email.

Sometimes, it’s better to sugarcoat your exit instead. Focus on the positive and don’t badmouth the company, your boss, your colleagues, or the work. Even if your complaints are perfectly understandable, this isn’t a time to air them out.

How to Write a Resignation Email

If you’re ready to write your resignation email, here’s a step-by-step process on how you do it.

1. Create a Clear Resignation Email Subject Line

The subject line for a resignation email should be excessively straightforward and as simple as possible. Something like “[Your Name]’s Resignation” or “Resignation – [Your Name]” can usually do the trick.

If you work for a large enterprise or someone else in the company has a name similar to yours, you might want to add a little more detail. Instead, using “Resignation – [Job Title] [Your Name] – [Department]” might be a better bet, ensuring the email recipient knows exactly who is leaving.

2. Restate Who You Are and Add Contact Info

At the top of your resignation email, list your name, job title, and department. After that, add your contact information, including the address, phone number, and personal email you have on file with your employer.

Again, this step is all about clarifying who’s resigning.

3. Add a Greeting

Yes, even a resignation letter email needs a greeting. In most cases, “Dear Mr./Mrs./Ms./Dr. [Your Manager’s Name]” is enough.

4. Start Off Definitively

Now that you’re in the body of the email, you want to make it abundantly clear that you’re resigning. Let the reader know that this is an official notice of your intent to resign, rehash your position details again, and list your effectiveness date (the last day you plan on coming to work).

Ambiguity isn’t your friend. Avoid language that isn’t definitive, like “maybe,” “hope to,” “would like to,” or anything else. That makes it seem like you’re uncertain or like there’s room to negotiate.

Instead, be blunt and blatant about your intentions. That way, there’s no room for a misunderstanding.

5. Give Them a Reason [Optional]

If you’d like, you can add a tidbit about why you’re exiting. This isn’t strictly necessary, however. If you aren’t comfortable with sharing, you don’t have to. But, if you’d like to give them some insights, that is an option.

Just make sure that if you touch on a reason, that you keep it brief and a little vague.

6. Say Something Nice

If you’re resigning from a job you enjoyed, this part is pretty easy. Just add a quick sentence or two talking about what you liked, such as the connections you made, the skills you honed, or anything in that vein.

Even if you despise everything about the job, don’t mention that here. Instead, do try to say something nice.

There are quite a few ways to approach this that don’t require you to be disingenuous. For example, you don’t have to say that you enjoyed anything. Instead, talk about how it was a “valuable experience.” After all, at a minimum, you learned about what you don’t want in a job, and that is a valuable lesson.

7. Mention Your Willingness to Help

It doesn’t hurt to say that you’re willing to help with the transition. Again, it’s all about keeping things positive, and this shows that you’re open to assisting in any way possible.

8. Add a Quick Thank You

It isn’t a bad idea to add one more line as a separate paragraph where you thank your manager or the company for everything they’ve done for you. A short and sweet sentiment ends the email on a high note, so it’s a wise addition.

9. Sign Off with Class

When you close your email, go with a classic sign off like “Sincerely” or “Best Regards.” Those are both polite and professional, so you really can’t go wrong with either.

Then, add your signature, and you’re done.

Resignation Email Examples

Reviewing a resignation email sample or two is always a good idea. In many cases, they can serve as inspiration, guides, or even templates, ensuring you can write yours with ease.

Here are a few resignation email examples based on why you might be leaving the job.

1. Landed a New Job

Dear Mrs. Doe:

Please accept this letter as an official notice of my resignation from the Administrative Assistant position in the Finance Department at ABC Company, effective March 1, 2022.

My time with ABC Company has been invaluable, as the role gave me the opportunity to learn and grow professionally, as well as connect with my amazing colleagues. Please let me know if there’s anything I can do to make the transition easier.

Thank you again for all of the support and kindness during these past years.

Best Regards,

2. Moving to a New City

Dear Dr. Doe:

I am writing to inform you that I am resigning from my Software Developer position in the IT Department at XYZ Inc. My last day will be on March 1, 2022.

I appreciate all of the opportunities that this position has afforded me, as well as the wonderful people I’ve had the privilege of working with over the years. The experience will be invaluable as I seek out new positions in the city that I will soon be calling my new home. Until my last day, please let me know if there’s anything I can do to simplify the transition.

Thank you for such a wonderful experience, and I wish XYZ Inc. only the best.

3. Leaving for Your Health/Well-Being

Dear Mr. Doe:

Please accept this letter as my formal resignation from ABC Co. Due to changes in my health, March 1, 2022, will be my last day.

I am unendingly grateful for everything this opportunity has provided me over the years. If there is anything I can do to ease the transition, please let me know.

Thank you again for the support and guidance.

Putting It All Together

Ultimately, writing a resignation email doesn’t have to be a challenge. Use the tips above, and you’ll be in a great position to nail it.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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How to Write a Resignation Email: Do’s and Don’ts (15 Best Examples)

A bad resignation email can make your last days at work awkward. Simply state the purpose of your email and show appreciation. Here are 15 email templates…

Write a professional resignation email by first formally addressing your manager. Then, state your intent to resign and exact date of departure. Provide a reason (optional) and then show gratitude. Lastly, use a formal sign-off. Here’s an example, “I am writing to notify you of my resignation from [Company], effective [Date]. I appreciate the opportunities for growth and the support I have received during my time here. Thank you for everything. I wish you all the best.” 

A resignation email notifies your current company about your intention to leave and when you’ll officially be out. Providing a reason isn’t necessary, but keep it brief if you choose to include one. Express gratitude for the experience, and then end formally with “Sincerely,” followed by your first and last name.

It’s best to send a resignation email after you’ve informed the organization in person (or through an online meeting if you’re working remotely). 

At other times, you can rely on resigning over a well-written resignation email. Still, there are things you should never do unless you don’t mind completely severing your ties with the company. 

Save your emotions for the day of your departure—or in person, for that matter. 

Getting your resignation email wrong could make your remaining time at the company awkward as hell. 

That’s why in this guide, we’ll cover the following: 

• How to write a resignation email (full step-by-step guide and a shortcut version using AI)
• Best resignation email format and structure
• What you should never do when resigning via email
• Top resignation email templates and examples
• Worst resignation email examples

First, let’s get to the basics. 

Respectful Resignation Email Template for Everyone

What Is a Resignation Email? 

A resignation email is a formal message sent online to your manager and HR department, letting them know you’re leaving your job. It’s a professional courtesy to give written notice of your resignation and to quit on a positive note.

Here are the key details to include in your email:

• Contact details
• Statement of resignation 
• Date of final employment 
• Expression of gratitude 
• Professional sign-off 

Can You Resign Over Email in the First Place? 

You could resign purely over email, but it’s not the best option. 

It’s better to speak with your manager face-to-face or in an online meeting before emailing them about your resignation. This is more respectful and helps ensure you maintain a good relationship with the company. 

There are a few other things to consider: 

• Company Policies: Double-check to see if there’s a company policy regarding instructions for resignation. 
• NDA: Read through your employment contract and NDAs to prevent any legal ramifications. 
• Professional Relationships: Leave on good terms without burning bridges by mentioning your resignation in person or on a video call before sending an email. 
• Reason for Resignation: Anything related to in-depth feedback that you would like to share may be better in person or in a formal letter.

Are In-Person Resignations Better?

Yes, because in-person resignations show a lot more thought and respect. This is the standard and traditional way to resign from a company. 

Quitting over email could seem cold and make you feel distant. 

Informing your managers in person is ideal since it lets you have an upfront, personal conversation. It also makes it clear that you respect and appreciate them, making it more likely to leave on good terms. 

If you’re working remotely, let the organization know by scheduling a video meeting. Afterward, you can send a resignation email. 

Are Resignation Emails and Resignation Letters the Same Thing?

A resignation email is shorter, slightly less formal, and only sent online. However, a resignation letter tends to be longer and more formal. Resignation letters can be delivered both in person through hard copy or online attached as a PDF via email. 

Ultimately, they both have the same purpose: letting the company know you’re leaving. 

Now, a letter of resignation is usually longer because it’s where you can express your gratitude and share more context about your departure. On the other hand, resignation emails are shorter since their purpose is to notify the company and get straight to the point about the fact you’re resigning. 

Why You Should Send a Resignation Email 

Here are the main reasons to send a professional resignation email:  

• Document your resignation in case any potential disputes arise 
• Keep an online record of your employment history for future reference 
• Formally say goodbye while expressing gratitude and appreciation 
• Give a formal written notice so it’s evident when your last day of employment is 

How to Write a Resignation Email (AI Shortcut)

Skip our entire resignation email writing guide by using an AI Resignation Letter Writer to prepare the perfect message for you within 30 seconds. 

Here’s how it works: 

• State the name of the person you’re writing to
• Enter the company name
• Include your job position 
• Mention the date of your last day of work
• Give a reason for your resignation (optional)
• Press “AI Writer Generate” 

Then congrats! You have what you need for your resignation email.

Here’s an example below:

You can copy and paste what’s been generated for your resignation email to managers and HR. 

It’s that simple. 

Get started with Rezi AI Resignation Letter Writer for free.  

If not, feel free to go ahead with the full step-by-step guide discussed below. 

How to Write a Resignation Email (Step-by-Step Guide)

State the purpose of your email and last day of work, followed by a closing line expressing your gratitude. 

It could even be as simple as this: “I am writing to inform you of my resignation from my position as [Job title] at [Company name]. My last day of employment will be [Date]. Thank you for the opportunity. I wish you and the company all the best.”

Still, here’s exactly how to write a good resignation email: 

• Craft an upfront email subject line
• Address the recipient
• State the purpose of your email
• Share further details if you’d like
• Show your appreciation
• End your message gracefully
• Use a professional sign-off

Not a big fan of reading?

1. craft an upfront email subject line.

The resignation email subject line needs to be clear and concise. Anyone should be able to tell what the email is going to be about the moment they take a glance after the notification bell rings. 

Including the word “resignation” in the subject line is essential. This makes it easy for the company to find and prioritize your message. 

Here are some examples: 

• Resignation - [Your Name]
• Resignation Notice: [Your Name]
• Notice of Resignation from [Your Name]
• Resignation Effective [Date] - [Your Name]
• Resignation Announcement - [Your Name]
• [Company Name] Resignation - [Your Name]

2. Address the Recipient

Use a formal or friendly greeting to address the recipient of your email: 

Don’t use informal greetings like “hey” or “yo.” The only rare exception is if that’s how you usually greet each other because of the company culture or type of work relationship you have. 

If you’re only sending the email to your manager, use a formal greeting followed by their name. But if you’re going to send your email to HR and your manager by using the carbon copy (CC) email feature, you can simply address them by writing one of the following: 

• Good afternoon

With that in mind, here’s who you could include in your email: 

• Company executive (if you’re working at a small business or startup)
• HR department

3. State the Purpose of Your Email

The first line and paragraph must make your intention to resign clear. The essential details to include are the following:

• Statement of resignation
• Date of departure
• Professional tone

Here’s an example: 

Dear [Manager's name], I am writing to inform you of my resignation from my position as [Job title] at [Company name]. My last day of employment will be [Date].

This paragraph is more than enough for your email. If you want to share additional details about the context or reason for your resignation, add an extra sentence or expand in the next paragraph. 

4. Share Further Details If You’d Like 

This isn’t necessary, but you may want to include further details to emphasize the amount of thought you’ve put into your decision. 

Besides the essential details, here’s what else you could write about: 

• Significant Contributions: Include positive accomplishments during your time at the company. 
• Company Highlights: Share one of your biggest highlights, learning points, or favorite memories with the organization. 
• Provide a Reason: If appropriate and you feel comfortable sharing, you can briefly include why you decided to leave. This could be a desire for career growth, career change, or simply personal reasons .
• Extend Your Thanks: Give appreciation to your colleagues and managers. 
• Highlight Personal Growth: Write about how the company has propelled your personal and professional growth. You could also mention key takeaways from your experience. 

5. Show Your Appreciation

Express gratitude by directly thanking the organization for the opportunities and experiences you gained. 

Acknowledge the company culture as well as coworkers, managers, and supervisors. You could also mention specific things about your employment with the organization that you’re most grateful for.

The more personalized your message is, the more it emphasizes your thoughtfulness. 

Here are some examples that express sincere appreciation: 

• Please accept my sincere gratitude for the opportunity to work at [Company Name] for the past [Number] years. I have gained invaluable experience and knowledge during my time here, and I am grateful for the support and mentorship I have received from you and my colleagues.
• I want to express my sincere appreciation for the opportunity to work at [Company Name] for the past [Number] years. I have truly enjoyed my time here and am grateful for the many opportunities I have been given to grow and develop as a professional.
• I would like to give special thanks to my manager, [Manager's Name], for their support and guidance throughout my tenure at [Company Name]. [Manager's Name] has been a true mentor to me, and I will always be grateful for their advice and encouragement.

6. End Your Message Gracefully 

Make a final brief and polite statement to reiterate your appreciation. 

The main purpose here is to end on a positive note. This could be as simple as wishing your manager and the company well in their future endeavors. 

You could also end your email by suggesting the next steps, such as the following: 

• Offer support during the transition period to highlight your commitment to leaving the company in good hands 
• Share personal contact details to indicate that you’re open to staying in touch 
• Mention any final tasks or deadlines that must be taken into consideration 

Here are a few examples of ending your resignation email gracefully: 

• Thank you for your understanding. 
• I wish you and the entire team at [Company Name] continued success in the future. 
• Please let me know if there is anything I can do to help with the transition process.

7. Use a Professional Sign-off 

Every professional letter or email ends with a formal sign-off followed by your full name. 

Use one of the following to sign off professionally: 

• Best regards,
• Best wishes,
• Yours sincerely,
• Kind regards,

The Best Format for a Resignation Email

The best resignation email format is short, simple, and concise. Here’s what the standard structure looks like:

• Opening paragraph
• Extra paragraph (optional)
• Closing line

Before all of this, is your email subject line (as discussed earlier), which should only be a short statement that makes it clear what your email is about. 

Email Greeting

Every email begins with a greeting to set the tone of your message when addressing the recipient. 

An informal greeting can affect your professional reputation. 

Keep it formal to show respect and that you take your job seriously. Establish courtesy and a positive rapport. This part is no different from writing a resignation letter .

Opening Paragraph 

The opening paragraph is the only paragraph you really need. This is where you state two things:

• Your intent to resign
• The exact date you plan to leave 

Expressing gratitude is nice but not essential, though we recommend it to maintain a positive relationship with the company.

No explanation for your resignation is necessary either, especially when you’re leaving on good terms without requiring any further comments or requests. 

Extra Paragraph (optional)

Any additional information you wish to share about the context of your resignation could be included in an extra paragraph or two. This could be personal feedback, assistance, or career highlights that you may want to emphasize.

Closing Line

The closing line is where you send your regards to complete your email. It’s your finishing statement to end the message on a positive note. 

Here are some of the best closing lines for both a resignation letter and email: 

• Thank you again for the opportunity to work at [Company name].
• I wish you and the company all the best.
• Please feel free to contact me if you have any questions.

This part includes a polite sign-off such as sincerely and best regards, followed by your full name underneath. You could also include any contact information next to your name so the company knows how to contact you. 

3 Things to Never Do When Writing a Resignation Email

Never do the following: 

• Disclose sensitive information
• Be way too blunt or casual
• Focus purely on the negatives

For the most part, doing one of these things listed can hurt your chances of keeping in touch with the organization. 

The best outcome in resigning means securing a positive reference and relationship with your managers or employers. Even if you’re no longer working for them, they can still support you throughout your career. This only happens though when you have a good relationship with them. 

Disclose Sensitive Information 

You’re not obligated to justify your decision. There’s no need to explain yourself and go into specific details about your personal life. 

Most times, it’s perfectly acceptable to keep your reasons for resigning private. Your message is more than enough as long as it informs the company about your intention to leave and when your last working day is.

A resignation email is formal. Not disclosing any sensitive information means protecting your work relationship with the organization as well as your reputation. 

Here are some examples of sensitive details to avoid disclosing:

• Personal complaints about a specific person 
• Anything to do with legal matters such as ongoing disputes
• Inappropriate personal information 

Be Way Too Blunt or Casual

An overly casual tone like you’re out with your friends on a Friday night is certainly not the best tone to project, even if you do have a good relationship with your manager. 

Don’t straight up tell your manager that you’ve “had enough of them” or that you’re leaving because you can’t be bothered to work. Be respectful by maintaining your formality and professionalism. Otherwise, you risk cutting off your ties with the organization.

Focus Purely on the Negatives

You’re not the only one who might feel negative about the company you’re quitting. 

During the great resignation phenomenon , it became clear that employees felt that their efforts weren’t recognized. Many have left their previous positions because of poor job satisfaction.

That said, never focus solely on negative emotions or feedback. 

It puts companies off and can damage your image as a professional. Purely highlighting animosity towards the company reflects poorly on your character and attitude. 

The worst outcome is that you’ll always have a bad relationship with the company you’re resigning from. This means you won’t get positive references, which could affect your job search. Or even worse (but highly unlikely), the company could decide to take legal action.

If there’s any negative feedback you want to give, schedule a separate meeting with your manager or HR to discuss. 

Top 10 Resignation Email Examples

We’ll go through a few resignation email templates that you can use to send to your manager depending on your situation. However, the templates you might only really need are the following:

• 2-week notice email 
• Immediate notice email
• 1-month notice email
• Resignation email with a letter attached

If you’d like further inspiration, feel free to check out our resignation letter templates library . 

2-Week Notice Resignation Email 

Immediate Resignation Email

1-Month Notice Resignation Email 

Resignation Email Notice With Letter Attached 

Resignation Email for Personal Reasons 

Polite Resignation Email 

Resignation Email for New Job Opportunity

Resignation Email for Retirement 

Emergency Resignation Email 

Short Resignation Email 

More Resignation Email Templates 

We’ll go through five more resignation email templates to draw inspiration from: 

• Resignation email for new employees
• Appreciative resignation email
• Resignation email for managers
• Resignation email for executives
• Resignation email for freelancers

Resignation Email for New Employees 

Appreciative Resignation Email

Resignation Email for Managers 

Resignation Email for Executives 

Resignation Email for Freelancers 

3 Worst Resignation Email Examples 

The resignation email samples below are so bad that they’re pretty hilarious. They’re terrible for the same reasons as we discussed earlier: 

• Openly talking about sensitive information that should be held confidential 
• Brutally honest by projecting an unprofessional tone
• Focusing purely on the negatives to the point you can feel the rage and anger behind the email

All of which indicate a lack of respect. 

Sending a resignation email like any of the examples below will surely burn bridges with the company. 

Bad Resignation Email Example 1

Bad Resignation Email Example 2

Bad Resignation Email Example 3

Craft the Perfect Message in Seconds Using Rezi AI Resignation Letter Writer

You may overthink what to say, delete a few parts, restart your entire email—and before you know it, it’s been over 30 minutes or even an hour. 

Writing a resignation email doesn’t have to take so long.  

Our AI Resignation Letter Writer will automatically generate a resignation message for your email so you can easily notify your company. All within 30 seconds, easily with zero pressure. 

No need to spend hours thinking about how to write the perfect email. 

Try Rezi AI Resignation Letter Writer for free.  

All a resignation email needs is the following: 

• Concise subject line
• Formal greeting
• Statement of your intent to resign
• Date of your final working day
• Positive closing line 
• Professional sign-off

Further details can be included in an extra paragraph or, better yet, a formal resignation letter. 

Still, the best way to resign is to notify your manager face-to-face in person or through an online meeting for remote workers. 

If you need help writing about your resignation or updating your resume as you take the next step in your career, you can speed up the process by using the AI career tools at Rezi for free .

Astley Cervania

Astley Cervania is a career writer and editor who has helped hundreds of thousands of job seekers build resumes and cover letters that land interviews. He is a Rezi-acknowledged expert in the field of career advice and has been delivering job success insights for 4+ years, helping readers translate their work background into a compelling job application.

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May 23, 2022

How to write a resignation email with 8 examples

This article teaches you how to write a resignation email with the help of resignation letter email examples and our resignation email template.

Lawrie Jones

Table of contents

So, you've accepted a new job, and it's time to type out that resignation email. But what do you say in your email resignation letter?

A great resignation email will set the tone for your departure. Send a professional resignation letter, and your last few weeks will be a pleasure. Get it wrong, and it could damage relationships, references, and even your future career. It'll also make working your notice period a little weird.

Here, we break down the fundamentals of a functional email resignation, showing you the building blocks for better messages.

Don't worry. We also provide 10 resignation email samples and show how to write a resignation letter with Flowrite's resignation email template.

Flowrite writes your emails for you using AI. Here's how it can help you nail the proper resignation email:

Should I resign in person or by email?

Nobody likes breaking bad news in person, so we should all send emails, right? Wrong. If you're quitting a job, you'll want to do it properly – and that means speaking to your boss or HR team in person (if possible).

In the past, when leaving a job, you'd do it in two stages:

• Sit down and speak to your boss in-person

• Send a formal email to your boss and HR team to tell them of your decision

But now, with more of us working at home or remotely, sitting your boss down or even speaking on the phone isn't always possible. 

Email is easy and quick, but it's impersonal. Sending an email without speaking to your boss could be considered rude and harm your relationship. This can matter, particularly if you want your boss to provide a reference.

So, should you resign in person or by email? You should do both.

If you can't speak to your manager in person, the next best thing is a video call or phone call. Then, once you've broken the news, follow up with a formal resignation email to set the wheels in motion with your HR team.

We're all about the written word, but if you need some help communicating clearly,  Forbes  has created a nice list of things you should never say to your boss when quitting.

What is a resignation letter?

What is a resignation letter? It's a formal piece of written correspondence that terminates your employment.

At the most basic level, your resignation email sets out your intention to leave and the date you want to go.

In most cases, your HR team will use the date of your resignation letter to calculate your departure date. Most of us will have to work a notice period, so the sooner your resignation letter is in, the quicker you'll be starting your new job.

If you've followed our advice and spoken to your boss first, that's a great start. Still, many won't consider the process underway until they receive a signed and dated resignation letter. 

Is it ok to resign over email? 

It's totally fine to quit with a letter, but is it ok to resign over email?

None of us will write a resignation email as public as  Greg Smith , who chose to call out the toxic culture at a major US bank. You'll probably only want to take this bold move if you're supremely confident or rich (like Smith).

Even if your experience at a company hasn't been great, you should resign gracefully, says HR expert  Priscilla Claman . Why? "You need your current boss or HR department to be able to provide at least a neutral reference if future employers contact them," she says.

An email resignation may be acceptable, but it's not professional and could harm your career. Your boss could take it personally and choose to provide a less than complimentary reference, or refuse to give one at all.

However, there are some rare cases where an email resignation is acceptable, such as when you're experiencing problems with your employer or in conflict.

What is a 2-week notice email?

In Europe and the rest of the world, most employees need to give their employers a month's notice before leaving. In the US, they only need to provide two-weeks notice.

Employment laws in the States are lower, with employers and employees free to chop and change. So while there's  no legal duty to send a two-weeks notice email , it's polite and professional to do so.

Like any resignation email or letter, it should typically only be sent after you've spoken to your boss in person.

Is resignation the same as 2 weeks' notice? 

Loads of people ask: Is resignation the same as 2 weeks' notice? And the answer is yes. 

They're both a form of resignation email that terminates your employment. In the US, you'd generally say that you're offering two weeks' notice from the day the resignation email was sent. Elsewhere in the world, your resignation letter starts a negotiation process to decide on your official leaving date.

Make sense? Then let's get started on how to write a resignation email.

How to write a resignation email

A resignation email is a  formal email that follows a standard format . The best resignation email format we've found is one that keeps things simple.

There are five essential parts to any resignation email:

2. Greeting

3. Opening lines & Body

5. Sign-off

The great news is that once you've mastered how to write a resignation email using the correct format, you can use it anytime you need to. You can check out 10 examples of resignation email format samples later in this blog to see how we put this into practice.

Before we get to the resignation email samples, let's dig into the details further into what makes a great email. 

Resignation email subject line

Selecting an appropriate resignation email subject can be a challenge, so we recommend keeping it as simple as possible. You want to ensure the subject line for the resignation email is clear. Why? Suppose the recipient doesn't know it's a resignation email. In that case, they might ignore it, delaying your new start date and affecting your plans.

Here are ten resignation email subject lines you could use:

• Resignation email – Your name
• Official resignation Notice – Your name
• Resignation date – Insert date
• Formal resignation notice – Your name
• I'm resigning today – Your name
• My resignation – Your name
• My last say is (Insert date)
• Two-weeks' notice
• Today is my last day
• Formal resignation request – Your name

Resignation email structure

Each resignation email has a greeting, opening, the meat of the message (body copy), and a sign-off.

If you're worried about how to start a resignation email, check out our guide on formal email openings. This should provide the insight you need to craft great messages. 

Resignation email opening examples 

After you've provided an appropriate greeting, it's time to get to business. First, tell someone straight away what the purpose of your email is. Don't worry if this sounds quite formal; that's what this email is – so tell someone you're leaving upfront.

Here are a few acceptable resignation email openings;

• Please accept this email as notice of my resignation
• Please accept this email as my formal resignation
• Please accept this email as my resignation

Resignation email content 

The resignation letter email body is where you can go into details. Some essential resignation letter email content includes:

• Advising someone that you intend to leave and that you're starting the notice period from this date forward
• Thanking the person or organization for your employment
• Offering reasons why you're leaving (if you want to)
• Asking for a reference (if required)
• Offering to help recruit your replacement

Many people want to know one question: should they apologize in a resignation email? Leaving a job is part of life, and (unless you've done something wrong) you have nothing to apologize for. In fact, saying sorry when you're not could be pretty annoying, say the experts at  Business Insider .

Say so if you're genuinely sorry for something you've done or a situation you're leaving. But, like we tell kids, only ever say sorry if you mean it.

When it comes to ending your email, read our  guide on how to close an email  for all the inside tips and information. 

Email resignation sign-off

Deciding how to  sign off a resignation email  is up to you. Still, we would recommend being formal in most cases. On the other hand, if you're friendly with your boss and they're already aware you're resigning, feel free to be a little warmer.

Check out our guide on how to end emails before deciding on an appropriate sign-off.

8 resignation email examples

We've explained the principles, and it's time to show you some resignation email examples. We've created 10 resignation letter email examples that illustrate how to say "I quit" politely and professionally.

You're free to cut and paste our sample resignation emails, but we'd always suggest editing them to personalize them. Even though you're leaving, you'll want to show you care about your old job, so always update our sample email resignation letters. 

1. Short resignation email

If you've already spoken with your boss and broken the bad news, this short resignation email is for you. A simple resignation email focuses on the fundamentals and ensures that your request is communicated clearly.

Here's our simple resignation email with a notice period sample.

2. Email to an employer for resignation

This is a standard and simple email to an employer for resignation. We follow the format above and provide some thanks for the time spent in employment. This employer resignation email sample has space for you to adjust it to your circumstances.

3. Resignation announcement email to staff

As a manager or leader, you may be required to send a resignation announcement to staff. A resignation email to co-workers is about breaking the news that you're leaving but that they'll be left in safe hands.

4. Resignation email to a manager

 When creating a resignation email to your manager, you can introduce more personality. You've been working closely with this person, after all! We assume you've already spoken before sending this resignation email to your manager.

5. Resignation letter email to HR 

Your HR team is less likely to know you and be interested in your circumstances, so this resignation letter to HR colleagues is relatively formal. This sample resignation email to HR will start the termination process and discussions about your leaving date, so be clear about what you want.

6. Resignation email example with notice period 

If you're leaving your old job for a new one, you'll want to agree to a notice period. However, deciding how to write a resignation email with a notice period can be challenging. You want to be fair to your old employer but leave as soon as possible.

In this resignation email example with the notice period, we suggest when we want to leave. But the door is open for negotiation. So be sure to adjust this sample email for resignation with a notice period to your circumstances.

7. Resignation email sample without notice period 

Some roles, such as zero-hours contracts, don't require a notice period, so you could leave straight away if you want to. In this resignation email sample without notice period, we explain why we're leaving and when we're going. Still, we aim to leave things positively.

If you're wondering how to write a resignation email without a notice period, then our sample can help.

8. Resignation email effective immediately

In some cases, you'll want to create a resignation email effective immediately. This could happen if you've experienced issues at work or simply don't need to offer any notice. Our advice on how to write a resignation email effective immediately is to keep it short and to the point – which is what we've done.

Here is our sample email to resign with immediate effect.

Flowrite's resignation email templates

The difference between writing a good and great resignation email can be as simple as our AI writing assistant that takes your instructions and turns them into ready-to-send emails and messages, like this:

‍ Our browser extension and web app take care of the email format, capitalization, grammar, spelling, and punctuation. In other words, you can focus on the message, and Flowrite will take care of the delivery.

Our email template collection features dozens of email templates to help you write professional emails such us resignation letter emails.

Writing a resignation email or email resignation letter should be easy, but we know that it often isn't. Telling someone we're leaving can feel like we're delivering bad news, and who likes doing that?

By breaking down the process of how to write a resignation email, we hope we've made it simpler.

When you need to send a resignation letter email, follow the format, use one of our resignation email samples as a source of inspiration, or rely on Flowrite's resignation email template to do the job for you.

You'll ensure you leave in the most professional way possible, clear and confident to start your new role.

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How to Write a Resignation Email with Examples

Understanding Resignation Emails

Crafting the perfect resignation email, what to avoid in a resignation email, resignation email examples, resignation email faqs.

In certain lines of work, sending a letter of resignation to your boss may not be very convenient. In such situations, you’ll probably end up writing a resignation email instead.

But how can you be sure if that’s the acceptable thing to do? And are resignation emails any different from resignation letters?

Don’t worry—you don’t need to delay quitting your job because you don’t know how to say you’re leaving. We have all the answers right here, so there’s no need to puzzle over this conundrum any longer! Here’s everything you need to know about writing a resignation email.

When you think of resignations, you probably think of a letter rather than an email. In fact, your instinct might say that an email might be a bad idea because it’s not formal enough.

You’re not wrong for thinking that, but as companies globalize , digital forms of communication become a necessity. Let’s look into exactly what a resignation email is and when they’re an appropriate option.

What is a resignation email?

A resignation email is exactly what it sounds like—an email that states your intention to resign and specifies your last day of work. They’re often sent to both your manager and the HR department, though it’s also common practice to have a one-on-one with your manager to let them know beforehand.

The legitimacy of email resignations

Though it might sound a little unconventional, resignation emails are a legitimate way to resign in a lot of situations. The deciding factor is usually geographical. Is your manager’s office in the same building you work in? Do you even work in a building at all? Are you a remote worker, or is your manager a remote worker?

Resignation emails are acceptable in all of these situations because it’s not reasonable or possible to deliver a physical letter to a desk. If you are in frequent contact with your manager and you feel a little uncomfortable just sending an email, the best strategy is to arrange a meeting beforehand. Of course, a Zoom call is totally acceptable as well.

Resignation emails vs. letters

In terms of content, resignation emails and resignation letters are exactly the same. You can even write up a resignation letter as a Word document, turn it into a PDF, and attach it to an email. Whichever method you choose, the words themselves will stay the same.

However, if you do work in the same office as your boss, it’s a good idea to print out your resignation letter and hand it to them in person. That way, you can keep things personable and avoid offending anyone—a person might wonder why you chose an email if you’re sitting only a few meters away!

On the other hand, a resignation email or an email with a digital resignation letter attached won’t offend anyone if your manager isn’t in the same building as you. Even if, for example, you’re an on-site worker and your manager works in an office somewhere else in the city, this is enough geographical distance to justify an email. No one needs to travel to hand over a piece of paper.

The two biggest things you want to get right with a resignation email are clarity and tone. The reader shouldn’t be left with any confusion as to when you’re leaving and what kind of notice you’re giving.

They also shouldn’t come away with any negative feelings—the resignation email is not the place to complain about the job or badmouth any of your colleagues. Instead, it’s important to express gratitude for the opportunities and experiences you’ve enjoyed during your tenure. Let’s dive deeper into how you can achieve this.

Preparation

Before you start writing anything, you need to think about your reason for leaving. You don’t have to tell your company the reason, but it will determine the kind of notice you need to give.

For instance, if you received a better offer and are leaving for a new job, you’ll need to give the standard amount of notice that’s stated in your contract. This is often two weeks for most jobs and possibly a month or two for skilled professional jobs.

If the situation is a little more urgent and you have personal reasons for leaving, you might give short notice or even immediate notice for an emergency. Make sure you read through your employment contract to be certain that you give the right amount of notice for your situation.

Writing the email

Luckily, writing a resignation email isn’t really that hard. As long as you include all the necessary parts, you don’t need to have any particular flair for writing to achieve the perfect result. The same can’t be said for cover letters—even confident writers struggle with those, where there’s no shame in relying on a cover letter generator to lighten the workload!

One thing you can’t forget to do, however, is proofread your work. Making mistakes is unavoidable but leaving them uncorrected will make your email seem rushed. You can also run it through a checker like Grammarly—though make sure to read through each suggestion before accepting it.

Email subject line

With a delicate subject like a resignation, it can seem a little blunt to include the email’s purpose in the subject line. However, there really isn’t any other choice—if you hide what your email is about, it will only come as an unpleasant surprise when they read it.

It could also cause them to put it aside for later because it doesn’t seem important, which is the last thing you want. Clear and concise is the way forward, like these examples.

• “Resignation – Your name”
• “Notice of resignation – Your name”
• “Formal resignation notice”

If you work in a large company, it could also be useful to include the department or team you work in.

Recipient address

The first person you need to address your resignation email to is your line manager. However, in an ideal situation, you will have already had an in-person meeting or video conference call with your manager about your resignation, so when you send the formal written notice, you can go ahead and CC the appropriate HR employee as well.

Purpose of your email

Just as with the subject line, it’s best to get straight to the point when you begin your email. State your intention to resign, and then give the date of your final day. Beating around the bush won’t do you or the recipients any favors, so just stick to our advice and get the job done! Here are some examples.

• “I am writing to inform you that I am resigning as Staff Engineer at Meta. I intend for my final day at work to be Tuesday, 8th July, 2024.”
• “Please accept this message as my formal notice of resignation from Wells Fargo. My final day will be August 25th, two weeks from today.”

Further details (optional)

If you want to, you can briefly explain your reasons for leaving. This could be a new job, a career change, moving to a different area, taking a break from full-time work to raise a family and many other things. You might even have lined up resume examples or be planning to power up a resume builder to help land a new position after quitting, but your current boss doesn’t need to know that.

Not every reason is positive, however. It could be very personal and you might be feeling a lot of stress, but it’s important to maintain your professionalism. If you choose to share your reasons, keep it brief and factual. Please remember, however, that you’re never obligated to give your reasons—if you feel pressured to do so, it might be best to go straight to HR.

Expression of appreciation

Expressing gratitude is the best way to keep your resignation email positive and stay on good terms with your manager. In most cases, it should be relatively easy to think of a few things you’re grateful for but if you are in a less ideal situation, it’s still important to be polite and give a general expression of gratitude.

This way, you’ll be able to ask for a letter of recommendation and keep opportunities for further collaboration open in the future.

Conclusion of the email

To end your resignation email on an even more positive note, it’s time to pull out your secret weapon—offering assistance. Managers are usually exceedingly grateful for helpful employees who are willing to assist during the transition period or answer a few questions over email after they’ve left.

Then, it’s finally time to say a final thank you and end the email with a professional sign-off. “Sincerely,” or “Kind regards” should do just fine.

There are a few things you need to avoid if you want to write a positive, professional resignation letter that will help you secure a recommendation for your next role. Firstly, if your reason for leaving is sensitive, it’s best to avoid giving details. This could include referencing an HR issue that your manager hasn’t been made aware of.

To maintain professionalism, you also need to avoid being too blunt. This is pretty obvious, and you’ve probably been practicing this technique through most of your tenure anyway—so don’t let all that effort go to waste now! Be clear and concise, but always keep things polite and professional.

The last thing to avoid is including complaints about the company or your colleagues. You might want to give people a piece of your mind, and you may deserve to, but the hard truth is that it won’t benefit you or your career going forward. You may, however, get a chance to share some constructive criticism before you leave if your company conducts exit interviews.

Just like you look at resume templates when crafting a resume, looking at resignation examples is the best way to learn. Our six resignation email examples cover six different resignation types.

Two Weeks Notice Resignation Email

To: [email protected]

Subject: Formal resignation – Chris Turner

Dear Mrs. Carter,

I am writing to inform you that I will be resigning as assistant manager at Walmart Supercenter. My final day will be July 21, meaning two weeks from today.

I would like to express my utmost gratitude for the opportunities I’ve enjoyed at Walmart and the support I received during my journey from floor worker to assistant manager.

During my last two weeks, I hope to help my replacement transition into the role of assistant manager. After I leave, please also feel free to contact me at [email protected] . Thank you for your help during my tenure as assistant manager.

Sincerely, Chris Turner

Immediate Resignation Email

Subject: Notice of immediate resignation – Karina Kuznetsova

Dear Mr. Jackson,

I regret to inform you that I must resign with immediate effect from my position as head data analyst at Microsoft. My last day will be today, July 27, 2024.

I apologize for this sudden announcement. A family emergency requires my immediate and possibly long-term attention. I would like you to know how appreciative I am for the support and guidance I’ve received throughout my time here.

Once my situation has settled, I would be happy to help hand over my current project over email and Zoom. Thank you for your understanding.

Sincerely, Karina Kuznetsova

Resignation Email with an Attached Formal Letter

Subject: Notice of resignation – Steven Bentley

Dear Ms. Malkiewicz,

After careful consideration, I have decided to resign from my role as product manager at Nike. Please find my formal letter of resignation attached.

I would like to sincerely thank you for the opportunities and guidance I’ve received during my four years with Nike. Working with you has been a pleasure.

Sincerely, Steven Bentley

Resignation Email for Personal Reasons

Subject: Notice of resignation – Michelle Nakamura

Dear Mr. Holland,

I am writing to inform you that I must resign from my position as a software engineer at Tesla due to personal reasons that require my full attention. I am, however, able to give the full three weeks’ notice stipulated in my contract. My final day will therefore be September 10, 2024.

Please allow me to express my gratitude for the opportunities I’ve enjoyed and the experience I’ve gained while working at Tesla. I intend to make sure all of my work is wrapped up and handed over smoothly before my final day.

If anyone has questions after I leave, please don’t hesitate to contact me at [email protected] . Thank you for your understanding.

Sincerely, Michelle Nakamura

Resignation Email for New Job Opportunities

Subject: Notice of resignation – Charles Peterson

Dear Mr. Ghulam,

Please accept my resignation from my role as HR consultant at Johnson & Johnson. Following the standard two-week notice period, my last day will be May 14, 2024.

I will be moving onto a new position with a new company, but I would like to take this opportunity to express my gratitude for the support I’ve received during my tenure.

I will work with my team over the next two weeks to wrap up my projects and hand over any ongoing work. You can also feel free to contact me at [email protected] after I leave.

Thank you again for the opportunity to work here.

Sincerely, Charles Peterson

Retirement Resignation Email

Subject: Notice of retirement -Jesus Lopez

Dear Ms. Davis,

I am writing to inform you that I will be retiring from my position as a storybook artist at The Walt Disney Company. I plan to retire in three months, with my last day being March 1, 2025.

I have thoroughly enjoyed and benefited from my 20 years with Disney, and I would like to relay my gratitude to everyone I’ve worked with during my time here, especially you. Working with you has been a pleasure.

Over my remaining months, I will wrap up my current projects, and happily assist with any transitions that may occur.

Thank you again for a memorable 20 years.

Sincerely, Jesus Lopez

It depends on the situation. If you work in a remote position or your boss works remotely, it’s totally acceptable to send a resignation via email. The trick is to still have a meeting beforehand to talk things over face-to-face—though it will technically be over Zoom or another video conference software.

Subject lines should always be straight to the point—there’s no benefit in hiding the fact that it’s a resignation email! Formal and concise is the way to go, including a phrase like “resignation notice” or “formal resignation” plus your name and any other identifiers your company uses.

Don’t worry, bosses refusing to accept resignations is really more of a movie thing than a reality thing. You always have the right to quit your job, no matter what your boss says. The only thing to think about is the terms of your employment contract. If you break any of these, you may lose out on some perks like outstanding holiday pay.

A resignation email is typically pretty short so it may seem repetitive, but the best way to end it is with another thank you and a short expression of gratitude. You can also include your contact information if you wish to lend a hand with any outstanding issues once you’ve left. As a sign-off, the usual “kind regards” or “sincerely” will work just fine.

The most important tip is the most obvious: keep up the good work you’ve been doing! If you let your work ethic slip or deliver lower quality work during your notice period, it could damage your reputation with your colleagues. You might be leaving them for now, but you never know when your paths might cross again! Try to be helpful and patient as you hand over work or assist in training a replacement.

Related articles

• 10 Resignation Letter Examples
• Reasons for Leaving a Job
• How to Quit a Job
• How to Accept a Job Offer
• Letter of Interest

Why and How to Write a Resignation Email (With Examples)

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At its most basic, it's a piece of professional correspondence that formally presents your intent to terminate your employment. While this is always a good idea for keeping a record of things, in many places and cases it’s required anyway.

There are two critical pieces of information a resignation email has to include:

• your intention to leave; and
• the date you plan to go.

Ideally, you’ll leave with at least a two-week notice period. So, the sooner you get your resignation letter in, the sooner you can move on.

We’ll say again it’s best to speak to your boss first, whether you usually do this in person or virtually - and that's a great start. Still, the exit process often requires a formal, signed and dated resignation letter or email.

Beyond that, it’s professional and respectful to resign in writing. It gives your employer time to process the news and can help maintain a positive relationship with them.

No matter what you think of your manager or the company personally, it’s best to keep in good standing with them. Most importantly because you may need to ask them for a reference in the future.

It’s also a time to thank your employer for the work opportunity, which shows a level of respect and appreciation for them. When you run into them in the future, or again if you need a reference, you’ll be glad you took the high road on this.

Sending a resignation email also gives your employer a chance to respond. Who knows, maybe they’ll come back with a great offer to keep you on board.

It’s also a necessary step before you send a resignation email to any of your team members letting them know of your plans and thanking them for their help. This is always a good move because you’ll likely see them again, especially if you’re in the same social circles.

Finally, it’s a record of your resignation. Both you and your employer can refer back to the same document if needed or if there are any disputes or misunderstandings later on.

Once you’ve resigned in person with your boss, you’ll have to follow up with your resignation email. You’ll want it to be as professional and polished as possible to leave a good impression.

Here are some tips for how to do it effectively:

Use a clear email subject line

A simple and direct email subject line, such as “Resignation – Your Name” is the way to go. This way, the person you’re sending it to will know what your message is about: you want them to open and read the email ASAP.

Give two weeks' notice

It’s expected, and you should do your best to give your employer the standard two weeks' notice when you resign. In most cases, the job you’re going to next should be flexible and give you that time as they’d want the same thing in return.

If you can’t give your employer two weeks’ notice, give them as much notice as possible to maintain the best relationship you can with them.

Specify your last day

Include the exact date you plan to leave the company in the email. Being specific will remove any confusion about your timeline.

Be positive and grateful

Again, this is your last chance to make a good impression and leave on a positive note. Don’t say anything negative about the company or people you work with; thank your manager for your experience with them.

Even if you were unhappy with the company, don’t complain or say anything critical in your email. You want to leave knowing they think well of you in the future.

Offer to lend a hand

If you can, offer to help during the hiring and transition period. For example, you might offer to train your replacement in the time you have left or open up the possibility your employer could contact you if they have any questions once you’re gone.

If you really want to lend a hand, it’s a good idea to reinforce the idea by including your contact info in the email too. This little step shows you’re serious about the offer.

Avoid details

You don’t need, and no one expects you to give details on why you are leaving or your plans. If you want to give a short explanation when you’re talking to your boss, go ahead, but leave it out of the email.

If you haven’t spoken to your boss in advance, though, it’s best to briefly explain in the email why you intend to leave. They’ll probably ask when they follow up with you about your resignation anyhow, and it’s courteous to give them a little insight.

Proofread the email

It’s always best practice to proofread your emails before you hit send. Make sure your formatting is spot on, that you’ve used a neutral or friendly tone, and especially that you haven’t written anything that could be taken poorly.

Because tensions could be high and this is a delicate matter, it’s a good idea to ask a friend or family member to read it too, if only to double-check your tone.

Choosing the right resignation email subject line can be confusing, and you may start overthinking it. We recommend keeping it clear and to the point.

Why? Well, if your boss is busy, they might delay opening their emails, but you want to be sure they get the message ASAP.

How do you do that? Use a simple 2-4 word phrase that clearly indicates it’s a resignation letter and includes your name and/or the date.

Here are ten straightforward resignation email subject lines to consider:

Now that we’ve covered all the steps you want to take to write a professional resignation letter, let's pull it together. Here are a few examples of resignation emails that include each of the considerations above that you can use as inspiration or adjust to suit your situation.

Resignation letter template: the basic letter

This letter would be fine in 99% of job exits; it’s to the point, appreciative, and lets them know they can count on you in your last few days there. Just fill in the details from your job, and you’re ready to go!

Dear [Your Manager’s Name],

Please accept this letter as formal notification that I am resigning from my position as [your job title] with [Company Name]. My last day will be [the date of your last day—usually two weeks from the date you give notice].

I truly appreciate the time I’ve spent in this position for the past [amount of time you’ve been in the role]. I’ve enjoyed working with my colleagues, and you have helped ensure smooth operations during my time here. I’ve learned [one or two specific things you’ve learned on the job], which I will carry forward through my career.

I will, of course, wrap up my duties as expected before I leave, but I’m also more than happy to lend a hand in training other team members or my replacement. Please let me know if there’s anything else I can do to ensure a smooth transition.

I wish the company continued success, and I hope to stay in touch.

Best regards, [Your Name]

Resignation email example #1

Here’s a great letter for somebody who is leaving with the standard two weeks’ notice and can help with the transition. Sending this letter should leave you in good standing with your boss.

Dear Mrs. Trinh Samanta,

Please accept this letter as formal notification that I am resigning from my position as Marketing Associate with Profound Online Media. My last day will be Thursday, March 2.

Thank you so much for the opportunity to work in this position for the past three years. I appreciate the opportunities I’ve had to develop our capacities and redirect our marketing funnel. I truly enjoyed working with the team here to create the amazing content we put out. I’ve learned so much about marketing strategy and the digital media space, which I will take with me throughout my career.

I’ll do everything possible to wrap up my duties and train other team members over the next two weeks. Please let me know if there’s anything else I can do to help during this transition.

All the best going forward, and I look forward to any future interactions.

Mellisa Mann

Resignation email example #2

This letter is great because it’s brief and to the point. It gives just a tiny bit of info on your next steps in case you couldn’t get in touch with your boss in person to talk about things before you send it, and it doesn’t promise the moon in terms of extra help on your way out.

Dear Mr. Silverstein,

Please accept this letter as my resignation from my position as Data Analyst at Misger Info Solutions, effective March 26, 2022.

Thank you very much for the opportunity you’ve given me to learn about efficient and effective data analysis practices. My time with the company has been a great learning experience that I will draw on in the future.

I am leaving to take on a related position with greater responsibilities and opportunities for advancement that I cannot turn down. I look forward to speaking with you about next steps and how I can facilitate during the transition period.

Martin H. Degger

Resignation email example #3

This is a letter to use if you can’t give a full two weeks and have limited capacity to help during the transition. Not a great situation, but this makes the best of it by opening up the door for questions even once you’ve left and including contact info to do that.

Dear Ms. Tanner,

I am writing to notify you that I am resigning as Assistant Manager at Swell Restaurant. My final day of work with the company will be Monday, December 05, 2022. I understand that this is less than the standard two weeks, but my circumstances going forward demand I leave by this date. I apologize for the short notice.

I've enjoyed leading the floor team here, and learned a great deal during my time with the company. I have great respect for you and the way you run the company as well.

I will do what I can in the next few days to help with the transition, and I’m happy to help out once I’m gone too if you or my replacement need to reach out with any questions regarding operations or other needs there (please see my contact info below).

I wish you the greatest success going forward.

Jason Vislash

[email protected]

519-555-1234

Resignation email example #4

This email is perfect for when you have a good rapport with your boss and have the flexibility and time to pick up some responsibilities during the transition. This letter shows that you appreciated working for them and you’re there to help with your replacement.

Dear Chaturi,

Please accept this letter as notice of my resignation from my position as Wellness Manager with Lifecycle Fitness Center. My last day of employment will be Saturday, May 28, 2022.

It has been a pleasure working with you and getting to know you and the team over the last five years. One of the highlights of my career was engaging with the new hires to inspire them toward the goals we share at Lifecycle. You’ve put together such a great team and workplace, I’m sure of your continued success.

I want to help with the transition of my duties in any way I can to ensure things go smoothly after my departure. I’m available to help recruit and train my replacement, and I will ensure that they are familiar with everything they need before my last day of work.

Chaturi, thank you again for the opportunity to work for Lifecycle. I wish you and the team all the best, and I look forward to staying in touch with you. You can email me anytime at [email protected] or call me at 535-555-1234 if you have further questions about this or for help with the transition once I’m gone.

Janice Silver

Resignation email example #5

On the flip side, here’s a great resignation email that keeps things very formal. It’s succinct and to the point, but ticks all the boxes you need in terms of a tactful, professional exit.

Dear Mr. Liu Xie,

I am writing to formally notify you of my resignation from the position of CPA with Lenders Management. As per our contracted notice period, my final day will be January 06, 2023.

I have appreciated working at Lenders for the past two years and six months, during which I have had ample occasion for professional growth. I would like to thank you for your professionalism and for all of the opportunities I have been afforded here.

During my remaining time here, I am fully committed to providing assistance in ensuring a smooth transition.

Benjamin Wolff

• Writing a resignation email is a professional courtesy and a good idea for documentation purposes, and in many cases, it’s required.
• It’s always best to start the exit process by talking to your boss in person.
• A resignation email should clearly state your intention to leave and your departure date.
• Short and to the point is the best choice. You don’t need to add any details about your plans.
• Stay positive, express appreciation, and use a neutral or friendly tone for the best results.

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How to Write a Resignation Email?

The importance of sending a resignation email

How to title a resignation email.

You should always title a resignation email with your name and the word “resigning” or “resignation” to make it clear to them what the message is about. For example, “John Smith – Resignation”.

Resignation email subject line examples

How to write a resignation email.

Don’t overdo your resignation email. This is not the time to vent or complain about your current job or employer. Simply state your intention to resign and provide a date of when it will be effective.

What to include in a resignation email

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Email still remains one of the major customer service channels for a huge number of consumers. Check out our free customer service templates.

The article discusses the importance of email in sales and marketing with a potential return on investment of up to 4400%. Ready-made email templates for different occasions like sales introduction, prospect follow-up, loyalty programs, and customer birthday offer emails are featured. Reminder email templates for trial expiration, renewing subscription, and overdue payments are also discussed. Survey email templates, including tips for gaining customer feedback, and examples of bad email practices with tips for writing effective business emails are included as well.

Introduce new employees to clients with a professional email. Be concise, include the employee's name, job title, background, and contact info. Use a formal or informal title and end on a positive note. This helps build trust and a better working relationship from the start.

The article provides tips for writing a thank you email that is engaging and effective. The tips include: using a catchy subject line, starting with the appropriate greeting, expressing appreciation with specifics, humanizing the message, adding personalization, maintaining a professional tone, looking towards the future, saying thank you again, and ending with an appropriate closing phrase. The overall goal is to show genuine appreciation to the customer while also maintaining a professional tone.

You will be in Good Hands!

How to Write a Resignation Letter [5+ Templates]

Quitting a job is never easy.

It’s almost like breaking up with someone - there are plenty of good memories, you learned a lot, but ultimately, it’s time to move on when it’s time to move on. 

Breakups can be messy. They involve a lot of crying and “it’s not you, it’s me”’s.

However, when it’s time for you to quit a job, there is no added emotional hassle (thank god).

Instead, you must write a letter of resignation . And it must be classy and professional, too.

Yes, even if your boss was Satan. Or worse, Michael Scott.

Among other things, you want to make sure you stay friends with your employers after you quit to get those valuable future references .

In this article, we’ll show you: 

1) Why writing a letter of resignation is so important

4) How to structure a formal letter of resignation [with an example]

3) Ready, fill-in-the-blank free samples for:

• Letter of resignation to your supervisor
• Letter of resignation to the board
• Immediate/short notice letter of resignation
• Emailing your letter of resignation

4) How to submit the resignation letter

Why Writing a Letter of Resignation Matters

A resignation letter is a legal document where you announce your intent to leave your current position within a company. It gives your employer formal proof that you want to resign and a traceable record that the conversation happened. 

I’m sure you’ve seen many movies where the protagonist barges in the office of his supervisor and yells: “That’s it, I quit!” Then, everybody claps, as the protagonist takes his wife and kids to live in some sort of ranch or camping in Hawaii or something. 

While that’s going on, all I can think about is: “He’s in so much legal trouble!”

Although that looks pretty cool, in real life, quitting is much less glamorous and I advise you to virtually do the opposite of the cool movie guy. 

You should give at least a two-weeks notice period (for some employers, this can be way longer) when you leave a job and make sure you end things on a good note . 

Let me tell you why:

When you leave a company, you are entitled to certain employment-related benefits , like severance pay, pension benefits, or overtime pay. You can only get them, however, if you hand in your resignation prior to your departure and within the contracted notice period. 

Check your company policy in the employee handbook or your employment contract for the exact benefits and the exact time-frame , because they may vary.

Also, you want to be helpful with the transition of responsibilities and daily duties, so that no information is lost or misinterpreted after you leave. At the end of the day, someone else will take your position: this could be an internal employee or they could hire someone else. 

Whichever the case, your team members need to know your exact duties and responsibilities, so almost no knowledge is lost in the process. The next guy/gal shouldn’t have a hard time figuring out what they’re supposed to do.

Essentially, those two weeks are when you pass the crown and make life easier for the person that will take your job.On top of that, you want to maintain a positive relationship with this employee so that you can use them as a reference in the future.

This might be the only case when still being friends after the “breakup” is okay.

• It’s best to have your resignation letter prepared before you have your cool “I quit” moment. 
• Print it out the day you decide to communicate your resignation to your boss.
• Your two-week countdown starts the moment you hand in the resignation letter.

How to Write a Letter of Resignation [+ Example]

A letter of resignation looks like any other official letter. 

The contents of it are pretty straightforward:

You open with your personal information (name, last name, email, etc.), the date, the manager’s personal information, and a formal greeting. If you forget to date your letter of resignation, all legal benefits of this written record can be open to dispute.

There are three main paragraphs in the body of the letter and each one serves a separate purpose:

• The first one informs the supervisor that you’re resigning. 
• The second expresses gratitude for the experience.
• The third and last paragraph offers your cooperation with the passage of duties & responsibilities.

And then you sign off with a formal greeting.

Here’s what to include in each section of your letter of resignation (with examples):

1) Letterhead: 

• Personal details 
• Manager details

“ Meagan Brown, Sales Manager at ABC Ventures

Senior Sales Manager

ABC Ventures ”

2) Opening greeting

“ Dear John, ”  

3) First paragraph: 

• Express that you’re resigning from your current position
• Mention the date again. 

“ Through this letter, I hereby announce my resignation from the position of Sales Manager for ABC Ventures, effective September 14, 2019. ”

4) Second paragraph:

• Say something nice about your experience in the job or the company. The more of a personal touch you can add, the better the impression you’ll leave.
• Thank your boss and the organization you worked for.

“ It has been a pleasure working with you and the entire ABC Ventures Sales team for the past five years. In my time here, I have grown professionally and made life-long friends. In particular, I would like to thank you for providing me with a rewarding learning experience and a warm working environment during my time at ABC. ”

5) Third paragraph:

• Volunteer to make the transition of responsibilities as smooth and simple as possible
• Offer your help.

“ You have my full commitment and cooperation for a smooth transition of responsibilities. Please let me know how I can be of further assistance. ”

6) Closing salutation, with your typed name and optional signature.

“ Sincerely,

Meagan Brown

[optional signature] ”

Here’s how this resignation letter would look like in its entirety:

You see how short and to the point this example letter is. Anything more than half a page is too much information.

There’s nothing fancy expected from you in a letter of resignation except to be professional . 

You don’t have to explain why you’re leaving or justify your decision. 

Follow this simple structure and you’re good to go!

4+ Resignation Letter Samples You Can Use Right Now

If that wasn’t easy enough, we have created four free, easy to use templates for you. 

Simply fill in the blanks and hand your resignation in.

Feel free to skip through them to see which one applies to you.

Letter of Resignation to Your Supervisor

A letter of resignation to your supervisor or manager looks just like the one Meagan wrote to her boss in the previous section.

Simply fill in the black with your information and hit the Print button.

[YourName] [YourLastname], [YourPosition], [Company]

[The date you are submitting the letter]

[Supervisor Name] [Supervisor Lastname]

[Supervisor Title]

Dear [Supervisor Name or Mr./Mrs. Last Name]*,

Through this letter, I hereby announce my resignation from the position of [Your position] for [Company], effective [Today’s date] 

It has been a pleasure working with you and the entire [company name] [department name] team for the past [timeframe you’ve been at the job]. In my time here, I have grown professionally and [something nice about the job]. In particular, I would like to thank you for [something your boss helped you with] during my time at [company].

You have my full commitment and cooperation for a smooth transition of responsibilities. Please let me know how I can be of further assistance.

[Your name] [Your last name]

[signature]

*depending on what they preferred to be referred to

Letter of Resignation to the Board

If you have been a member of a board and you answered only to the CEO himself (and other board members), you have to let them know of your departure.

Be professional, open, and give a short, not too in-depth reasoning for your resignation. 

Here’s a good sample you can fill in:

[YourName] [YourLastname], [YourPosition], [Organization]]

[Board Director Name] [Board Director Lastname]

[Organization]

Dear [Board Director Name or Mr./Mrs. Last Name],

Through this letter, I hereby announce my resignation from the position of [Your position on the Board] on the [Organization / Board Name], effective [Today’s date] due to [Short reasoning for why you’re leaving the board]*

It has been a pleasure working with you and the entire [company name] board for the past [timeframe you’ve been a part of the board]. I am proud of all we have accomplished, and I am certain more successes will follow in the future.

Please let me know if I can be of assistance during the transitory period.

[Your Name] [Your last name]

*Examples: 

• A family situation that needs my attention
• An overwhelming amount of responsibilities that need my attention
• Health-related reasons

Immediate/Short Notice Letter of Resignation

In this case, maybe you forgot there was a two-weeks notice. Or maybe, you weren’t aware that the contracted period was longer than you thought, or you just received an urgent offer you just can’t refuse.

And to that we say:

Didn’t you read the beginning of this post? It’s important .

But you might have found yourself in the middle of an unavoidable, unpredictable situation that requires you to quit your job within a shorter time frame.

You still need to write a resignation letter, and we have just the sample for you: 

Through this letter, I hereby announce my resignation from the position of [Your position] for [Company]. My last day of work will be [insert day of departure]. I understand that handing in my resignation to allow for a [contracted period] notice is customary, but due to circumstances not under my control, I have to depart sooner.

It has been a pleasure working with you and the entire [company name] [department name] team for the past [timeframe you’ve been at the jon]. In my time here, I have grown professionally and [something nice about the job]. In particular, I would like to thank you for [something your boss helped you with] during my time at [company].

You have my full commitment and cooperation for a smooth transition of responsibilities within the timeframe.* 

*If the resignation is immediate and you intend to leave that same day, omit this part, or express that you’ll be able to help remotely instead.

Emailing Your Letter of Resignation

You will usually email your letter of resignation right after you’ve told your boss in person, or, in extreme cases, you’re just breaking it to him for the first time.

In both cases, attach the letter of resignation as a document in the email following one of the samples we provided you with.

Here’s how to write the contents of the email you are attaching the letter of resignation to:

Email subject: Resignation Letter - Your Name & Last Name 

Email contents:

Please find my formal letter of resignation attached to this email.

Let me know how I can be of further help.

Best regards,

Email subject: Resignation - Your Name & Last Name 

Through the contents of this email, I am informing you of my resignation. My last day of work will be [insert day of departure]. I greatly apologize I can’t inform you in person, but it is due to circumstances beyond my control.

How to Submit Your Letter of Resignation

Now that you have your resignation letter ready to go, you’re probably worrying about how your manager is going to take it.

Here’s the thing:

Any good manager will understand that having staff leave is simply part of doing business. 

Yes, you may have a great relationship with your supervisor, and if you go about submitting your resignation in the right way, you can preserve that relationship . 

If you know your manager is very busy or is having a rough day, hold off on your resignation . You want to make sure the situation is appropriate.

Make sure to be considerate and always do it in person .

Never, ever, send an e-mail or hard-copy letter (or God forbid, a text) without verbally notifying them in person first. 

However, circumstances beyond our control may arise where you’d have to quit remotely. This is not a general best practice, but we’ve provided you with a sample above just in case. 

Once you’ve had that conversation, either send your letter to your manager by email (with the current date on it) or print a hard copy for him/her and hand it in when you tell him/her the news.

If you really want to go the extra mile with your professionalism: 

Consider providing more time than the minimum notice period required. 

Giving your manager extra time to make arrangements for a replacement shows courtesy and respect, especially if you are in a senior role.

Be professional, thankful, and humble in person as well. After all, not every breakup has to be painful. 

One last thing:

Try to hide your excitement. No smiling cheek to cheek like you’re about to escape hell, even if that’s the case.

Two more weeks! You can do it!

Key Takeaways

Let’s sum up everything we learned in this post:

• A letter of resignation is a formal legal document that lets your employer know you have decided to leave the job.
• Give two weeks notice to your boss. If you want to go the extra mile, make it a month or more.
• Include the contact information of both your supervisor and yourself in the resignation letter. You don’t have to explain the reason you are leaving. Be short (usually not more than half a page) and professional.
• Express gratitude for the experience and offer to help while they find a replacement for you.
• Always try to resign in person and at an appropriate time.

Now that we’ve explained all you need to know about writing a resignation letter, it’s time to get started. Want your letter of resignation to look as professional as it can be? Try one of Novorésumé templates.

Suggested Reading:

• Top 21 Career Influencers to Follow
• How to Write a Motivational Letter
• How to Write a CV That Gets Noticed

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formal resignation letter email (Easy Cover Guide)

Table of Contents

A formal resignation letter email is written to your manager, CEO, or HR to communicate your decision to leave the company. If you’ve decided to quit your job, you should let your boss know professionally.

Formal Resignation Letter Email: what is it?

A resignation letter is a formal record of the last day you worked for an organization . This document is usually needed after telling your boss in by email that you want to leave.

 Resignation Letter Fundamentals

Before sending a resignation letter, it’s best to talk to your manager in person, by video chat, or on the phone. This is a sign of respect. Professionally, it’s also polite to send a resignation letter after this conversation. This is so that your company’s HR department has a record of what you said and your manager knows how to handle your departure.

In most cases, a resignation letter will include the following:

• Resignation letter from the company
• Date of the last workday
• Expression of gratitude
• What to do next and other essential details

What you should  NOT  include in your resignation letter

You should tell your boss positively and respectfully why you are leaving your job. As a professional document, resignation letters shouldn’t include complaints about the company, your manager, or your coworkers.  Use a positive or matter-of-fact tone to keep it professional and only include the information above.

The Process of Writing a Resignation Letter

Writing a resignation letter can be easy if you follow a few key steps. Before you write your letter, talk to your direct boss or the HR manager. This is to find out how resignations are handled in the company. 

For example, they might ask you to send a letter to a particular person at the company or give them specific information.

Include the following information in this order in a resignation letter:

1. Start with an introduction and notice of resignation

A conventional business letter format should be used if you’re handing in a hard copy of your letter. This information isn’t required if you’re emailing your letter. When writing a letter, begin by addressing the recipient by name and using a standard greeting. Standard greeting such as “Dear [First name],” or “Hello [First name]” should be used.

Next, make it clear that you’re writing to provide notice of your resignation and indicate the date of your final day of work. Two weeks of information is customary, although you may have particular instructions from your employer as to when you can leave. Afterward, write down the date and time of your last day at work.

Example: 

Please accept this as my formal resignation from my position as a senior content creator with ABC Company. My last day will be Sunday, June 26, two weeks from today.

2. Make a statement of gratitude.

It’s usually a smart career move to have good ties with your team. Writing a few sentences thanking your colleagues and employer for their hard work will help ease the transition to a new job.

  My heartfelt thanks to all who have given me the chance to learn  and grow as a content creator. I will always appreciate the experiences I had with you and the team.

3. Give Details of the Next Steps and Conclude

List any important details about your move that the recipient should know. You can talk to your boss about these things beforehand. Be willing to take up responsibilities to make the change as seamless as possible. Most people like this kind of action.

Close with something like “Sincerely” or “Thank you,” and then sign your name.

Resignation letter template

In the following sample resignation letter, you’ll find everything you need to know about writing a resignation letter from an employer. You should personalize this template to reflect your own needs and circumstances.

[Your supervisor’s first name],

Please accept this as my formal resignation from [your job title] with [company name]. My last day will be [your final day of work], two weeks from today. I am appreciative of all the assistance I have received during my stay here and the invaluable experiences I have acquired. It has been a joy to collaborate with you and the team.

Please let me know how I can assist and make this transfer as seamless as possible.

Sincere appreciation for everything. [Your name]

Effective Resignation letter Tips

Here are a few pointers to help you craft an effective resignation letter:

1. Stay positive. 

A pleasant tone should be maintained in your resignation letter, no matter what the reason for your departure may have been. Avoid using your resignation letter as a means of venting your anger. 

2. It’s best to hand-deliver your letter.

If at all feasible, hand-deliver your letter of resignation to your boss. You must put the date at the top of your resignation letter if you submit it in paper copy. It’s also possible to send an email immediately following a meeting with your boss. Use a subject line like resignation—[Your Name] to convey your resignation. 

3. Consider the possibility of meeting new people.

Maintaining professional contact with your management after leaving the company should be encouraged. For example, “I’d enjoy the opportunity to stay in touch with you. This is to continue learning from you and to offer any industry insights I’ve gathered that you would find helpful.” Please don’t hesitate to contact me at [your email address].”

4. If you have to, keep it short.

Keep it short by Including your statement of resignation, your last day at work, and a comment. You can say, “I wish the organization well in its future endeavors.” It is okay if you’re leaving for sensitive reasons and don’t want to disclose specifics.

5. Prepare to leave as soon as possible.

On the day of your resignation, you may be asked to depart by your employer. Some employers do not pay their employees during the time between when they leave and when they start new employment. If this sounds like you, keep an eye out for other people’s resignations and adjust your start date for a new job appropriately. 

6. Follow your manager’s instructions.

Your manager may ask you to make a transition plan due to your departure. This may involve completing particular projects or composing a farewell letter to your coworkers.

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

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How to Resign With Grace Through the Perfect Resignation Letter

By Rad Aswani • May 21, 2024

Need to write a letter of resignation but not sure where to start? You’re in the right place. We’ll show you how to create a straightforward and dignified resignation letter, with essential tips, examples, and key phrases that reflect your professionalism. By the end of this article, you’ll be equipped to craft a letter that communicates your departure with grace and poise.

Key takeaways

• A resignation letter should include essential elements such as recipient identification, a clear statement of resignation, and expressions of gratitude, setting a professional tone for your exit.
• The structuring of a resignation letter is key, with a clear introductory statement of intent to resign, a body that discusses transition plans, and a conclusion that reinforces a positive and professional relationship.
• Different scenarios demand tailored resignation letters, and it’s crucial to balance honesty with professionalism, adapting the tone to fit the company culture and maintaining good relationships for future networking.

The great resignation during and after COVID saw waves of resignation letters fly around companies. And as workers spend shorter periods between new roles as part of that shake out, many more are in the pipeline. If you need to resign, as part of a remote or hybrid team , doing it well is still vital. 

Essentials of a professional resignation letter

A resignation letter is not merely a formality; it’s the final chapter of your current professional story. It should be penned with the same care and attention you’ve devoted to your work. This letter is a formal document that announces your departure and sets the tone for the final days with your employer. To write a resignation letter that is both professional and polished, one must include key elements such as:

• The identification of the recipient
• Personal details
• A clear statement of resignation
• Expressions of gratitude
• A professional sign-off.

By following these guidelines, you can ensure that your resignation letter professional in tone and content.

Each component ensures the resignation process is completed with dignity and respect, paving the way for a smooth transition and preserving the professional relationship you have nurtured.

Identifying the recipient and personal details

Attention to detail begins with the basics: properly addressing your resignation letter. It’s essential to start with the current date to mark the formality of the document. Your contact information and the company’s name should be clearly stated in the header, leaving no room for confusion.

A formal salutation paves the way for a respectful tone, as addressing your manager by name and title conveys a sense of personal acknowledgment. Including your job title within the personal details further clarifies your position within the company, ensuring no ambiguity about the role you’re vacating.

Note that a resignation letter needs to be emailed or printed and handed over; email by messenger or chat application, even fun-focused companies using Kumospace , is unlikely to be accepted by human resources.

Crafting a clear and polite statement of resignation

The core of your resignation letter is the statement where you formally notify your intent to leave. Clarity is paramount; your words should leave no doubt about your decision. It’s customary to mention the last working day to provide a clear timeline for your departure, honoring the standard notice period and allowing for adequate transition planning.

Small teams without human resources might need to work out your leaving date, while high-value employees might have contract clauses that extend the usual week or four-week period to several months, depending on seniority. 

While it’s tempting to delve into the reasons for leaving, such details are not obligatory and may, in fact, lead to misunderstandings if not approached with care. Instead, use unequivocal language to formally notify your employer of your resignation, focusing on the professional rather than the personal.

Expressing sincere gratitude and positive experiences

A graceful exit includes expressing gratitude for the opportunities and experiences you’ve had during your tenure. A thoughtful resignation letter should acknowledge the support and opportunities provided by the manager and the organization. Sharing a memorable experience or expressing thanks for specific opportunities can reinforce your appreciation and underscore the positive aspects of your professional journey.

Concluding your letter on a positive note with a sincere expression of gratitude will ensure you leave a positive impression, reinforcing the value of the time spent with the company.

Structuring your resignation letter

Crafting a structured resignation letter is about adhering to formalities and leaving behind an eloquent testament to your time with the company and the employment contract you’ve had during your formal resignation.

If you have advice on how the business can improve, feel free to offer it in a good-spirited way, such as improving collaboration , or improving how meetings are managed , both common issues for growing organizations. 

Opening paragraph: formal notification

The opening paragraph is where you set the tone for your departure. It should begin with a formal notification that clearly states your intention to leave the company. This introductory message should be succinct, avoiding unnecessary details while focusing on the fact that you are resigning.

By stating your decision in the first few sentences of the official document, you immediately clarify the letter’s purpose, setting a clear and respectful tone for the remainder of the communication.

Body paragraph: reasons for departure and transition plans

The body of your resignation letter should include:

• Briefly touching on your reasons for leaving (optional)
• Highlighting any positive value gained from your current position
• Mentioning future opportunities that you are pursuing
• Avoiding dwelling on any negatives

This section is also where you express your commitment to a smooth transition process, specifying an exact end date and any ways you are willing to assist, such as training a replacement or creating handover documents. By initiating important transition planning and offering specific support, you demonstrate a cooperative and supportive attitude even as you prepare to leave.

Conclusion: professional sign-off and continued success wishes

The conclusion of your resignation letter is your final opportunity to leave a lasting impression. A professional sign-off is essential, as it encapsulates your overall message and leaves the reader with a sense of respect and goodwill.

Wishing the company and your colleagues continued success conveys a positive outlook and genuine desire for the organization’s prosperity even after your departure. This courteous gesture not only reflects well on you but also strengthens the professional bonds that may continue to benefit you in your career journey.

Templates for different scenarios

Not all resignations are created equal, and your departure may be driven by various circumstances, each demanding a tailored approach to the conversation. Resignation letter templates serve as versatile tools that cater to various scenarios, whether a career leap, an unforeseen personal event, or a transition to new responsibilities.

These resignation letter template foundations can help you build a personalized, situational resignation letter, ensuring that your message is appropriate and impactful.

Immediate resignation due to unforeseen circumstances

Immediate resignations are challenging due to their abrupt nature and the potential inconvenience they may cause to an employer. When unforeseen circumstances necessitate such a swift departure, it’s crucial to apologize for the suddenness and provide a brief explanation for the urgency.

While you may not be able to provide the traditional notice period, offering your support in whatever capacity possible during this brief transition period can help mitigate any negative impact.

Resigning for personal health or family reasons

When personal health or family commitments necessitate a resignation, it’s vital to emphasize the importance of these priorities. Your letter should reflect a respectful acknowledgment of the difficult nature of such decisions and an appreciation for the employer’s support during your tenure.

Be it caring for a loved one or addressing your own health, such valid reasons should be communicated with dignity and an expression of gratitude for the understanding you hope to receive.

Writing a resignation letter that maintains professional relationships

The manner in which you resign can significantly impact your professional relationships long after you’ve moved on. It’s about more than just the letter; it’s about the conversations and actions that surround your departure.

Here are some steps to take when resigning:

• Have a face-to-face discussion with your manager before submitting your resignation letter. This is a mark of professional courtesy.
• Offer your support during the transition period. This shows a level of commitment and respect.
• Follow up after submitting the letter to demonstrate your continued interest and support.

By following these steps, you can leave a lasting positive impression.

This approach preserves and can enhance your professional network, which may prove invaluable on your ongoing professional journey.

Offering support during the transition period

Your willingness to assist speaks volumes about your character during the transition period. Offering to train your replacement or help with specific tasks shows that you’re invested in the company’s continued success even as you prepare to leave. Open communication with your manager about how you can support the team during this time is a testament to your professionalism and can help ensure a seamless transition.

Even in cases of immediate resignation, demonstrating a willingness to help in any way possible can soften the blow of your sudden departure.

Handling the exit interview with careful reflection

The exit interview is an important step in the resignation process, as it allows you to share your experiences and insights with the organization. During this conversation, it’s crucial to:

• Provide honest but respectful feedback
• Focus on the positive aspects of your job
• Offer constructive suggestions for improvement
• Approach negative experiences with care and specificity to avoid leaving on a sour note.

A thoughtful exit interview that balances gratitude with insightful feedback can contribute to lasting professional respect and even lead to positive changes for those who remain.

The do's and don'ts of resignation letters

A resignation letter is a balancing act of professionalism and personal expression. It’s crucial to include positive elements such as a suggested notice period and clear communication of your resignation, which maintains a polite and respectful tone. At the same time, it’s important to steer clear of negativity, criticism, or overly detailed personal reasons for leaving, as these can detract from the professionalism of your letter and potentially harm future job prospects.

Positive elements to include in every resignation letter

In every resignation letter, it’s wise to suggest a notice period that reflects both your role and the standard expectations, providing ample time for the company to adjust to your departure. Clear communication of your resignation is key—your letter should unequivocally state your intention to leave, with a positive tone that reflects your gratitude for the time spent at the company. Including expressions of thankfulness for the opportunities you’ve had not only leaves a positive impression but also opens the door for future collaboration.

What to avoid in your resignation letter

While it’s important to be honest, using your resignation letter as a platform to vent negative emotions can backfire, damaging your professional reputation and relationships. Negative comments about the company or colleagues, regardless of your experiences, should be omitted to preserve a professional tone.

Keeping your reasons for leaving brief and free from negative emotions will ensure you part ways on amicable terms, leaving a positive lasting impression.

Leveraging resignation letter samples for inspiration

Sometimes, finding the right words to express your decision to leave can be challenging. Resignation letter examples offer a wealth of inspiration, providing the structure and wording that can be adapted to fit your personal circumstances.

Whether you’re seeking career advancement or need to resign on short notice, these examples can help you craft a letter that maintains a professional tone and respects the connections you’ve made.

Sample letter for career advancement

When resigning to pursue career advancement, it’s crucial to acknowledge the professional development and opportunities provided by your current employer. A sample letter can help you articulate your gratitude for these experiences and the positive impact they’ve had on your career path, demonstrating appreciation for the growth you’ve achieved.

Example of a short-notice resignation

Short notice resignations can be particularly challenging, as they often come about due to unexpected or urgent circumstances. A sample resignation letter for such situations should convey:

• Your awareness of the inconvenience
• Your sincere apologies
• Your commitment to providing as much support as possible during the abbreviated notice period.

Adapting your letter to company culture

Your resignation letter should mirror your time with the company, reflecting not just your personal journey but also the culture and values of the organization. Adapting your letter to the company’s culture ensures that your departure is in harmony with the environment you’ve been a part of, whether it’s the casual tone of a startup or the formality of a corporate enterprise.

Understanding the tone and formality required

The tone and formality of your resignation letter should align with the company’s communication style, which you’ve become familiar with during your tenure. This understanding allows you to craft a letter that feels authentic to the recipient, balancing professionalism with a personal touch that respects the company’s culture.

Reflecting company values in your resignation

It’s essential to weave the fabric of the company’s values into your resignation letter. This not only shows that you’ve been an attentive and involved member of the team but also allows you to express appreciation for specific experiences that embody these values.

Identifying and thanking the company for these opportunities demonstrates a deep understanding of its culture and your genuine respect.

In summary, crafting the perfect resignation letter is a strategic balance of professionalism, courtesy, and authenticity. It’s an opportunity to express sincere gratitude, clarify your intentions, and offer assistance for the transition, all while maintaining the professional relationships you’ve built. Whether you’re leaving for a new job, facing personal challenges, or seeking career advancement, a well-structured and thoughtfully written resignation letter can serve as a bridge to your future endeavors, leaving a legacy of respect and goodwill behind.

Frequently Asked Questions

How do you politely resign  .

Politely resign by providing a respectable reason, submitting a formal resignation letter, maintaining a positive attitude, resigning in person, giving notice, and offering to provide training for your replacement. It's important to handle the situation respectfully and professionally.

How do I address my resignation letter if I don't know who will receive it?  

Address your resignation letter to "Dear [Company Name] Management" or "To Whom It May Concern" to ensure it reaches the relevant decision-makers. This approach will help ensure that your letter is appropriately addressed.

If you work in an all-remote company, you can use online means like Kumospace to communicate with your leaders, and direct them to an email containing your resignation letter.

How much notice should I give when resigning?  

It is advisable to provide a standard notice period of two weeks when resigning, although it is better to give more notice, especially for senior positions or if your employment contract specifies a different period. Consider industry norms and consult your contract to determine the appropriate notice period.

Can I email my resignation letter, or should it be printed and handed in person?  

It is often preferable to print out your resignation letter and deliver it in person during a face-to-face conversation with your manager, as this is seen as a more respectful and professional approach.

Transform the way your team works from anywhere.

A virtual office in Kumospace lets teams thrive together by doing their best work no matter where they are geographically.

Rad has over 7 years of experience in Marketing. Currently, she is the fun Digital Marketer at Kumospace. She leads initiatives such as influencer marketing, SEO management, and social media to name a few. Outside of work, Rad enjoys traveling, working out, and spending time with her family and friends.

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33 Best Subject Lines for a Resignation Email

T raditionally, it was considered respectful to notify your employer in person when quitting a job. You would follow up your conversation with a formal resignation letter. However, out of convenience and due to the rise in remote work, resignations via email are becoming the norm. 

Finding the right balance of respectable professionalism while ensuring your message is not overlooked is a new challenge for modern workers. There are countless variations of subject lines for resignation emails, but which one is the best? Read on for our best resignation email subject lines for a smoother exit from your current workplace. 

How to write a resignation letter subject line

The best subject line for a resignation email should be up to 50 characters, short and precise, and written professionally and respectfully. It should include the word ‘resignation,’ your name, and the date of your last workday at the company. By following this approach, your employer should be able to instantly acknowledge the subject matter of your email and its purpose.

Use a positive and respectful tone of voice. Don’t express any negative emotions by using antagonistic and confrontational verbs or phrases. Also, there’s no need to include any exclamation marks.

Here’s what to write in the subject line of a resignation email:

Subject: Notice of Resignation – Employee Name, effective [MM/DD/YYYY]

Always include the following 3 critical elements in your resignation email subject line.

• The main subject – The purpose of your email letter is clearly defined, leaving no doubt about the content of the message. Your boss is instantaneously informed about the fact that you’re resigning.
• Who does it concern – Your name is a distinct part of the resignation email subject line, too, notifying your employer about which staff member is quitting the company.
• When the employee is leaving – The date of your resignation lets your boss know how urgent the change in staffing is.

By specifying an exact date, you eliminate any guesswork about when you will officially exit the company. So, don’t write “effective 2 weeks from now” because this way, your employer will have to do the calculations.

However, if you’re sending a resignation effective immediately, be direct in your email subject line and make sure that language is included. In such instances, use additional features available through your email provider, like flagging or marking the message as a high priority, to draw extra attention.

If you work in a large organization of 500+ employees and HR will be included in your initial email, you may want to specify which department you’re from and who your direct supervisor is. Similarly, you can write the name of the organization you’re employed at if it’s a sister company and subsidiary of a large corporation.

Lastly, don’t forget to proofread your resignation letter and the email subject line. To decrease the chance of miscommunication , consider the best weekday to resign from your job.

Best Email Subject Lines for Resignation – Examples

Here are some of the most effective subject lines for a resignation email that will highlight the main message for your employer:

• Resignation notice – (Name), effective (Date)
• Notice of resignation – (Name), effective (Date)
• Resignation – (Name), (Date)
• Formal letter of resignation – (Name), effective (Date)
• Resignation announcement – (Name), (Date)
• Letter of resignation – (Name), effective (Date)
• Immediate resignation – (Name), (Department)
• Resignation – (Name), effective immediately
• (Name), (Department) – Resignation, (Date)
• Resignation letter – (Name), effective (Date)

Your resignation email should be written in the same professional, respectful, and clear tone as your subject line.

Subject Line for Resignation Email to Coworkers

Saying goodbye to your colleagues can be done in a much more informal way. You’ve been part of the same team and all the ups and downs a company can go through. You may have formed close relationships at the workplace and even built some valuable friendships.

There’s nothing wrong with a farewell letter to your coworkers that reflects your amicable feelings and the precious memories you’re leaving behind.

The email subject line for resignation to your colleagues can be in tune with your letter’s friendly tone of voice. See some examples below:

• Farewell from (Name) – It’s been a privilege!
• My last day at work, thank you!
• It’s been a pleasure working with you! Farewell from (Name)
• Goodbye from (Name)! Thank you, and see you soon!
• It’s hard to say goodbye! My last day at the company.
• My note of farewell. Wishing you all the best! (Name)
• It’s been a privilege to be part of your team!
• A farewell letter from (Name)

How you write the resignation subject line of a farewell letter to your coworkers will depend greatly on who you include in your email.

Naturally, writing to all the employees of a larger company, some of whom you may have never met, calls for a friendly yet more formal farewell email with a matching subject line.

On the other hand, small-sized companies tend to have more close-knit teams where workers feel as if they are part of a family. Saying goodbye to close coworkers in your workplace can be more emotional and personal. Depending on your company culture and the terms of your exit, you may be able to infuse your message with a little more humor.

Funny Subject Line for a Resignation Email

Why not make the sad situation of leaving good friends at work a positive one by starting your last email with a light-hearted and funny resignation subject line? Note that even in the most positive work environments, conveying humor over email can be challenging, so only use this writing style when you are absolutely sure it will not leave an unpleasant final impression of your time at the company. 

• I’m outta here!
• It’s time to move on to a much better gig!
• I’ll no longer dread coming to the (Company name) office! See ya!
• Don’t miss me too much! I’ll be working only around the corner!
• Time to say goodbye! Don’t fight over my unfinished work tasks!
• Going to miss you, guys, and all the free coffee!
• It’s been epic working with you! Don’t be strangers!
• Saying farewell is a bit easier, knowing I’ll be playing Call of Duty all day long tomorrow!
• I’ll be missing you all, but not as much as the free donuts every Friday!
• Wish me luck in my new job and getting the gorgeous HR to date me!
• Life is too short to stick around! Good luck with the next target!

A bit of humor never hurts, especially when parting with colleagues you’ve worked with for years. But if you would rather play things safe, here are some valuable tips on diplomatically announcing your career change .

Ace Your Interview With These Notes

Polite subject line for a resignation email.

Leaving on good terms with your employer is worth it, as you never know when you may cross paths again. Even if you didn’t like your work experience at the company, ensure your farewell letter and the email subject line for resignation are written professionally and politely.

• Please accept my resignation notice, effective (Date), (Name)
• Resignation – (Name) – Completing my time with (Company name) on (Date)
• Resigning with gratitude – (Name), (Date)
• Announcement of resignation from (Name), effective (Date)

Being polite and respectful in your last words to your employer will ensure that you’re remembered as a valuable professional and good employee who deserves a letter of recommendation and all the luck in their future endeavors. It’s all part of upholding a professional reputation in all circumstances.

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• Career Planning
• Leaving a Job

Farewell Letter Examples to Say Goodbye to Colleagues

Tips for Writing a Farewell Letter

When to send your farewell email, what to include in your letter, review sample farewell messages, how to send an email farewell letter, farewell message subject lines, sample farewell email message, frequently asked questions (faqs).

When you're leaving your job, take the time to send a farewell email or letter to the colleagues you have worked with. This is a good idea for several reasons. It's a way to keep in touch with your soon-to-be former co-workers and a way to move on from a job gracefully and professionally.

It's always important to leave a job on good terms. The people you work with are a valuable part of your network and may be helpful contacts to have in the future. For example, your colleagues may be able to provide you with a reference , offer you some job leads if you are searching, or introduce you to someone else you might want to network with.

Along with all these reasons, saying goodbye is simply the polite thing to do.

Key Takeaways

• Regardless of the reason you're moving on, take the time to say goodbye to all the people who have supported you at work.
• Include your personal contact information in all the correspondence you send to make it easy for the recipients to stay in touch.
• Keep it concise: A couple of paragraphs is sufficient.

Review tips for how to write a farewell letter, what to include in it, what not to say, and when to send it. Also, review examples you can use as starting points for your own letters and email messages.

Melissa Ling / The Balance 

Timing is everything when it comes to quitting the right way . That includes letting your colleagues know you're leaving at the right time.

Be Sure Management Knows First

Before you let your colleagues know you're moving on, tell your boss and check to make sure everyone who needs to know is aware you have resigned. You don't want your manager to find out through the grapevine that you're leaving.

Send It Before You Leave

Send your email or letter a day or two before you leave. You want to give yourself and your colleagues enough time to say goodbye. However, do not send your letter until you’ve finished most of your work tasks. This will allow you to focus on saying goodbye during the final day or hours.

When writing your letter, be sure to: 

Personalize your message. Consider tailoring each letter to the individual person rather than sending out a group email to everyone. Address each person by name and, if possible, include an anecdote or other personal message reflecting on your time together. It will be more meaningful than sending a mass message.

Only send letters to people you have worked with. Especially if you work at a large company, you do not want to send a message to everyone (unless you worked with all of them).

Say thank you. This letter is your chance to express gratitude for any help or mentorship provided. You might also express how much you’ve enjoyed working with your colleagues.

Include your personal contact information. Provide information on how your colleagues can reach you once you leave. Include an email address (a non-work email) or your phone number. You might also include your LinkedIn profile address. Remember, you won't have access to your work email system once you've moved on.

Keep it positive. Again, the goal of the letter is to stay connected with your former co-workers; you do not want to leave a bad impression. Even if you're leaving on bad terms, you don't need to mention it to the people you worked with.

Keep it short. Write no more than a couple of paragraphs. Along with saying thank you and including your contact information, you might want to mention your plans for the future. However, beyond this, keep it short and to the point.

Start with a sample letter. You can use a sample farewell letter or email message to help you write your own goodbye note to co-workers. However, be sure to change the details of the message to fit your particular situation.

If you haven't already, connect with your co-workers on LinkedIn. This will help you stay connected after you leave.

Review sample farewell letters, email messages, and subject lines to let your colleagues know you're moving on.

I wanted to take a moment to let you know that I am leaving my position at ABC Corporation. I will be starting a new position at XYZ Company next month.

I have enjoyed my tenure here, and I appreciate having had the opportunity to work with you.

Thank you for the support, guidance, and encouragement you have provided to me during my time at ABC Corporation.

Even though I will miss my colleagues and the company, I am looking forward to this new challenge and to starting a new phase of my career.

Please keep in touch: I can be reached at my personal email address (samantha83@gmail2.com), on LinkedIn (linkedin.com/samanthasterling), or my cell phone (555-555-2222).

Thanks again for everything. I wish you all the best.

Yours truly,

It is often a good idea to send your letter via email. That way, your colleagues will receive the message quickly. This will also help you to easily tailor each message to fit the individual recipient.

When you send your farewell message by email, include your name and the reason you're writing in the subject line of the message to help ensure your email gets opened.

Here are examples of what you might write:

• Subject: FirstName LastName – Staying in Touch
• Subject: FirstName LastName Update
• Subject: FirstName – Moving On
• Subject: FirstName Update
• Subject: News From FirstName LastName
• Subject: Update From FirstName
• Subject: FirstName LastName — Farewell

If you know the person well, it's fine to include just your first name. Use your first and last name for recipients with whom you only have a professional relationship. If you're sending it out to a group, it's okay to use a subject line like "Farewell."

Subject: Tyrone Garrett – Update

Dear Linda,

I am writing to let you know that I am retiring at the end of the month.

I have so enjoyed working here these past 10 years. I am grateful for having had the chance to work alongside you. I will never forget your kindness and professionalism whenever we worked on team projects together.

My wife and I will be moving to Seattle in three months; however, I hope to keep in touch. You can reach me at my email address (tgarrett@email.com) or 555-555-5555.

Thank you again for a terrific 10 years. I wish you all the best and hope to stay in touch.

How do I politely quit my job?

When quitting your job, be sure to give appropriate notice, write a resignation letter containing the date of your departure and your thanks for the opportunity. Lastly, stay positive. Don’t badmouth your boss, co-workers, or clients on the way out the door.

Do I have to give two weeks’ notice?

Whenever possible, it’s best to give at least two weeks’ notice . However, if you can’t provide the standard notice, inform your manager as soon as possible. Write a resignation letter, just as you would if you gave two weeks’ notice, and include the date of your last day of work. 

UCLA Academic Senate rejects censure and ‘no confidence’ vote on Chancellor Gene Block

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Representatives of the UCLA Academic Senate have voted against censuring and making a “no confidence” statement against UCLA Chancellor Gene Block, rejecting a call to issue a formal disapproval of his leadership amid criticism over the university’s response to a pro-Palestinian campus encampment and violent mob attack against it more than two weeks ago.

On a “no confidence” resolution, 79 faculty members approved, 103 opposed, five abstained, and seven members were present but did not vote, with 43% of representatives voting against UCLA’s top leader.

On censure, 88 faculty members approved, 88 opposed, three abstained and 15 were present but did not vote. Since the vote was split in half for and against censure, it did not pass as it needed a majority to succeed.

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Block declined to comment on the vote.

In a Friday letter to faculty, academic senate Chair Andrea M. Kasko said it was “clear that we are not united in how we view the major events of the past weeks and the campus response to them.” Kasko, a professor of bioengineering, said she hoped that “we can try to find common ground as colleagues and have the courage to listen with open minds and open hearts even when we do not agree.”

Following the vote, UC President Michael V. Drake said: “These are extraordinarily complex and unprecedented times for American universities. I appreciate Chancellor Block’s dedication and commitment to the University during these difficult times. We will continue to provide our chancellors with the support and resources they need to respond to these ever-evolving situations.”

The decision by the academic senate, even if the motions passed, would have been a largely symbolic vote with no legal authority over Block’s position.

Both votes focused on whether Block “failed to ensure the safety of our students and grievously mishandled the events” related to the pro-Palestinian encampment at the university that began April 25.

On April 30, a mob attacked the encampment overnight amid a delayed police response, leading to multiple injuries. Police later moved in to take down the encampment, arresting more than 200 protesters. The no - confidence and censure motions used the same language.

The vote was conducted by a legislative assembly of more than 200 members across UCLA departments who are elected to represent 3,800 tenured and tenure-track faculty.

It marked another somber moment for the leader of the nation’s top public research university. Block is ending his 17-year tenure in controversy after years of praise for steering the campus through a financial crisis and global pandemic by expanding enrollment, diversity, philanthropy and research funding. Block, a biologist, announced last year that he will step down on July 31 to return to research.

“This shows that many faculty support Chancellor Block and they understand that he was adhering to UC policy,” said a source who was not authorized to speak publicly. “People are realizing that Chancellor Block was put in an impossible situation.”

Faculty opinions reflected the divided vote.

Jeffrey Maloy, an associate professor of teaching in molecular cell and developmental biology, voted no on both motions.

“We support an investigation, but it didn’t feel there was a sincere effort to gather information and do some soul-searching, find out what the policies are, and whether they were violated,“ Maloy said. “It felt like an attempt to find a scapegoat.”

Maloy said he felt the censure resolution was unclear: Was Block’s behavior scrutinized for censure because the chancellor would not meet protester demands? Was it that he did not call police quickly enough the night of the mob attack? Or was it that he should not have called in police at all?

“I may have been persuaded to vote on a specific action tied to a specific thing, but this felt incredibly vague and aligned with faculty who wanted to claim an ideological victory,” Maloy said.

Michael Chwe, a political science professor and legislative assembly member who was among a group leading the push for censure and no confidence, said he still viewed the votes as “an achievement.”

“There were 50% of our faculty from all over the university, including the medical school and dental school, [who] were in support of censure,” said Chwe, who helped organize a letter signed by more than 900 faculty and staff members from across the University of California system that called for Block’s resignation. The letter also asked for amnesty for students, staff and faculty who participated in the encampment and peaceful protests, the university’s disclosure of all investments and its divestment from military weapon production companies.

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The vote followed a nearly three-hour meeting Wednesday in which USC’s faculty members criticized the decisions of President Folt and provost Andrew Guzman.

May 9, 2024

“We obviously would like to have had more support,” said Chwe. “This is the start of many things people are doing to bring accountability and to protect student safety on campus.”

Chwe said those efforts included faculty support of a strike by United Auto Workers 4811, an academic workers union that includes graduate students, that is scheduled to begin Monday at UC Santa Cruz .

Renee Tajima, a professor of Asian American studies and a legislative assembly member, said the vote for censure and no confidence was a “no-brainer.”

“Who was in charge as our students were being beaten and injured as nobody from the university administration did anything to help them?” said Tajima. “To imagine students were brutally attacked and then the next day Block calls this huge police force to arrest them and use rubber bullets on them. ... This vote is the least we can do as faculty to make a statement of what’s right and what’s wrong.”

The senate’s decision takes one issue off a list of mounting challenges the chancellor faces in his last six weeks on the job.

In a Wednesday letter, Rep. Virginia Foxx (R-N.C.), chair of the House Committee on Education and the Workforce, requested that Block, Drake and Rich Leib, chair of the UC Board of Regents, produce all documents, communications and security videos related to alleged antisemitic events at UCLA since the Oct. 7 Hamas attack on Israel on Oct. 7.

The committee gave a May 21 deadline, two days ahead of a Washington, D.C., hearing in which Block and his counterparts from Rutgers and Northwestern will testify on antisemitism at college campuses — the next in a series of congressional hearings that have featured the presidents of Harvard University, the University of Pennsylvania and Columbia University, and the superintendent of Berkeley public schools .

The vote regarding Block’s leadership is the latest of several actions by U.S. university faculty over how administrations have dealt with pro-Palestinian protests.

On May 8, the USC Academic Senate voted to censure President Carol Folt and Provost Andrew Guzman over “widespread dissatisfaction and concern among the faculty about administrative actions and decisions” related to the cancellation of a pro-Palestinian student’s valedictorian speech and riot police clearing a campus encampment.

‘Unacceptable’: Why it took hours for police to quell attack at UCLA pro-Palestinian camp

Many on campus and outside UCLA are criticizing the university for not handling the violent counterprotest better.

May 1, 2024

On Thursday, 61% of faculty members in the Columbia University School of Arts and Sciences voted “no confidence” in President Minouche Shafik, who is under fire for decisions to send in police to arrest campus protesters last month, including students who occupied a university building.

Three weeks of turmoil at UCLA started April 25, when students set up an encampment in the campus’ grassy quad to express solidarity with Palestinians, condemn Israel’s actions in Gaza and demand that UCLA divest from firms that make and deliver weapons and services to Israel. The encampment was initially free of violence, with protesters engaged in teach-ins, art builds, yoga and other activities.

UCLA declared the encampment unlawful on April 30. Later that night, a violent mob attacked the encampment and students were left to fend for themselves against beatings, pepper spray and fireworks for three hours. Law enforcement in riot gear moved in during the early morning of May 1, but it took hours to quell the violence.

Since then, a number of people have been blamed for the debacle. Internal and external investigations are underway.

More to Read

‘You should be ashamed,’ congresswoman rails against UCLA chancellor, during antisemitism hearing

May 23, 2024

UCLA Chancellor Gene Block heads to D.C. for grilling on campus antisemitism

May 22, 2024

UC Berkeley to consider divesting from weapons makers as pro-Palestinian protesters break camp

May 15, 2024

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Jaweed Kaleem is a national correspondent at the Los Angeles Times. Based in L.A. with a focus on issues outside of California, he has traveled to dozens of states to cover news and deeply reported features on the complexity of the American experience. His articles frequently explore race, religion, politics, social debates and polarized society. Kaleem was previously based in London, where he was a lead news writer on Russia’s war on Ukraine and spearheaded European coverage for the Times, including the Global California initiative. Before joining The Times in 2016, he reported on religion for HuffPost and the Miami Herald, where he was a member of a Pulitzer Prize finalist team recognized for coverage of Haiti. His reporting has also received awards from the Society of Professional Journalists, the Society for Features Journalism, the Asian American Journalists Assn., the South Asian Journalists Assn. and the National Headliner Awards.

Teresa Watanabe covers education for the Los Angeles Times. Since joining the Times in 1989, she has covered immigration, ethnic communities, religion, Pacific Rim business and served as Tokyo correspondent and bureau chief. She also covered Asia, national affairs and state government for the San Jose Mercury News and wrote editorials for the Los Angeles Herald Examiner. A Seattle native, she graduated from USC in journalism and in East Asian languages and culture.

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