How to write a Resignation E-mail(with Practical Examples)

Writing a resignation email can be a difficult task, especially if you're leaving a job you love or disliked or can be the one that has been a significant part of your professional work career journey. Crafting a professional and respectful resignation email is essential to maintain positive relationships and leave on good terms.

In this blog, we’ll walk you through the key elements of writing a resignation email that conveys your decision gracefully and professionally. Whether you're moving to a new opportunity or making a career change, this guide will help you navigate this important step with confidence and clarity.

Let's dive in and explore how to write a resignation email that leaves a lasting, positive impression.

What is a resignation E-mail?

A resignation email is a formal message sent to your employer to announce your decision to leave your job. It serves as an official notice of your departure, detailing your intent to resign, the effective date of your resignation, and often, a brief explanation for your decision.

This email should be written in a professional and respectful tone, ensuring that you leave on good terms and maintain positive relationships with your employer and colleagues. The resignation email typically includes expressions of gratitude for the opportunities you have had, necessary information about the notice period or handover of responsibilities to your college or a junior in the department etc.

It is an essential part of the resignation process and helps ensure a smooth and professional exit from your current position and leaves a positive impression about you in the within company which is the best way to leave and embark on your new journey.

Important Note: Always inform your manager of your decision to resign in person before submitting a resignation letter. It is more courteous and professional to have a face-to-face conversation about your departure rather than communicating through a letter or email.

Your resignation letter should serve as a formal confirmation of your decision, not as the initial announcement.

How to write a Resignation letter(in 7 simple steps)

1. Choose an Appropriate Subject Line

Your subject line should be clear and concise, immediately indicating the purpose of your email. Example:

Subject: Resignation - [Your Name]

Subject: Notice of Resignation - [Your Name]

2. Address Your Manager & Department

Address your email directly to your immediate supervisor or the relevant HR representative. Example:

Dear [Manager’s Name], Dept [Marketing Department]

3. Open with a Professional Greeting

Start your email with a formal and respectful greeting. Example:

I hope this message finds you well.

Wishes for the day, Good morning.

I hope you're having a productive week.

4. Explain the Purpose of Your Email

Clearly state your intention to resign and mention your last working day. Example:

I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the email or write the standard notice period that is applicable for you].

5. Express Your Gratitude for the Opportunity

Show appreciation for the experiences and opportunities you’ve had during your tenure. Example:

I would like to express my sincere gratitude for the opportunities and support I have received during my time at [Company Name]. Working here has been a valuable and rewarding experience.

6. Offer Assistance with the Transition

Indicate your willingness to help with the transition process. Example:

To ensure a smooth transition, I am more than willing to assist with training my replacement and transferring my responsibilities. Please let me know how I can help during this period.

7. End with a Formal Closing

Close your email with best wishes for the company and a professional sign-off. Example:

I wish the company continued success in all its future endeavors. Thank you once again for the opportunity to be a part of [Company Name].

Sincerely,

[Your Full Name]

[Your Contact Information, if necessary]

What to include in your letter?

Elements to include	Description
Subject Line	Clear and concise, indicating the purpose of the email (e.g., "Resignation - [Your Name]").
Recipient	Addressed to your immediate supervisor or the relevant HR representative.
Opening Greeting	Professional greeting to start the email (e.g., "Dear [Manager’s Name],").
Statement of Resignation	Clearly state your intention to resign and specify your last working day.
Expression of Gratitude	Thank your employer for the opportunities and experiences you’ve had.
Reason for Resignation	(Optional) Briefly and positively explain why you are resigning.
Offer to Assist	Indicate your willingness to help with the transition process.
Formal Closing	End with a courteous closing, such as "Sincerely," followed by your name.
Contact Information	Include your contact information if necessary.

What not to include in your letter?

Elements to Avoid	Description
Negative Comments	Avoid criticizing the company, your manager, or colleagues.
Detailed Reasons	Do not go into extensive detail about why you are leaving, especially if it's negative.
Complaints	Refrain from mentioning any grievances or complaints about your job.
Unprofessional Language	Steer clear of informal or unprofessional language; keep the tone respectful and formal.
Future Plans	Avoid discussing your next job or future plans in detail, you can always tell in short and brief, focus more on expressing gratitude for your time with the organization.

Express the reason of resignation the right way!

Expressing the intent to resign in a professional and positive manner is crucial for maintaining a good relationship with your current employer and colleagues. This approach ensures that you leave on good terms, which is important for future networking and references. Here are few most common reasons of resignation, you can tweak your resignation letter referring to the below mentioned reasons with practical example to each.

Career Advancement:

"I have accepted a new position that offers me the opportunity to further my career in a different capacity."

"I have been offered a role that aligns more closely with my long-term career goals and professional development."

Personal Reasons:

"Due to personal reasons, I have decided to resign from my position to focus on my family and personal well-being."

"I need to take some time to address personal matters and believe it is in the best interest of both myself and the company."

Relocation:

"My family and I are relocating to a different city, and unfortunately, this move necessitates my resignation from my current role."

"Due to my upcoming relocation, I will no longer be able to continue in my position at the company."

Further Education:

"I have decided to pursue further education to enhance my skills and knowledge, which requires my full-time commitment."

"I am resigning to enroll in a full-time academic program that will support my future career aspirations."

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E-mailing your Resignation letter(Best Practices)

👉 Inform in Person First: Whenever possible, discuss your resignation with your manager in person before sending an email.

👉 Choose a Clear Subject Line: Use a straightforward subject line, such as "Resignation - [Your Name]," to clearly indicate the purpose.

👉 Be Concise and Clear: State your intention to resign, your last working day, and other relevant details succinctly.

👉 Express Gratitude: Thank your employer for the opportunities and experiences you’ve had.

👉 Avoid Negativity: Do not include negative comments or complaints about the company, colleagues, or the job.

👉 Proofread Before Sending: Review your email for any grammatical or typographical errors before sending it.

👉 Send to Appropriate Recipients: Ensure your resignation email is sent to your immediate supervisor and any other relevant parties, such as HR.

👉 Follow Up: After sending the email, follow up to confirm receipt and discuss next steps for the transition.

Resignation letter template(Steal it now!)

Subject: Resignation - Bhaskar Varma

Dear Mr. Srikanth Kumar,

I hope this message finds you well.

I am writing to formally resign from my position as Marketing manager at ABC Solutions, effective Aug 31, 2024.

I would like to express my sincere gratitude for the opportunities and support I have received during my time at ABC Solutions. Working here has been a valuable and rewarding experience.

To ensure a smooth transition, I am more than willing to assist with training my replacement and transferring my responsibilities. Please let me know how I can help during this period.

I wish the company continued success in all its future endeavors. Thank you once again for the opportunity to be a part of ABC Solutions.

Sincerely, Bhaskar Varma [Contact Information]

5 Practical Resignation letter examples

To have more variations of writing a Resignation E-mail, here are some more Templates we have added for your reference. Once you’ve found the right option, you can make a few tweaks and tailor it based on your need. There are more templates on Rezi.ai for your reference.

Immediate Resignation

Resignation with Notice Period

Resignation E-Mail for Personal Reasons

Resignation E-mail stating last working day

Resignation without stating the reason

Key Takeaways:

Professionalism is Key: Always maintain a formal and respectful tone in your resignation email to ensure you leave on good terms.

Clear Communication: Clearly state your intention to resign and specify your last working day to avoid any confusion.

Express Gratitude: Show appreciation for the opportunities and experiences you’ve had, as this leaves a positive impression.

Avoid Negativity: Refrain from including any negative comments or complaints about the company, colleagues, or your job to maintain a positive and professional tone.

FAQs that might help!

Can I mention the reason for my resignation in the email? It’s not mandatory to include the reason for your resignation, but if you choose to, keep it brief and positive. Focus on reasons such as career advancement, personal development, or relocation rather than negative aspects of your current job.

How should I handle resigning from a job where I have a strained relationship with my manager? Even if you have a strained relationship with your manager, maintain professionalism in your resignation email. Avoid mentioning any personal grievances and focus on expressing your gratitude for the experience gained.

A positive tone can help ensure you leave on as good terms as possible and preserve your professional reputation.

Is it necessary to resign in person before sending a resignation email? Ideally, you should inform your manager of your resignation in person before sending the resignation email.

This approach is considered more respectful and professional, as it allows for a direct and personal discussion. The email should then serve as a formal confirmation of your resignation.

What if I need to resign immediately without providing the standard notice period? If you need to resign immediately due to extenuating circumstances, clearly state this in your resignation email and offer as much notice as possible.

Apologize for any inconvenience caused and express your willingness to assist with the transition in any way you can, despite the shortened notice period.