Resignation Email Examples and How to Write Yours Professionally

When it’s time to leave your job, a professional resignation email ensures a smooth transition while maintaining positive relationships. Whether you’re moving on for career growth, personal reasons, or another opportunity, your email should be clear, concise, and courteous.

Key Takeaways for Writing a Resignation Email

• Start with an in-person or virtual conversation before sending the email.
• Keep it professional and to the point; state your resignation and last working day.
• Express gratitude for your experience at the company.
• Offer to assist during the transition to leave on good terms.
• Attach a formal resignation letter for official documentation.

What is a Resignation Email?

A resignation email is a formal way to notify your employer of your decision to leave. It serves as written documentation of your resignation and typically includes:

• Your intent to resign
• Your last working day
• A brief note of appreciation
• An offer to assist in the transition

Resignation Email vs. Resignation Letter

• Resignation Email: Sent electronically, ideal for quick communication and remote work.
• Resignation Letter: A printed document, more formal and suited for traditional office settings.

Best Practice: Send an email with your resignation letter attached for clarity and professionalism.

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

1. Use a Clear Subject Line

• "Resignation [Your Name]"
• "Notice of Resignation [Your Name]"

2. Address Your Manager Formally

• "Dear [Manager’s Name]"
• "Hello [Manager’s Name]"

3. State Your Resignation Clearly

• "I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]."

4. Express Gratitude

• "I am incredibly grateful for the opportunities and experiences I’ve had at [Company Name]."

5. Offer Transition Support

• "I’d be happy to assist in training my replacement or ensuring a smooth handover."

6. Close Professionally

• "Sincerely,"
• "Best regards,"

Attach Your Resignation Letter for Documentation.

General Resignation Email Template

Subject: Resignation [Your Name]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name], with my last working day being [Date].

I have truly appreciated my time at [Company Name] and am grateful for the support, mentorship, and experiences that have helped me grow professionally. Working with such a talented team has been an invaluable part of my career.

To ensure a smooth transition, I am happy to assist in training my replacement or wrapping up any outstanding tasks before my departure. Please let me know how I can help during this time.

Thank you again for everything. I hope we can stay in touch, and I wish the company continued success.

Best regards,
[Your Name]

Resignation Emails for Specific Situations

Short Notice Resignation

For emergencies requiring less than two weeks’ notice.

Subject: Resignation [Your Name]

Dear [Manager’s Name],

I regret to inform you that due to unforeseen personal circumstances, I must resign from my position as [Job Title] at [Company Name], effective immediately.

I sincerely apologize for the short notice and any inconvenience this may cause. I am incredibly grateful for the opportunities and support I’ve received during my time here. If possible, I’d be happy to assist in wrapping up tasks remotely.

Thank you for your understanding.

Best regards,
[Your Name]

Immediate Resignation Without Notice

For ethical concerns, sudden personal emergencies, or toxic work environments.

Subject: Immediate Resignation [Your Name]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Job Title] at [Company Name], effective immediately. Due to [brief explanation, e.g., "personal reasons"], I am unable to provide a standard notice period.

I apologize for the abruptness of this decision and any inconvenience it may cause. I appreciate the opportunities I have had at [Company Name] and hope to stay connected in the future.

Sincerely,
[Your Name]

Resignation for a New Job Opportunity

For leaving to advance in your career.

Subject: Resignation [Your Name]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Job Title] at [Company Name], with my last working day being [Date].

After much consideration, I have accepted a new opportunity that aligns with my long-term career goals. This decision was not easy, as I have deeply valued my time at [Company Name] and appreciate the support and growth I’ve experienced here.

I am committed to ensuring a smooth transition and am happy to assist in any way I can before my departure. Please let me know how I can be of help.

Thank you for everything. I hope we can stay in touch.

Best regards,
[Your Name]

Resignation Due to Relocation

For moving to another city or country.

Subject: Resignation [Your Name]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. Due to my upcoming relocation to [City/Country], I will be unable to continue in my role.

Working at [Company Name] has been a wonderful experience, and I appreciate the opportunities and professional growth I’ve gained here. While I’m excited about this next chapter, I will miss being part of the team.

I will do everything I can to ensure a smooth transition before my departure. Thank you again for your support, and I hope we can stay in touch.

Best regards,
[Your Name]

Resignation Due to Health or Personal Reasons

For prioritizing well-being or family matters.

Subject: Resignation [Your Name]

Dear [Manager’s Name],

I am writing to formally resign from my position as [Job Title] at [Company Name], with my last working day being [Date].

This decision was difficult, but due to personal circumstances, I need to step away to focus on my health or family. I deeply appreciate the support and opportunities I’ve had at [Company Name], and I’m grateful for the colleagues and mentors who have made my experience here meaningful.

I will do my best to ensure a seamless transition before my departure. Thank you for your understanding, and I hope we can stay connected.

Sincerely,
[Your Name]

Tips for Writing a Professional Resignation Email

• Keep it professional and concise; avoid unnecessary details
• Express gratitude, even if your experience wasn’t ideal
• Offer transition support to maintain good relationships
• Be mindful of timing and give adequate notice if possible
• Proofread before sending to ensure clarity and professionalism

Key Takeaways

• Resigning professionally leaves a lasting positive impression
• Your email should be clear, direct, and appreciative
• Offer help with the transition for goodwill and networking opportunities
• Customize your resignation email based on your situation

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