Resignation email
Leaving a job is a delicate moment. A clear, kind resignation email helps you leave on good terms. Here's how to write it, with examples.
When you decide to leave a job, ideally you tell your manager in person first and then confirm it in writing. That email records the date and is what stays in your file.
Here's what to include, how notice works and four examples for different situations.
What to include in a resignation email
- A clear subject line: "My resignation".
- Your decision, in the first sentence, and the role you're leaving.
- Your last working day, with the exact date.
- A short, sincere thank you.
- Your willingness to help with the handover: documenting work or training your replacement.
4 resignation email examples
1. Standard
Subject: My resignation Hi [name], I'm writing to let you know that I've decided to leave my position as [role]. My last day will be [date]. Thank you for your trust and for everything I've learned. I'll make sure my work is well documented. Best regards, [Your name]
2. Short
Subject: Resignation: [your name] Hi [name], As we discussed today, I'm confirming my resignation from my role as [role]. My last day will be [date]. Thank you for everything. [Your name]
3. For a new opportunity
Subject: My resignation Hi [name], I've accepted a new professional opportunity and will leave my role on [date]. It was a hard decision: I've learned so much here. Count on me to make the handover as smooth as possible.
4. With an offer to help
Subject: Resignation and handover plan Hi [name], I'm writing to resign; my last day will be [date]. I've prepared a list of my open tasks and suggest spending my last week training [person]. Could we go over it together this week?
Mistakes to avoid
- Sending the email without talking first, in person if possible.
- Criticizing the company or colleagues: the email is a written record.
- Long explanations of why you're leaving.
- Forgetting your last day's date.
- Sending it to the whole company: first to your manager and, if needed, to HR.
Write it in seconds (with no mistakes)
You don't write a resignation email every day, but it should be perfect. And if you manage people or work in HR, you'll often write replies to these emails too.
With NexoPad you can save the template with a shortcut like /resign and variables for your manager's name, your role and your last day. When you type the shortcut in your email, it asks for the details and writes the full message, with the key points in bold.
Frequently asked questions
Can I resign by email?
In many cases yes, but check how your company prefers to receive it and keep a copy. If in doubt, ask an employment advisor.
Do I have to explain why I'm leaving?
No. Just state your decision and the date. If you like, you can briefly mention a new opportunity.
How much notice do I need to give?
Whatever your contract or local rules require. In the US, two weeks is customary.
How do I write a formal email?
We explain the structure and the right phrases in our guide to writing a formal email.
Published on October 11, 20266 min read
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