When you resign, the way you communicate matters. A clear, professional resignation email protects your reputation, keeps relationships intact, and makes it easier to secure positive references in the future.
These emails are usually part of the resignation process, often sent after a formal meeting with your manager to confirm and discuss the details of your departure.
We’ve put together 5 ready-to-use resignation email templates for different situations, whether you’re leaving with standard notice, on short notice, or offering help with the transition.
Professional resignation email templates (with editable sections)
Below are five templates you can copy, paste, and adapt to your situation. Each one is written in a professional, respectful, polite tone that makes your intentions clear without adding unnecessary detail.
1. Standard two weeks’ notice resignation email
This is the most common type of resignation email. It’s straightforward, professional, and follows standard notice periods.
Subject: Resignation – [Your Full Name]
Dear [Manager’s Name],
I’m writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from today].
Thank you for the opportunities I’ve had during my time here. I’ve learned a great deal and have valued working with the team.
Please let me know how I can support the transition in the coming weeks.
Sincerely,
[Your Full Name]
2. Resignation email with thanks for the opportunity
Use this if you want to emphasize gratitude and end on a positive note, resigning without burning bridges. Aim to stay professional, thank your employer, avoid negativity, and offer to help with the transition.
Subject: Resignation – [Your Full Name]
Dear [Manager’s Name],
I’m writing to resign from my role as [Your Job Title] at [Company Name], with my last day being [Last Working Day].
I’m grateful for the support, guidance, and opportunities I’ve had here. Working with this team has been a valuable part of my career, and I deeply appreciate the experience.
I’ll do everything I can to ensure a smooth transition. Please let me know how best I can help.
Warm regards,
[Your Full Name]
3. Short notice resignation email
If you can't provide the standard two weeks’ notice, keep your email clear and apologetic but professional. This might require some follow-up afterward to clarify whether you’ll be asked to stay for the full notice period of not.
Subject: Resignation – [Your Full Name]
Dear [Manager’s Name],
I am resigning from my role as [Your Job Title] at [Company Name], effective [Last Working Day]. Unfortunately, I am unable to provide the usual two weeks’ notice due to [brief explanation if appropriate - e.g., personal reasons, urgent circumstances].
I regret any inconvenience this may cause and will do my best to help with the transition in the time available.
Thank you for your understanding.
Sincerely,
[Your Full Name]
4. Resignation email for immediate departure
This should only be used in urgent, unavoidable circumstances. Keep it short and factual. As with the short notice resignation email, this may trigger a longer conversation with your manager to discuss logistics.
Subject: Resignation – [Your Full Name]
Dear [Manager’s Name],
I’m writing to resign from my position as [Your Job Title] at [Company Name], effective immediately.
I apologize for the short notice and appreciate your understanding.
Thank you,
[Your Full Name]
5. Resignation email with offer to help transition
If you want to highlight your commitment to a smooth handover, this template works well.
Subject: Resignation – [Your Full Name]
Dear [Manager’s Name],
I’m writing to formally resign from my role as [Your Job Title] at [Company Name]. My last working day will be [Date].
I’m committed to making the transition as seamless as possible. I’m happy to help with training my replacement, documenting workflows, or handing over key projects.
Thank you for the opportunity to be part of the team.
Best regards,
[Your Full Name]
What not to include in your resignation email
Even when you’re ready to move on, how you phrase your resignation matters. Your email should stay professional, clear, and respectful. To keep your reputation intact and steer away from awkward follow-ups, here’s what to leave out to avoid any resignation email mistakes:
- Complaints or negativity: A resignation email isn’t the place to air grievances.
- Demands or ultimatums: Keep your focus on leaving professionally.
- Emotional outbursts: Stay calm and professional in tone.
- Unnecessary details about your new role: You don’t need to explain why you’re leaving or where you’re going.
- Critical comments about colleagues: Protect your reputation by avoiding gossip or criticism.
- Overly casual language: Keep the tone professional, even if you’re on good terms with your manager, since it may be reviewed by people higher-up in the organization.
- Excessive detail about personal circumstances: Share only what’s necessary. You don’t need to explain your full situation.
- Future promises you can’t guarantee: Avoid committing to ongoing support after you’ve left, unless you’ve agreed on it formally.
Resignation email FAQs
Is it acceptable to resign by email?
Yes, especially in workplaces where email is the standard for formal communication. However, if possible, speak to your manager in person (or by video call) first, then follow up with an email.
The email serves as a written record of your resignation, including your final working day, which avoids any confusion later. Even if you’ve already told your manager verbally, having it in writing creates a clear, professional confirmation that both you and HR can keep for future reference if needed.
Do I need to give a reason for resigning?
No, you’re not obligated to explain why you’re leaving, and most resignation emails don’t include a reason. If you’d like, you can share a brief, neutral explanation, such as a new opportunity or personal circumstances, but keep it short. Your email’s main purpose is to confirm your resignation and final working day, not to justify your decision.
Can an employer refuse my resignation?
No. Once you resign, the decision is yours and your employer cannot reject it. What they can do is clarify or negotiate the length of your notice period, depending on your contract. While they may try to persuade you to stay (and you’re entitled to accept their offer, should you wish), the resignation itself stands: it’s your choice to make.
How soon should I send a resignation email?
Send it after you’ve spoken to your manager (if possible) and once you know your confirmed last working day.
Timing matters. Sending the email too early can create confusion if details aren’t finalized, while sending it too late can delay the transition process. Aim to follow up within a day of your conversation so there’s a clear written record for both you and HR.
Is it better to resign in person or over email?
In person (or on a call) is best for maintaining relationships, since it shows respect and gives space for a conversation. Your manager will appreciate hearing directly from you before receiving anything in writing.
Once you’ve had that discussion, always follow up with a formal resignation email. This ensures there’s a clear record of your decision, notice period, and final working day.