What is a resignation email and how do you send one?
A resignation email is a formal message that confirms you are leaving your job and states your notice period and final working day.
In most workplaces, you email a resignation letter as an attachment and use the body of the email to summarize the key details clearly and professionally.
If you are wondering how to send a resignation email, speak to your manager first if possible, then follow up with a short email and a resignation email with attached letter for formal record-keeping.
Sending resignation letter via email creates written confirmation for both your manager and HR.
How should the resignation email format be?
A resignation email format should be clear, professional, and concise.
The body of the email confirms your resignation, notice period, and final working day, while a formal resignation letter is usually attached for record-keeping.
Both documents should align and clearly state your intention to resign.
While the format of a resignation letter is similar to a formal business letter with contact details, greeting, and sign-off, the email itself is shorter and more direct.
A standard resignation email format typically includes:
- A clear statement that you are resigning
- Your notice period
- Your final working day
- A brief expression of gratitude
- An offer to assist with the transition
If you are unsure what to write in a resignation letter, the letter should formally confirm your resignation, include your final working date, and maintain a respectful and professional tone.
What should the subject line of a resignation email be?
The subject line of a resignation email should be clear and direct.
In most cases, use “Resignation - Your Full Name.”
This makes it easy for your manager and HR to identify and file your message without confusion.
If you are unsure how to title a letter of resignation email, avoid vague phrases.
Do not use casual wording or emotional language.
Keep it simple, professional, and searchable within company systems.
Examples of appropriate subject lines:
- Resignation - Jane Smith
- Notice of Resignation - Jane Smith
- Jane Smith - Resignation
How do you attach a resignation letter to an email?
To attach a resignation letter to an email, write a short message confirming your resignation, then include your formal letter as a PDF attachment before sending.
This ensures there is a clear written record of your notice period and final working day.
If you are sending a resignation letter via email, follow these simple steps:
- Write and save your formal resignation letter as a PDF.
- Draft a brief, professional email summarizing your resignation.
- Attach the resignation letter file to the email.
- Use a clear subject line such as “Resignation - Your Full Name.”
- Double-check the attachment before clicking send.
In most workplaces, a resignation email with attached letter is considered best practice, as it combines clarity in the email body with a formal document for HR records.
What should you not include in a resignation email?
A resignation email should remain professional, clear, and focused on confirming your departure.
It is not the place to air grievances, share emotional reactions, or explain every detail behind your decision.
To protect your professional reputation, avoid including:
- Complaints about management, colleagues, or company policies
- Emotional language or frustration
- Ultimatums or demands
- Detailed explanations about your new role
- Gossip or criticism of coworkers
- Promises of future support you cannot guarantee
Even if you are leaving under difficult circumstances, keep the tone calm and factual.
Your resignation email becomes part of your employment record, so it should reflect professionalism.
Tips for writing a resignation email
Any piece of writing requires serious thought, but a carefully considered resignation email will help to make those fraught few last weeks at work slightly less awkward.
Here are a few ideas for writing a resignation email that will help to soothe the pain.
- Mention your name and the word resignation in the subject line: There is nothing else that should be in the subject line of a resignation email than your name and the word “resignation.” Your manager will send it on to others and it needs to be easily found.
- Be clear about your notice period: Whether your notice period is two weeks or two months, your manager may not be aware. It is best to point this out at the start of the resignation email, just double check your employment contract first.
- Give the date when you are leaving: After you have triple checked the notice period, make sure that you are unambiguous in terms of the date that you will be leaving. It might be that you are asked to go on a period of garden leave after your resignation, or you may well agree to work for longer, but state this first off as a matter of contractual certainty.
- Resist the temptation to go into detail: Resignation is an emotional time. You will feel something about leaving an employer who has been your work home for a while. A whole host of feelings are possible: regret, anger, disappointment, joy, hope…. The resignation email is not a place to express these things. Keep it formal and say things to others in person (as long as you don’t burn your bridges).
- Be thankful for what you have learned: This is a simple professional courtesy that should not be left out. No matter how things have worked out, your managers and colleagues will likely have attempted to help you develop and grow, so simply say thank you.
- Offer assistance during your notice period: The notice period before you have left and while the company is looking for a replacement is a crucial time. The first reaction of your manager will be to wonder how they will cope. Allay their fears and say that you will do everything possible to ensure the smoothest possible transition.
- Get all questions onto paper: If you have any key questions that you need to ask about the transition, the resignation email is the place to list them. In many cases, they will require a formal answer, so don’t leave them to any other secondary communication. Don’t be shy, make sure that you find out what matters to you.
- Provide your contact information: Don’t disappear. On a practical note, including your contact information in some part of your resignation email (normally at the end) makes a lot of sense. You never know which of your colleagues might need to contact you, so make your details publicly available rather than in some HR system somewhere.
What are the different types of resignation email?
There is no single standard resignation email.
The tone and structure may vary depending on your notice period, relationship with your employer, and the circumstances of your departure.
However, most resignation emails fall into a few common categories.
Common types include:
- Standard two weeks’ notice resignation email
- Professional resignation email
- Formal resignation email
- Short notice resignation email
- Immediate resignation email
- Resignation email when leaving under difficult circumstances
Each type follows the same core structure but may differ slightly in tone, level of detail, and notice provided.
Resignation email examples and templates
Every resignation email will be deeply personal, but if you wish to keep it simple, the following email templates should work.
Feel free to add any additional details, but we are here to cover all the essential bases.
1. Standard resignation email sample
There's no need to overcomplicate things.
This email will communicate the essential points.
Simply replace the bracketed extracts with the information appropriate to your situation.
Today’s Date
Dear (SUPERVISOR’S NAME):
With regrets, I will be leaving my role as [JOB TITLE] at [COMPANY NAME] in two weeks. My last day of work will be [MONTH, DAY, YEAR].
Although I’ve been very happy working at [COMPANY NAME] for [XX] years, I will be leaving in order to [REASON FOR DEPARTURE].
Working for [COMPANY NAME] has been an honor and a pleasure. I’ve learned so much, and I’ve formed friendships with my superb colleagues that I will always value deeply.
I’d be more than happy to do anything I can to train my replacement, should you find one before my departure.
Thank you so much for having given me the amazing opportunity to work at [COMPANY NAME].
I enclose my resignation letter as an attachment to this email.
Sincerely,
[YOUR NAME AND CONTACT DETAILS]
2. Formal resignation email sample
Depending on your workplace, a formal register of language might be expected.
This template errs of the side of formality.
Feel free to adjust word choice to fit your workplace's tone and taste.
Today’s Date
Dear (SUPERVISOR’S NAME):
I am writing to inform you that I will be leaving my position as [JOB TITLE] at [COMPANY NAME] in two weeks. Therefore, my final working day will be [MONTH, DAY, YEAR].
While I have greatly valued my time as an employee at [COMPANY NAME], I will be [REASON FOR DEPARTURE].
I have found great professional and personal satisfaction in working for [COMPANY NAME] and the lessons I have learned here will continue to mark my career and I have enjoyed working with an excellent team of colleagues.
Please could you let me know the following steps to ensure there is minimal disruption regarding access to the databases which I manage?
I am happy to provide any assistance possible to ensure a smooth transition, including preparing training materials for my replacement.
Thank you once again for the opportunity to work with you at [COMPANY NAME].
Please find attached to this email my resignation letter.
Sincerely,
[YOUR NAME AND CONTACT DETAILS]
3. Difficult circumstances resignation email sample
Leaving a job can be awkward at the best of times.
When there's unpleasantness surrounding your decision to move on, it can make that all important email even more difficult to write.
Your best option is to keep things short, sweet, and civil.
Today’s Date
Dear (SUPERVISOR’S NAME):
I hope this email finds you well. Please accept this email and the enclosed resignation letter as my formal notice that I will be leaving my position as [JOB TITLE] at [COMPANY NAME] in two weeks. This means that my final working day will be [MONTH, DAY, YEAR].
I have learned a lot during my time at [COMPANY NAME]. Thank you for the opportunity to work within this dynamic team.
Please let me know more about the following steps from your side at your earliest convenience.
I remain fully available before my departure for anything that will help to make this transition smooth.
Please find attached to this email my resignation letter.
Sincerely,
[YOUR NAME AND CONTACT DETAILS]
Key takeaways
- A resignation email should be professional, clear, and concise. It confirms your notice period and final working day and often includes a formal resignation letter as an attachment.
- Keep the tone respectful and factual. Avoid emotional language, complaints, or unnecessary detail.
- Use a clear subject line such as “Resignation - Your Name,” and ensure your final working date is stated unambiguously.
- Your resignation email is part of your professional record and is as important for highlighting your character as submitting your resume for a job. Take the time to write it carefully and leave on good terms whenever possible.
FAQs for a resignation email
Below are answers to common questions about writing and sending a resignation email so you can leave your job clearly and professionally.
How do you politely resign in an email?
To politely resign in an email, clearly state that you are resigning and confirm your final working day.
Thank your employer for the opportunity and offer to assist with the transition.
Keep the tone professional, concise, and free from emotional language.
What is a good resignation example?
A good resignation example is short, clear, and respectful.
It confirms your resignation, states your notice period and last working day, and expresses appreciation.
The best examples avoid unnecessary detail and maintain a professional tone throughout.
Is it okay to resign via email?
Yes, it is okay to resign via email in most workplaces, especially where email is standard communication.
Ideally, speak to your manager first and then follow up with a formal email for written confirmation.
This ensures there is a clear record of your resignation and final working day.
Is it better to say I quit or I resign?
In professional communication, it is better to say “I resign” rather than “I quit.”
“Resign” is more formal and appropriate for workplace settings.
Using professional language helps maintain respect and preserve your reputation.
What is the difference between a resignation email and a resignation letter?
A resignation email is the message you send to notify your employer that you are leaving.
A resignation letter is the formal document that may be attached to that email for official records.
The email is usually shorter, while the letter follows a traditional business format.
Can you give a resignation notice by email?
Yes, you can give a resignation notice by email unless your employment contract requires a different method.
Sending a resignation email with your notice period and final working day clearly stated is common practice.
Many employees also attach a formal resignation letter for documentation purposes.
