Quitting a job is frequently an awkward and delicate moment—whether you like your work and enjoy your workplace, or you’re itching to get the heck outta there now. No matter your personal experience, you may wonder “How do I say this the right way?” when alerting your manager that you’re quitting. That’s where a well-written resignation email comes in.
A resignation email is a formal way to let your employer know you’re leaving—but it’s not just about saying, “Hey, I quit.” It’s about leaving on good terms, explaining your situation, keeping things professional, and helping with the transition.
Whether you’re moving on to a new job, changing careers, or leaving for personal reasons, you'll find here a resignation email template that fits your situation.
First: Quick tips on how to write a resignation email
A resignation email doesn’t need to be long or complicated, but it should be professional and polite. The goal is to communicate your decision clearly, maintain good relationships, and leave on a positive note.
- Be clear and concise. Start your email by stating your resignation and your last working day. There’s no need to over-explain—just get to the point while remaining professional.
- Maintain professionalism. Even if you're unhappy with your job or employer, avoid venting frustrations. Keep your tone respectful and neutral to leave on good terms.
- Express gratitude. Whether your experience was great or not, thank your employer for the opportunity. A simple “I appreciate the experience I’ve gained here” can go a long way in maintaining a positive relationship.
- Offer assistance (if possible). If you're in a position to help, mention your willingness to assist with the transition, like training a replacement, attending important meetings, and wrapping up key tasks.
- Follow company policies. Check your employment contract or handbook for any resignation requirements, like a mandatory notice period or exit procedures, and stick to them.
- Proofread before sending. A resignation email is still a professional document. Spelling mistakes or unclear messaging can make you seem careless, so give it a quick review before hitting send.
10 resignation email templates for different situations
Every resignation is different, and the way you phrase your email depends on your circumstances. Below, you'll find templates for 10 situations, along with a brief explanation of when to use each one.
Template #1: Standard resignation email (two weeks' notice)
This is the most common resignation email format, used when you're providing the standard two weeks' notice. It’s professional, concise, and shows that you’re grateful while ensuring a smooth transition.
Subject: Resignation Notice
Hello [Manager's Name],
I hope you’re doing well. I’m writing to formally inform you of my resignation as [Your Job Title] at [Company Name], with my last working day being [last working day, typically two weeks from the date of the email].
I truly appreciate the opportunities I’ve had here and am grateful for the experience, support, and knowledge I’ve gained. I will do my best to ensure a smooth transition and am happy to assist in handing off my responsibilities over the next two weeks.
Please let me know how I can help during this time. Thank you again, and I look forward to staying in touch.
Best regards,
[Your Name]
Template #2: Resignation email for a new job opportunity
If you're leaving because you've accepted another job offer, this template helps you resign professionally while focusing on gratitude rather than where you're going next.
Subject: Resignation Notice
Hello [Manager's Name],
I want to let you know that I’ve accepted a new job opportunity with another company and I’m resigning from my position as [Your Job Title] at [Company Name], with my last working day being [last working day].
This was not an easy decision, as I’ve truly enjoyed working with you and the team. I’m grateful for the support and opportunities I’ve had during my time here, and I appreciate everything I’ve learned.
I will do my best to wrap up my responsibilities and ensure a smooth handover. Please let me know how I can assist in this transition.
Best regards,
[Your Name]
Template #3: Resignation email for personal reasons
If you're leaving due to personal circumstances, such as health, family, or other personal matters, this template keeps things professional while maintaining your privacy.
Subject: Resignation Notice
Dear [Manager's Name],
I’m writing to formally resign from my position as [Your Job Title] at [Company Name], with my last working day being [last working day]. Due to personal reasons, I have made the difficult decision to step away from my role at this time.
I want to express my sincere gratitude for the experiences I’ve had and the support I’ve received during my time at [Company Name]. It has been a pleasure working with you and the team.
I will do my best to ensure a smooth transition and am happy to assist in handing off my responsibilities. I appreciate your understanding.
Best regards,
[Your Name]
For extra guidance, read this next: How to Write a Resignation Letter for Personal Reasons (Examples Included!)
Template #4: Resignation email for a career change
If you’re transitioning into a new field or industry and need to leave your current job for a new career path:
Subject: Resignation Notice—Career Change
Dear [Manager's Name],
I hope you’re doing well. I’m writing to formally resign from my position as [Your Job Title] at [Company Name], effective [last working day]. After careful thought, I have decided to pursue a career change into [New Career Field], and as a result, I will be moving on from my current role.
I want to express my sincere gratitude for all the support and growth opportunities I’ve received at [Company Name]. Working here has been a great experience, and I’ve learned so much from both you and my colleagues.
I am happy to help with the transition and ensure my responsibilities are handed over smoothly. Please let me know if there’s anything specific I can do during this time.
Thank you for your understanding and support.
Best regards,
[Your Name]
Template #5: Resignation email with immediate or short notice
Use this template if you need to resign quickly and can't fulfill the standard notice period.
Subject: Immediate Resignation Notice
Hello [Manager's Name],
I hope you're well. I regret to inform you that due to [brief explanation, if desired—e.g., personal circumstances, family matters, etc.], I need to resign from my position as [Your Job Title] at [Company Name], effective immediately. I would like to apologize for the short notice and any inconvenience this may cause.
I want to thank you for the opportunity to work with you and the team and for the support I’ve received. While I understand this may be difficult, I am committed to helping in any way I can to ensure a smooth transition.
Thank you for your understanding, and I hope we can stay in touch in the future.
Best regards,
[Your Name]
For extra guidance, read this next: How to Write an Immediate Resignation Letter (with Samples)
Template #6: Resignation email due to relocation
If you're moving to a new city or country and need to resign because of the relocation, consider using this resignation email example:
Subject: Resignation Notice—Relocation
Dear [Manager's Name],
I hope this message finds you well. I am writing to formally inform you that I’m resigning from my position as [Your Job Title] at [Company Name], effective [last working day]. Due to my relocation to [New City/Country], I am no longer able to continue in my role.
It has been a pleasure working with you and the team. I’ve learned a great deal during my time here, and I am truly grateful for the opportunities I’ve had to grow both personally and professionally.
Please let me know how I can assist with the transition in the coming weeks. I want to ensure everything is handed off smoothly before my departure.
Thank you once again for everything, and I hope our paths cross again in the future.
Best regards,
[Your Name]
For extra guidance, read this next: How To Write a Resignation Letter Due to Relocation (Examples Included!)
Template #7: Resignation email without giving a specific reason
When you prefer to keep your reasons for leaving private but want to resign professionally, use the following resignation email template:
Subject: Resignation Notice
Dear [Manager's Name],
I hope you are well. I am writing to formally resign from my position as [Your Job Title] at [Company Name], with my last working day being [last working day]. After careful consideration, I’ve decided that it’s time for me to pursue new opportunities.
I want to thank you and the team for the support and the opportunities I’ve had during my time here. I have learned a great deal, and I’m grateful for the experiences I’ve gained.
I am happy to assist with the transition and will ensure my duties are properly handed off before my departure. Please let me know if there’s anything I can do to make this process smoother.
Thank you again, and I hope our paths cross again in the future.
Best regards,
[Your Name]
Template #8: Resignation email due to work dissatisfaction
If you’re leaving due to dissatisfaction at work, this template helps you keep the tone of your resignation respectful and professional.
Subject: Resignation Notice
Hello [Manager's Name],
I hope you are doing well. I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [last working day]. After careful consideration, I’ve realized that it’s time for me to move on to new opportunities that better align with my professional goals and values.
I appreciate the opportunities I’ve had at [Company Name] and the experiences I’ve gained during my time here. Although this decision wasn’t easy, I believe it is the best step for my career moving forward.
I am happy to assist with the transition process and will do everything I can to make sure all my tasks and responsibilities are handed over smoothly. Please let me know if you need anything from me during this time.
Thank you for your understanding.
Best regards,
[Your Name]
Template #9: Resignation email after a long tenure
If you’ve been with the company for many years and are leaving after a long period of service, this template helps you express your gratitude.
Subject: Resignation Notice
Dear [Manager's Name],
I hope this message finds you well. After much reflection, I am writing to formally resign from my position as [Your Job Title] at [Company Name], with my last working day being [last working day]. It has been a great privilege to work with the company for [X] years, and I’ve truly enjoyed contributing to its growth and success.
I want to express my sincere gratitude for the opportunities I’ve had during my time here. The experiences and relationships I’ve built will always hold a special place in my career.
I am committed to helping with the transition and ensuring a smooth handover of my responsibilities. Please let me know how I can assist in this process.
Thank you once again for everything, and I look forward to staying in touch.
Best regards,
[Your Name]
Template #10: Resignation email for further studies
If you're leaving to pursue further education or training, use this resignation email sample:
Subject: Resignation Notice—Further Studies
Dear [Manager's Name],
I hope you are doing well. I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [last working day]. After careful consideration, I’ve decided to pursue further studies in [Field of Study] to expand my knowledge and skills.
I want to express my heartfelt gratitude for the opportunities I've had to grow at [Company Name]. The experience and skills I’ve gained during my time here will undoubtedly help me in my future endeavors.
I am more than happy to assist with the transition process during my notice period and will do everything I can to ensure a smooth handover of my responsibilities.
Thank you once again for the support and the incredible experience. I look forward to staying in touch, and I hope to cross paths in the future.
Best regards,
[Your Name]
What to avoid in your resignation email
When writing your email, some details might go unnoticed, but they can have a negative impact on the message. Here are some common mistakes that you should avoid:
- Being too vague about your resignation date: Be clear and specific about your last working day to avoid any confusion or misunderstandings.
- Oversharing personal grievances or frustrations: Even if you're leaving due to negative experiences, resist the urge to vent. Keep the tone professional and focused on moving forward.
- Using an unprofessional or emotional tone: No matter the reason for your departure, always maintain professionalism in your language. Avoid being overly emotional or too casual.
- Not following company resignation policies: Be sure to review your company’s resignation procedures. Some may require a formal letter or specific notice period, and failing to comply could leave a bad impression.
Leave on a positive note
Leaving your job is a significant step, and it's important to do so in a way that reflects your professionalism. Remember, even if your time at the company wasn't perfect, you can still exit on good terms. You never know where your career may take you!
The resignation email templates provided are a great starting point, but feel free to personalize them to better fit your unique situation. It's all about crafting a message that aligns with your tone and reasons for leaving.
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