Resignation Email: Tips, Templates and Examples

When quitting your job, it's essential to convey your decision to your manager professionally. Like a resignation letter, a resignation email is the final formal step in leaving an organisation. A well-written email helps in building a lasting relationship with your former employer. Learning how to write a short and professional resignation email is a skill you can cherish throughout your professional career.

In this article, we will discuss what a resignation email is, when to send one, how to write one and tips for writing a resignation email with examples.

Related: How to Write a Resignation Letter

What is a resignation email?

A resignation email is an official email that expresses your intention to end your employment with an organisation. Through these emails, you formally start the process of leaving your job.

Often, it's advisable to have verbal communication with your HR department or manager before sending a resignation email. It's also essential to send the resignation email before your last working day. Depending upon your contract's terms, a resignation email may come into effect immediately or become effective at a later date. Besides being a professional courtesy, resignation emails serve as a chance to thank your employer for the opportunity and end things on a positive note.

When to send a resignation email?

There may be instances where quitting or leaving the job in person is not a viable option. In such circumstances, resigning via email is the only option.

When remote working, face-to-face conversations are impossible as you and your manager may be in different locations. Also, during family emergencies or other situations where you're unable to serve the notice period, resigning via email becomes a preferred method for resignation because of its speed.

Related: How to End an Email

How to write a resignation email

Writing a resignation email becomes simple if you follow these key steps:

1. Start with the email subject line

It's your email subject line that captures the attention of your manager or HR. So, it's essential to keep it to the point and professional. Your subject line should mention the word 'resignation' and your name to ensure the message doesn't get lost in the inbox clutter. Some examples of email subject line are:

• Resignation announcement – your name

• Resignation notice – your name

• Notice of resignation – your name

• Resignation – your name

• Resignation effective immediately – your name

• Immediate resignation – your name

• Resignation letter – your name

2. Address your manager

Usually, you send resignation emails to direct in-line managers. So, start your resignation email by using a formal salutation, like 'Dear Mr./Ms. [Manager's name]'.

3. State your reason for writing the email

After the salutation, get to the point straight away and mention that you're writing this email to resign from the company. Also, mention your last working day. If you feel comfortable, briefly mention the reason for leaving the organisation. However, don't delve into too many details.

4. Say thank you

In the second paragraph of your email, thank your manager for the opportunity they provided while working for them. Saying thank you is a statement of gratitude that helps build professional relationships even after you leave the organisation. It's a great way to foster a peaceful transition.

5. Offer help for the transition process

In the third and last paragraph, offer help to complete the entire transition process smoothly. Again, don't go into many details. Also, mention your non-work contact information to stay in touch. When you offer help and show intent to stay in touch after the job, you increase the chances of winning a reference for future jobs.

In the end, close your email using words like 'Sincerely' or 'Best regards' followed by your full name.

Remember that even when you resign via email, it becomes an official document that goes into the organisation's permanent records. So, keep it polite, professional and short. It's always good to part on the best possible terms. Your resignation email is not a place to vent out personal frustration because you never know when you might come across your colleague or manager and in what capacity.

Related: How to Ask Someone to Be Your Referee: Email Examples

Tips for writing a resignation email

Here are a few tips for writing a resignation email:

• Email it to your manager. When sending a resignation email, address it to your direct-line manager and carbon copy (cc) to the human resource department as well. Send one copy to your non-work email address if your employer discontinues your work email account.

• Use a simple subject line. Instead of using fancy email subject lines, focus on crafting direct email subject lines. It's the first thing that your manager notices, so keep it direct so that your manager reads your email as soon as possible.

• Keep it short. A resignation email should be short. Keep details about your reason for leaving or your future plans short. Write an email to the point.

• Give at least one week's notice. The UK's statutory minimum notice period is one week if you're on the job for more than a month. Giving a fair notice period helps employers make sufficient changes and maintain a cordial relationship.

• Use a positive tone. Even though you're joining a new role, you may need to contact your former employer for references. So, write an email in a professional and positive tone.

• Never complain. Irrespective of how frustrated you were while working with the organisation, never complain in a resignation letter. Keep it simple and don't criticise your manager or colleagues.

• Ask relevant questions. Use this opportunity to ask questions related to your last payment and other benefits pending with the employer.

• Proofread your email. It's always good to double-check the email for any grammatical errors or spelling mistakes.

Related: What Is a Notice Period?

Template for resigning via email

Here is a template for resigning via email:

Subject line: Notice of Resignation – [Your name]

Dear Mr./Ms. [Your manager's name],

I write this email to inform you I'm resigning from my current position [insert your current position]. My last working day will be [insert last day of work], one week from today.

I appreciate the opportunities you have provided me. Under your guidance, in the past year, I have developed an in-depth understanding of this industry. Thank you for your encouragement and support.

Kindly let me know how I can help with a smooth transition process. I wish you and the company the best.

Thank you.

Sincerely,

[Your name]

Resignation email examples

Here are a few resignation email message examples you can take inspiration from:

Resignation email due to back to school

Subject line: Resignation – David Walker

Dear John,

Kindly accept this email as my resignation from the post of Senior Copywriter. As per the HR policies, my last working day will be 14th April 2021, one week from now. I plan to pursue an MA in Journalism from ABC School of Management.

All these years, it was a pleasure working under your guidance and I'm grateful for all your support.

Over the next week, I'm available to help with the transition process and I'm willing to train my replacement before I leave the company.

Thank you.

Best,

David Walker

Resignation email due to medical reasons

Subject line: Resignation letter – Ava Jones

This email is to notify you that I'm resigning from the Investment Banking Associate position, effective 23rd May 2021.

I've recently been diagnosed with sporadic autoimmune disease and start my treatment very soon. As the recovery process is long, I will not be able to perform my duties to the fullest potential. I wish to take some time off, spend time with my family and focus on my health.

I've enjoyed working on this project. Please feel free to contact me anytime, even after I leave the organisation. My email address is abc@xyz.com and I'm reachable at +441111111111.

Thank you.

Respectively Yours,

Ava Jones

Resignation email message – effective immediately

There could be instances when, due to personal reasons, you may have to leave an organisation immediately. For such instances, use this resignation email as an inspiration.

Subject line: Immediate Resignation – Paul Smith

Dear Carey,

It's with deep regret I'm writing to inform you that I'm resigning from my Business Associate position immediately due to unavoidable personal reasons. My last day will be tomorrow. I know this is something unexpected and I sincerely apologise for not providing advance notice.

Please advise on the best way to process my outstanding duties. I'm happy to help in the transition process, either through emails or video conferencing.

Thank you for understanding in this matter. I'm grateful for the guidance you have provided me throughout my career in the organisation.

Sincerely,

Paul Smith

Related:

• How and when to provide one week's notice: a guide