How to Write a Resignation Email (With Examples)
Leaving a job is a business transaction — keep it professional, brief, and gracious. Your resignation email creates a permanent record and often shapes whether your manager gives you a glowing reference. Here's how to write one that closes the chapter well.
What Your Resignation Email Must Include
- Clear statement of resignation — don't bury it or hint at it
- Your last working day — confirm the notice period per your contract
- A brief thank you — for the opportunity, not empty filler
- Offer to help with transition — training a replacement, documenting processes
Standard Resignation Email Example
Subject: Resignation — [Your Name]
Dear [Manager's Name],
I am writing to formally notify you of my resignation from my position as [Job Title], effective [Last Day — typically 2 weeks from today].
I'm grateful for the opportunities I've had here over the past [X years] and for the support of the team. It has been a genuinely rewarding experience.
I'm committed to making this transition as smooth as possible and am happy to help with handover documentation or training my replacement in my remaining time.
Thank you again for everything.
Sincerely,
[Your Name]
Short Notice Resignation (Urgent Situations)
Subject: Resignation with immediate effect — [Your Name]
Dear [Manager's Name],
Due to personal circumstances, I must resign from my position as [Job Title] with immediate effect. I sincerely apologize for the short notice and understand this creates difficulties.
I am willing to assist remotely with handover tasks if that would be helpful.
Thank you for the opportunity to work here.
Regards,
[Your Name]
What NOT to Include
- Why you're leaving — you're not required to explain. Vague is fine.
- Criticism of the company or management — it's unprofessional and can hurt your reference
- Where you're going — keep your new role private unless you want to share
- Emotional language — keep the tone neutral regardless of how you feel
Notice Period Rules
Check your employment contract before sending. Standard notice is:
- US: 2 weeks is the standard (no legal requirement)
- UK: At least 1 week if employed for 1 month+; often 1 month for salaried roles
- Australia: 1–4 weeks depending on tenure
- Senior roles often require 4–12 weeks — check your specific contract
Who to Send It To
Send to your direct manager first — always. Then HR if required by your company's policy. CC your manager on the HR email so no one is surprised.
Write your resignation email with AI
Describe your situation and get a professional, gracious resignation email in seconds.
Try Resignation Email Generator →