How to Write a Resignation Email (Template + Examples)
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Resigning by email is now standard, especially for remote and hybrid teams where a written record is expected. The goal is not to explain every reason you are leaving. The goal is to make the departure clear, professional, and easy for your manager to act on.
A good resignation email does three things: it confirms that you are resigning, it names your last day, and it leaves the door open. Even if you are frustrated, this message will sit in your file and may be read by future references, so it is worth keeping it short and warm.
Resignation Email template
Replace the names, role, and dates, and adjust the notice period to match your contract.
Subject: Resignation - Maria Lopez
Dear Mr. Bennett,
I am writing to formally resign from my position as Marketing Coordinator at Brightline Media. My last working day will be Friday, June 27, 2026, which provides the standard two weeks of notice.
I am grateful for the support and opportunities I have had over the past three years. Working on the rebrand campaign last spring taught me a great deal, and I have valued the chance to grow alongside such a talented team.
Over the next two weeks I will do everything I can to ensure a smooth transition. I am happy to document my current projects, brief whoever takes them on, and help train a replacement if that is useful.
Thank you again for your guidance and trust. I hope we can stay in touch, and I wish you and the team continued success.
Sincerely,
Maria Lopez
What each part is doing
- Subject line: States plainly that this is a resignation and includes your name so it is easy to find and forward.
- Statement of resignation: A single direct sentence confirming that you are resigning and from which role.
- Last working day: Names the exact final date so your manager and HR can plan the notice period.
- Gratitude and handover: A short thank-you and an offer to help with the transition, which keeps the relationship positive.
What to include in a Resignation Email
Open with a clear statement that you are resigning and name your role. There should be no doubt about what the message is for. Follow it immediately with your last working day, calculated from the notice period in your contract, so the reader does not have to do the math.
Add a brief line of thanks and an offer to support the handover. You do not need to explain why you are leaving or where you are going. One or two warm sentences are enough to leave a good final impression and to make sure references stay strong.
What to avoid
Avoid airing grievances, naming people who frustrated you, or listing everything that went wrong. An email is permanent and can be forwarded, so anything negative will outlast the moment that prompted it. Keep the tone neutral even if you are leaving on bad terms.
Do not bury the key facts. A long, emotional message that hides the last working day in the middle is hard to act on. Resist the urge to negotiate, complain about pay, or hint at a counteroffer, since those conversations belong in a separate, in-person meeting.
Resignation Email do's and don'ts
Do
- State your last working day as an exact date.
- Give the full notice your contract requires.
- Tell your manager directly before you send it.
- Thank the team and offer to help with the handover.
- Keep a copy for your own records.
Don't
- Do not list complaints or blame coworkers.
- Do not explain in detail why you are leaving.
- Do not announce your departure to the whole company first.
- Do not threaten or hint at a counteroffer.
- Do not send it while angry without rereading it.
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Frequently asked questions
Should I tell my manager before I send the resignation email?
Yes, when you can. A short conversation or call first is more respectful, and the email then becomes the written record that confirms what you discussed. If you work fully remote and cannot reach your manager live, a clear email is acceptable.
How much notice should the email give?
Two weeks is the common standard, but check your contract, since some roles require a month or more. Name a specific last working day in the email so there is no confusion about when the notice period ends.
Do I need to say why I am leaving?
No. You are not required to give a reason, and keeping it brief is usually wiser. If you want to share that you are moving on for a new opportunity, one neutral sentence is plenty.
Who should I send it to?
Send it to your direct manager first. Copy HR only if your company process asks for it. Avoid sending a mass message to the wider team before your manager has had a chance to respond.
