1. What is a Resignation Mail?
  2. Why You Should Send a Resignation Letter Mail?
  3. How to Write a Resignation Email?
  4. Resignation Mail Format
  5. 9 Resignation Email Examples
  6. Resignation Email Etiquette
  7. FAQs

Looking to draft the perfect resignation mail?

Goodbyes are always hard, but getting them right is crucial.

This is why, when leaving a company, you are required to write a resignation mail.

A resignation email is a formal mail sent to employers to inform them of your decision to leave the company.

Crafting this email effectively can significantly impact your professional reputation and relationships.

It can help maintain positive connections with your current employer and colleagues, leaving a lasting impression of professionalism and courtesy.

In this article, we answer how to draft a resignation email with samples and a ready-to-use template, followed by etiquette to follow when resigning.

What is a Resignation Mail?

A resignation email is a formal communication sent by an employee to their employer or manager to notify them of their decision to resign from their position within the company.

It typically includes the employee's intention to leave, and the effective date of resignation, and may also include a brief explanation for the resignation.

Additionally, it's customary to express gratitude for the opportunities provided during the time with the company and to offer assistance with the transition process. Resignation emails should be professional, concise, and respectful in tone.

Why You Should Send a Resignation Letter Mail?

Sending a resignation email serves several important purposes:

  1. Formal notification: It officially informs your employer or manager of your decision to resign, ensuring your departure is documented.
  2. Professionalism: It demonstrates professionalism and respect for the company and your colleagues by following standard procedures for resigning.
  3. Legal documentation: It provides a written record of your resignation, which can be important for legal and administrative purposes, such as finalizing employment contracts and processing outstanding payments or benefits.
  4. Smooth transition: It allows the company to begin finding a replacement and transitioning your responsibilities to other team members, ensuring minimal disruption to operations.
  5. Courtesy: It shows courtesy to your employer and colleagues by giving them sufficient notice of your departure, allowing them time to plan and make necessary arrangements.

Overall, sending a resignation email is a courteous and professional way to formally communicate your decision to leave your job and ensure a smooth transition for you and your employer.

How to Write a Resignation Email?

Here is the step-by-step guide to writing a resignation email:

Step 1: Resignation Mail Subject

The subject line should clearly convey the purpose of the email, which is your resignation.

Keep it simple and to the point. Avoid using ambiguous or overly informal language.

Best subject lines for a resignation email

"Resignation Notice - [Your Name]"
"Formal Resignation - [Your Position]"
"Notice of Resignation - [Your Last Day]"
"Resignation - [Your Name]"

Step 2: Writing a Greeting

Address the recipient (usually your manager or supervisor) with a polite and respectful salutation. Use their name and appropriate title if applicable. For example,

  • "Dear [Manager's Name],"
  • "Dear [Mr./Ms. Last Name],"
  • "Respected Sir/Ma'am,"

Step 3: Opening Statement for Resignation Mail

Begin your email with a clear and direct statement indicating your intention to resign.

The opening statement sets the tone for your resignation email and should clearly express your intention to resign.

Be direct and maintain a professional and respectful tone.

Resignation Mail Opening Statement Example

  1. "I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Date]."
  2. "After careful consideration, I have decided to resign from my role as [Your Position] at [Company Name], with my last working day being [Date]."
  3. "Please accept this email as formal notification of my resignation from the position of [Your Position] at [Company Name], effective [Date]."
  4. "It is with mixed emotions that I tender my resignation from [Company Name] as [Your Position], effective [Date]."
  5. "I regret to inform you that I am resigning from my position as [Your Position] at [Company Name], effective [Date]."

Step 4: Define the Date of Resignation

Clearly state the date on which your resignation will take effect. This allows your employer to plan for your departure and initiate the transition process.

This date also marks your official date of leaving your position within the company.

Ensure that the date you provide aligns with any notice period required by your employment contract or company policy.

It is important to be precise and unambiguous to facilitate a smooth transition process.

Additionally, you should confirm any outstanding tasks or projects you will complete before your departure to help with the transition.

Finally, expressing willingness to assist in the transition during the remaining employment period can further demonstrate professionalism and commitment to leaving on good terms.

5 Samples to communicate the date of resignation

Here are 5 ways in which you can communicate your last working day to your current employer:

  1. "My last working day will be [Date], following the [notice period specified in your contract/company policy]. I will ensure that all pending tasks are completed and assist in the transition process during this time."
  2. "Effective [Date], I will be stepping down from my role as [Your Position]. I understand the importance of a smooth transition and am committed to completing all outstanding responsibilities before my departure."
  3. "I am providing [notice period] notice, with my last day of work scheduled for [Date]. I am available to help with the transition process and will ensure that all handover tasks are completed by then."
  4. "Please consider this email as formal notice of my resignation, effective [Date]. I will work diligently until my last day to finalize ongoing projects and support the team in any way necessary during the transition period."
  5. "As per company policy, I am resigning from my position, effective [Date]. I remain fully committed to my responsibilities and will collaborate closely with my team to ensure a seamless transition before my departure."

Step 5: Reason for Resignation

While not always necessary, you may choose to provide a brief explanation for your resignation. If you feel comfortable sharing your reason for leaving, you can include it in this section.

Keep it professional and avoid any negative comments about the company or colleagues. Here's how you can get it right:

  1. When explaining your reason for resigning, focus on positive factors that led to your decision, such as career advancement opportunities, personal growth, or a better fit for your skills and interests.
  2. Keep the explanation brief and avoid mentioning negative aspects of your current job or company.
  3. If your reason involves accepting a new job offer, you can mention that you've been presented with an exciting opportunity that aligns better with your career goals.
  4. If your reason is more personal, such as relocating to a new city or pursuing further education, you can mention it without going into excessive detail.
  5. Avoid making negative remarks about the company, your colleagues, or the work environment, as this could reflect poorly on your professionalism and might burn bridges.

Reasons for Resignation Mail Examples

Here are ten good reasons to resign along with sample resignation mail lines for each:

Career Advancement

"After careful consideration, I have decided to resign from my position at [Company Name] to pursue a new opportunity that offers greater potential for career growth and advancement."

Relocation

"Due to personal reasons, I will be relocating to [Location] and, therefore, must resign from my current position at [Company Name]. I have enjoyed my time here and am grateful for the opportunities provided."

Higher education

"I have been accepted into a prestigious academic program that requires my full-time commitment, prompting my resignation from my current role at [Company Name]. I appreciate the support and mentorship I've received during my tenure."

Family commitments

"In light of recent family obligations, I have made the difficult decision to resign from my position at [Company Name]. I am grateful for the understanding and support of my colleagues during this time."

Better work-life balance

"To prioritize my well-being and achieve a better work-life balance, I have chosen to resign from my current role at [Company Name]. I appreciate the opportunities for growth and development that I've had here."

Company culture mismatch

"After careful reflection, I've realized that the company culture at [Company Name] does not align with my values and career objectives. Therefore, I believe it's in the best interest of both parties for me to resign."

Health reasons

"Regrettably, I must tender my resignation from my position at [Company Name] due to health concerns that require my immediate attention. I appreciate the support of my colleagues during this challenging time."

Career change

"I have decided to pursue a career change that aligns more closely with my passion and skills, necessitating my resignation from my current role at [Company Name]. I am grateful for the opportunities for professional development provided here."

Better compensation or benefits

"After careful consideration, I've accepted an offer that provides better compensation and benefits than my current position at [Company Name]. Therefore, I must tender my resignation, though I am grateful for the opportunities and experiences gained here."

Company restructuring or downsizing

"Due to recent restructuring efforts at [Company Name], my current role has been impacted, leading me to make the decision to resign. I appreciate the support of my colleagues and wish the company success during this transition period."

Step 6: Gratitude

Expressing gratitude in your resignation email is important as it helps leave a positive impression and shows appreciation for your time with the company.

Gratitude in Resignation Mail Examples

Here are five examples of how you can express gratitude:

Thanking for Opportunities

"I want to express my sincere gratitude for the opportunities for professional and personal growth that [Company Name] has provided me during my time here. I've learned invaluable skills and had the chance to work with incredibly talented colleagues."

Acknowledging Support

"I am deeply grateful for the support and guidance I've received from you and the entire team throughout my tenure. Your mentorship and encouragement have played a significant role in my development, and I am truly appreciative."

Appreciating Team Dynamics

"I am thankful for the collaborative and supportive environment that [Company Name] fosters. Working alongside such dedicated and passionate colleagues has been inspiring, and I will cherish the relationships I've built here."

Recognizing Company Culture

"I want to express my appreciation for the positive company culture that [Company Name] promotes. The emphasis on innovation, teamwork, and employee well-being has made my time here both rewarding and enjoyable."

Thanking for Trust and Confidence

"I am grateful for the trust and confidence that you and the leadership team have placed in me during my tenure. It has been an honor to contribute to the company's success, and I am proud of the work we've accomplished together."

Resignation Mail Format

Subject: Resignation - [Your Name]

Dear [Manager's Name],

I am writing to formally resign from my position as [Your Position] at [Company Name]. My last working day will be [Date], providing [Notice Period] weeks' notice as per company policy.

I have accepted a new opportunity that aligns better with my long-term career goals.

I want to express my sincere gratitude for the opportunities for professional and personal growth that [Company Name] has provided me during my time here. I've learned invaluable skills and had the chance to work with incredibly talented colleagues.

I am deeply grateful for the support and guidance I've received from you and the entire team throughout my tenure. Your mentorship and encouragement have played a significant role in my development, and I am truly appreciative.

I am thankful for the collaborative and supportive environment that [Company Name] fosters. Working alongside such dedicated and passionate colleagues has been inspiring, and I will cherish the relationships I've built here.

I also want to express my appreciation for the positive company culture that [Company Name] promotes. The emphasis on innovation, teamwork, and employee well-being has made my time here both rewarding and enjoyable.

I am committed to facilitating a seamless transition and am willing to assist in any way I can during my remaining time at the company. Please let me know how I can support this process.

Thank you for the trust and confidence that you and the leadership team have placed in me during my tenure. It has been an honor to contribute to the company's success, and I am proud of the work we've accomplished together.

Sincerely,

[Your Name]
[Your Contact Information]

Replace the placeholders like [Your Name], [Manager's Name], [Company Name], [Date], [Notice Period], and [Your Contact Information] with your specific details. This template can be used as-is by filling in the relevant information.

Download the Resignation Mail Template here

9 Resignation Email Examples

General Resignation Mail

Subject: Resignation - [Your Name]

Dear [Manager's Name],

I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Date]. I sincerely appreciate the opportunities for growth and development that [Company Name] has provided me during my tenure.

I am grateful for the support and guidance I've received from you and the entire team. Your mentorship has been invaluable to me, and I am thankful for the collaborative and positive work environment.

I have accepted a new opportunity that aligns better with my long-term career goals. However, I want to express my commitment to ensuring a smooth transition during my remaining time here. Please let me know how I can assist in this process.

Additionally, I would like to extend my gratitude for considering my request for an early release. Your understanding and support are greatly appreciated.

Thank you for the trust and confidence you've placed in me. It has been a privilege to be part of the [Company Name] team, and I wish the company continued success in the future.

Sincerely,
[Your Name]

2-Week Notice Resignation Email

Subject: Resignation - [Your Name]

Dear [Manager's Name],

I hope this email finds you well. I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective in two weeks on [Date]. I have accepted a new opportunity that aligns better with my long-term career goals.

I want to express my sincere gratitude for the opportunities for growth and development that [Company Name] has provided me during my time here. I am thankful for the support and guidance from you and the team, and I have truly valued the collaborative and positive work environment.

I am committed to ensuring a smooth transition during my remaining time with the company. Please let me know how I can assist in this process.

Thank you for the trust and confidence you have placed in me. It has been a privilege to be part of the [Company Name] team, and I am proud of the work we've accomplished together.

Sincerely,
[Your Name]

Early Leaving Resignation Mail

Subject: Immediate Resignation - [Your Name]

Dear [Manager's Name],

I am writing to inform you of my immediate resignation from my position as [Your Position] at [Company Name]. Due to unforeseen personal circumstances, I am unable to continue in my role beyond today's date.

I want to express my sincere gratitude for your understanding and for granting me an early release from my responsibilities. Your flexibility and support during this challenging time are greatly appreciated.

I am grateful for the opportunities for professional growth and development that [Company Name] has provided me during my time here. Working with such a dedicated team has been a valuable experience, and I am thankful for the support and guidance I've received.

I apologize for any inconvenience caused by my sudden departure and assure you of my commitment to ensuring a smooth transition. I am available to assist with handing over my tasks and responsibilities to ensure minimal disruption to the team.

Thank you once again for your understanding and cooperation.

Sincerely,

[Your Name]
[Your Contact Information]

One-Month Notice Resignation Email

Subject: Resignation - [Your Name]

Dear [Manager's Name],

I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Date], providing one month's notice in accordance with company policy.

I have accepted an opportunity elsewhere that aligns better with my long-term career goals. I want to express my sincere gratitude for the opportunities for growth and development that [Company Name] has provided me during my time here. I've learned valuable skills and had the privilege of working with talented colleagues.

I appreciate your understanding and support during this transition period. I am committed to ensuring a smooth handover of my responsibilities and am willing to assist in any way I can during my remaining time at the company.

Furthermore, I would like to extend my gratitude for granting my request for an early release, allowing me to transition more seamlessly into my next role.

Thank you once again for the support and opportunities. I wish the company continued success in the future.

Sincerely,
[Your Name]

Resignation Email Notice With Formal Letter

Subject: Resignation - [Your Name]

Dear [Manager's Name],

I hope this email finds you well. I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day], as per our discussion.

Attached to this email, you will find my formal resignation letter outlining the details of my departure. I want to express my gratitude for your understanding and consideration in allowing me to be released earlier than the standard notice period. This gesture is sincerely appreciated and speaks volumes about the supportive environment that [Company Name] provides.

I want to take this opportunity to thank you and the entire team for the opportunities for professional and personal growth that I've experienced during my time here. Your guidance, mentorship, and the camaraderie among colleagues have been invaluable to me, and I am truly grateful.

I am committed to ensuring a smooth transition during my remaining time at the company and am available to assist with the handover process in any way possible.

Thank you once again for your understanding and support. I wish [Company Name] continued success in the future.

Sincerely,
[Your Name]

[Your Contact Information]

Resignation Email - Personal Reasons

Subject: Resignation - [Your Name]

Dear [Manager's Name],

I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Date], due to personal reasons. I sincerely appreciate the opportunities and experiences I've had during my time with [Company Name].

I want to express my gratitude for the understanding and support you and the team have shown me throughout this period. Your empathy and consideration have meant a great deal to me.

Additionally, I am thankful for the flexibility and willingness of [Company Name] to grant me an early release. This gesture has alleviated some of the stress associated with my personal situation, and I am truly grateful for it.

I am committed to ensuring a smooth transition during my remaining time with the company. Please let me know how I can assist in this process.

Thank you once again for your understanding and support. I have valued my time at [Company Name] and wish the team continued success in the future.

Sincerely,
[Your Name]

Brief Resignation Email

Subject: Resignation - [Your Name]

Dear [Manager's Name],

I'm resigning from my role as [Your Position] at [Company Name], effective immediately.

Thank you for understanding and granting an early release. I've appreciated the opportunities and support during my time here. It's been a pleasure working with the team and contributing to [Company Name]'s goals.

I'm committed to ensuring a smooth transition and will assist in any way I can during this period. Please let me know how I can be of further assistance. Thank you again for your understanding and support.

Best regards,
[Your Name]

Resignation Email with Appreciation

Subject: Resignation - Appreciation and Gratitude

Dear [Manager's Name],

I am writing to tender my resignation from my position as [Your Position] at [Company Name], effective [Last Working Day]. I would like to express my heartfelt appreciation for the opportunities and support you have provided me during my time here.

Working at [Company Name] has been a fulfilling experience, thanks to the guidance, mentorship, and trust you have extended to me. Your leadership has not only shaped my professional growth but also inspired me to strive for excellence in all endeavors.

I am grateful for the collaborative environment and the camaraderie among colleagues, which have made my journey here truly rewarding. The positive company culture fostered by your vision has been instrumental in creating an atmosphere of innovation and teamwork.

Additionally, I want to thank you for graciously accepting my request for an early release. Your understanding and flexibility during this transition period are deeply appreciated.

I am committed to ensuring a smooth handover of my responsibilities and am willing to assist in any way possible during my remaining time with the company.

Thank you once again for everything. I wish the company continued success in the future.

Sincerely,
[Your Name]

Resignation Mail to Manager

Subject: Resignation - [Your Name]

Dear [Manager's Name],

I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Date]. I am grateful for the opportunities for growth and development that [Company Name] has provided me during my tenure.

I want to express my sincere appreciation for the support and guidance you and the team have offered me throughout my time here. Your leadership and encouragement have been invaluable to me.

I also appreciate the positive work environment and the collaborative spirit among colleagues at [Company Name]. It has been a pleasure working with such dedicated individuals.

Furthermore, I am thankful for the understanding and consideration regarding my request for an early release. I am committed to ensuring a smooth transition during my remaining time and am available to assist in any way needed.

Thank you for the trust and confidence you have placed in me. I am proud of the work we have accomplished together and wish the company continued success in the future.

Sincerely,
[Your Name]

Resignation Email Etiquette

Here are five etiquette tips to keep in mind while drafting a resignation email:

Notify Your Manager in Person: Before sending the resignation email, it is courteous to inform your manager about your decision to resign in person or through a private meeting. This allows them to hear the news directly from you and discuss any questions or concerns.

Choose the Right Timing: Select an appropriate time to send the resignation email. Avoid sending it during busy or stressful periods for your manager or the company, to ensure they have time to process the news and discuss any necessary arrangements.

Be Timely: Provide your resignation email promptly, adhering to any notice period required by your employment contract or company policy. Giving sufficient notice allows the company to plan for your departure and ensures a smooth transition for both parties.

Maintain Confidentiality: Keep your resignation confidential until you've formally notified your manager and submitted the resignation email. Avoid discussing your decision with colleagues or posting about it on social media before informing your employer.

Follow Up in Person: After sending the resignation email, follow up with your manager in person to discuss the next steps and any additional details related to your departure. This demonstrates professionalism and ensures everyone is on the same page moving forward.

FAQs

How do you politely resign in an email?
Politely resigning in an email involves maintaining a respectful tone, clearly stating your intention to resign, expressing gratitude for the opportunities, offering assistance during the transition, and providing your contact information for further communication if needed. Keep the email concise and professional, avoiding any negative remarks or criticisms.

Is it okay to resign by email?
While resigning in person or through a formal letter is generally preferred, resigning by email can be acceptable in certain circumstances, such as remote work situations or when immediate notification is necessary. However, it's essential to ensure the email is professional, respectful, and follows proper resignation etiquette.

How do you write an email for an employee resignation?
When writing an email for an employee resignation, begin with a polite greeting, clearly state the intention to resign, specify the effective date of resignation, express gratitude for the opportunities, offer assistance during the transition, and provide contact information. Maintain a professional tone throughout the email and avoid including unnecessary details or criticisms.

How do I inform my resignation?
To inform your resignation, schedule a meeting with your manager to discuss your decision in person. During the meeting, clearly communicate your intention to resign, provide the effective date of resignation, express gratitude for the opportunities, offer assistance with the transition, and discuss any necessary details related to your departure. Follow up with a formal resignation email to document the conversation and ensure clarity.

Letter Format