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How to Write a Professional Resignation Email and Resign From Your Job

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Career Hub
Jul 23, 2021
Oct 17, 2022

How to Write a Professional Resignation Email and Resign From Your Job

Dave Fano

Find out how to write a professional resignation email and whether you should send the letter to HR or your boss.

Knowing how to write a resignation email can give your manager and coworkers the impression that you are professional until your last official day. This good impression might serve you well in the future if you plan to list your current employer as a reference in your resume.

A resignation letter is usually sent as an email and must be addressed to the reporting manager and HR.  This letter is not just information for the company that you intend to leave but it is also communication to superiors, and human resources so that they can find a replacement for your position. 

How To Write a Resignation Email

Once you've decided it's time to leave your current company and resign from your job, the next step is making your resignation official.

To write a resignation email, you must cover the below information:

Foremost is to follow the basic format. A resignation email is a formal business writing that should have:

  • The contact Information
  • The date and time the letter was written
  • Employer Contact Information including full name, title, company’s name, and address 
  • The Salutation - Dear [Recipient’s name],
  • Opening paragraph- Tell your intent of resigning with an effective date
  • Middle paragraph- support your resignation letter with reasons. (In many cases you may be hesitant to give the true reason for your resignation, so you can cite personal reasons to support your decision).
  • Closing paragraph- this is optional (to help the company find your replacement)
  • Complimentary closing (Respectfully, Sincerely Yours) 
  • Cc: (Human Resources Manager)
  • Signature over your printed name
  • [Your name]

In addition to the template, you need to make sure that the style of writing is formal throughout the letter. Also, proofread your letter to identify language errors such as wrongly spelled words, grammatically incorrect sentences, and many more. 

Not sure exactly where to start?  Teal’s Job Tracker can save you time and energy with email templates built straight into the platform to help you resign, give your formal notice, and so much more!  Check out the Job Tracker in action and sign up for free.

Teal’s Free Job Tracker with email templates for giving your resignation
Teal’s Free Job Tracker with email templates for giving your resignation

Below is an example of a resignation letter template addressed to the Human Resource Department of the company. This will give you a simple idea about how to write such letters.

(Mr/Ms. Followed by the name of the HR person)
(Designation of the person)
(Name of the Company)
Subject-Resignation letter
Dear [your reporting manager’s name],
Kindly accept this letter as a formal notification of my resignation from the position [position title] with [company name]. I will be leaving my position due to unavoidable personal reasons that must be attended to immediately. 
[Add the number of years you have been working in the role].
[Add the things you have learned here or share your experience]
My last working day will be [DD/MM/YY]- ( From the date you give notice depending on company policy). 
I promise to wrap up my tasks and train my replacement during this time. Kindly let me know if there’s anything else I can do to aid you during the transition.
I wish the company continued success, and hope to stay in touch in the future.
(Name of the employee)

Writing a resignation mail may seem simple enough, however, writing it correctly needs to include and exclude certain things.  Of course, you are quitting your job, but you really should not burn any professional bridges.

Consider the consequences

Before composing a resignation email, you need to be absolutely certain about your decision to resign from the job. Sending a resignation mail is tangible proof of evidence, once it is sent, there is no going back. Thus, make sure to fully consider the consequences of leaving your job.

Keep it confidential

Once you have decided to make the move, keep your lips sealed. Resist the urge to tell the news to your colleagues in case your boss hears about it before you have sent your letter of resignation. Discussing your intentions will also affect the work culture. Thus, it is better to handle this sensitive matter tactfully and cautiously.

Not too brief

Of course, a resignation email should be to the point, however, it does not need to be drowning in brevity. Write in a way that officially announces your departure, including a note thanking your employer or for the wonderful days you’ve spent working for the company. You must adhere to the business format and cover all the required information. You never know when your employer needs to contact you at a later date.

Specify your notice period

Give a look at your employment contract in order to plan your notice period as well as any formal or informal commitments you’ve agreed to. Concerning whether you are a permanent or temporary employee of the company, your notice period could vary from a few days to a calendar month. 

  • Advance notice

Giving advance notice is the usual norm that could be one week’s time or 1 month.

  • No notice

The employee has to leave the company immediately, usually because of personal emergencies.

Make an appointment to have a final meeting with your manager

While you may feel an easier task to send a resignation email, it’s always better to resign in person. To meet your busy manager, it’s ideal to make an appointment so that you get enough time to discuss all the details. 

Make sure to plan your words,  try to remain unemotional, and speak in a polite tone.

Do remember to discuss your notice period and thank the manager for the opportunity and experience you had in the company.

Post Resignation

Once your resignation has been accepted by the organization, make sure to inform the employer about the current status of the projects you are handling. It is recommended to write the tasks you have in the pipeline in an email and send it to all concerned individuals. 

Resigning is never easy, however by remaining professional and polite throughout your resignation, you can easily move on while keeping your dignity and reputation intact.

If you plan on starting your job hunt after leaving your current job, manage your job search with Teal, a job tracking software that lets you track and store important job hunting details.

Teal’s Free Job Tracker to help you organize and manage your job search
Teal’s Free Job Tracker to help you organize and manage your job search

Frequently Asked Questions

Who do I send a letter of resignation to?

Send your resignation letter to your direct manager, copying HR on the email. Major companies might have an online employee system where resignation letters can be submitted.

What should the subject of a resignation email be?

The subject line should clearly communicate that you are resigning. An example subject line could be as straightforward as: "Resignation - Your Name"

What should I put as my reason for leaving?

This depends on how comfortable you are sharing your reason. If you are resigning for personal reasons and would rather not share the details, you can simply say you are moving on to another opportunity. Remember to keep your letter professional and avoid being negative. It's best to leave your job on a good note.

After you resign, don’t forget to update your resume with your latest experience and work achievements!  The job of your resume is to get you in the door. Optimizing it will help you land interviews for the next opportunities that excite you. Teal’s free Resume Builder can help you keep your Work History up to date and help you write metric-driven achievements using our Achievement Assistant tool.

Teal’s Free Resume Builder helps you write metric driven achievements
Teal’s Free Resume Builder helps you write metric driven achievements

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Dave Fano

Founder and CEO of Teal, Dave is a serial entrepreneur with 20+ years of experience building products & services to help people leverage technology and achieve more with less.

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