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

Knowing how to write a formal 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 the HR department.  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 formal resignation letter email, you must cover the below information:

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

• The contact Information
• The date and time the letter was written
• Employer Contact Details including full name, title, company's name, and address 
• Resignation email subject line: Example: Resignation - [Your Name]
• The Salutation - Dear [Recipient's name],
• Opening paragraph- Tell your intent of resigning with an effective resignation 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 resignation decision).
• Closing/Third 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 resignation email template, you need to make sure that you have a clear subject line and 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. 

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‍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 a formal letter of resignation.

(Mr/Ms. [Name of HR department head])
(Designation of the person)
(Name of the Company)
(Address)

Subject-Resignation letter

Dear [your reporting manager's name],

Kindly accept this letter as a formal notification of my resignation from the position [job title] with [company name]. I will be resigning from 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 in a positive manner]

My last working date 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 period to ensure a smooth transition.

I wish the company continued success on future endeavors, and hope to stay in touch in the future.

Sincerely,

(Name of the employee)

(Signature)

(Date) 

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

Consider the consequences

Before composing an official document of a notice of resignation, you need to be absolutely certain about your decision to resign from the job. Sending a resignation email 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 co workers in case your soon-to-be former employer hears about it before you have sent your letter of resignation. Discussing your intentions will also affect the work culture, and you want to keep a positive relationship with your colleagues. 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 positive note to express gratitude and thank your employer 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 for your current position in order to plan your official notice period and last day, 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, two weeks notice, or 1 month.

• No notice

The employee has to leave the company immediately, usually because of a personal situation or emergency.

Make an appointment to have a final meeting with your manager

While you may feel it 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, positive tone.

Do remember to discuss your notice period, and thank the manager for the opportunity and experience you had in the company. Keeping a good relationship could potentially be beneficial for your future plans.

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.

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.

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. Example subject lines could be as straightforward as:

• Resignation - Your Name
• Notice of Resignation - Your Name
• Resignation Effective Immediately - Your Name
• Resignation Announcement - 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.

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

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