How to Write a Resignation Email (Professional Templates)

Resigning from a job is one of the most significant professional communications you'll ever write, and how you do it affects your reputation long after you've left. Your resignation email creates a permanent record that your manager, HR department, and potentially future employers may reference. A professional, gracious resignation preserves relationships, protects your reputation, and ensures a smooth transition.

The resignation email itself should be straightforward. You're not writing a memoir about your time at the company or a manifesto about everything wrong with the workplace. You're communicating a decision, providing a timeline, and offering to help with the transition. Keep it professional, keep it positive, and keep it brief.

Before You Hit Send

Have the conversation first. The resignation email should never be the first time your manager hears you're leaving. Schedule a private meeting or phone call to deliver the news in person. The email then serves as formal documentation of what you discussed. Blindsiding your manager with a resignation email - especially copied to HR - is a relationship-burning move that follows you professionally.

Check your employment agreement. Review your contract for notice period requirements, non-compete clauses, and any specific resignation procedures. Some companies require written notice to a specific person or department. Others may have garden leave clauses or immediate termination policies upon resignation. Knowing these details prevents surprises during your notice period.

Time it right. Don't resign right before a major deadline, during a crisis, or when your manager is dealing with a personal issue if you can avoid it. Common courtesy isn't required but is remembered. Monday mornings or Tuesday mornings are generally considered the best times - it gives your manager the full week to process and begin planning.

Prepare for different outcomes. While most resignations go smoothly, be prepared for the possibility of being walked out immediately (common in finance, competitive industries, and senior roles), receiving a counteroffer, or having an emotional reaction from your manager. Having a plan for each scenario helps you stay composed.

Tie up loose ends first. Before you submit your resignation, discreetly organize your files, save personal contacts, and remove any personal items from shared drives. Once you resign, you may lose access sooner than expected. Don't do anything improper - just ensure your own records are in order.

Before resigning	Why it matters	What to prepare	What not to do
Manager conversation	Preserves respect and avoids surprises	Private meeting or video call	Blindside them with HR copied first
Contract review	Prevents notice, NDA, or non-compete surprises	Employment agreement and handbook	Assume two weeks is always enough
Access planning	Some companies remove access immediately	Personal contacts and personal files	Export confidential company data
Transition outline	Shows professionalism from day one	Project list, owners, deadlines, risks	Promise more support than you can give
Emotional readiness	Keeps the conversation calm	Response to counteroffer or immediate exit	Debate frustrations in the resignation email

What to Include

Every resignation email needs five elements:

1. Clear statement that you're resigning
2. Your last day of work
3. Brief, genuine appreciation
4. Offer to help with transition
5. Professional tone throughout

What to leave out:

• Complaints about the company, management, or colleagues
• Detailed reasons for leaving (a brief mention is fine; a paragraph is not)
• Passive-aggressive comments disguised as feedback
• Details about your new role or company (unless asked)
• Requests for counteroffers (handle separately if at all)
• Emotional outbursts or guilt-trips ("This was the hardest decision of my life")
• Salary comparisons with your new role
• Criticism of company culture, even constructive criticism - save that for the exit interview

Resignation email element	Include	Keep out	Example phrasing
Decision	Clear statement of resignation	Ambiguous language about "thinking of leaving"	"I'm writing to formally submit my resignation."
Last day	Exact date	"Two weeks from now" without a date	"My last day will be March 21."
Appreciation	One or two genuine specifics	Overly emotional paragraphs	"I'm grateful for the opportunity to lead the rebrand."
Transition help	Concrete handoff actions	Open-ended promises forever	"I'll document ongoing projects and brief the team."
Reason	Brief explanation only if useful	Salary, complaints, or new-company details	"I've accepted an opportunity aligned with my long-term goals."

The Tone to Strike

Your resignation email should read like you're grateful for the past and optimistic about the future - without being so effusive that it seems insincere, and without being so brief that it seems cold.

Think of the tone as warm professionalism. You're leaving, but you're not burning bridges. You appreciate what you've learned, but you're not begging for validation. You're offering to help with the transition because it's the right thing to do, not because you feel guilty.

The best resignation emails leave the reader thinking, "That person handled this really well." That's the reputation you want to carry forward. This kind of professional email writing skill serves you throughout your entire career.

Resignation situation	Recommended tone	Notice guidance	Extra care point
Standard new role	Warm and concise	Two weeks or contract requirement	Do not overshare new-company details
Senior or management role	Grateful and transition-focused	Three to four weeks when possible	Document decision rights and stakeholder relationships
Short notice	Apologetic but firm	State the exact final date	Focus on urgent handoff priorities
Toxic environment	Brief and neutral	Follow contract minimum	Avoid cathartic feedback in writing
Retirement	Personal and appreciative	Longer runway if feasible	Preserve institutional knowledge

Resignation Email Templates

Standard Two-Week Notice

Subject: Resignation - [Your Name]

Dear Sarah,

As we discussed today, I'm writing to formally submit my resignation from my position as Senior Marketing Manager at [Company]. My last day will be March 21, two weeks from today.

I've genuinely valued my time here. The opportunities I've had to lead the rebrand initiative and build the content marketing program have been career-defining experiences, and I'm grateful for the trust and support you've given me throughout.

I want to ensure a smooth transition. Over the next two weeks, I'll:

• Document all ongoing projects and their current status
• Brief my team on handoff responsibilities
• Complete any critical deliverables that are in progress
• Train my replacement or transition partner on key processes

Please let me know how I can be most helpful during this period.

Thank you for everything. I've grown significantly as a professional here, and I'll carry what I've learned forward.

Best regards, James

Extended Notice Period

Subject: Resignation - [Your Name] - Effective April 18

Dear David,

Following our conversation today, I'm writing to formally resign from my position as Engineering Lead at [Company]. I'd like to provide four weeks' notice, making my last day April 18.

I want to provide extended notice to ensure the team has adequate time to transition. I'm committed to:

• Completing the API migration project (estimated completion: April 10)
• Documenting all system architecture and operational procedures
• Participating in the hiring process for my replacement if helpful
• Briefing the team on all ongoing technical projects

Working here for the past three years has been an incredible experience. The engineering culture you've built is something I'll always be proud to have been part of.

Thank you for your mentorship and support. Let me know how I can make this transition as seamless as possible.

Best regards, Rachel

Resignation with Relocation

Subject: Resignation - [Your Name]

Dear Ms. Chen,

I'm writing to formally submit my resignation from [Company], effective March 28. As I mentioned in our conversation, my family is relocating to [city/state] for personal reasons, and unfortunately remote work isn't feasible for this role.

This was not an easy decision. The past four years at [Company] have been tremendously rewarding, and leaving this team is the hardest part of the move. I'm grateful for the opportunities I've had here, particularly the chance to lead the [project/initiative].

I'll use my remaining time to ensure a thorough transition. I'm also happy to be available by email or phone for questions after my departure if that would be helpful.

Thank you for being such a supportive leader. I've learned an enormous amount under your guidance.

Best regards, Amy

Short Notice Resignation

Subject: Resignation - [Your Name] - Effective March 14

Dear Tom,

As we discussed, I'm writing to formally resign from my position at [Company]. Due to circumstances I outlined in our conversation, my last day will be March 14, one week from today.

I understand this is shorter notice than ideal, and I apologize for any inconvenience. I'll make the most of this week by:

• Documenting all critical processes and ongoing work
• Briefing relevant team members on project handoffs
• Completing any urgent deliverables

I appreciate the experiences and growth I've had at [Company]. Thank you for your understanding regarding the timeline.

Best regards, Michael

Resignation Due to New Opportunity (Without Oversharing)

Subject: Resignation - [Your Name]

Dear Sarah,

As we discussed this morning, I'm writing to formally submit my resignation from my position as Product Manager at [Company]. My last day will be March 28, providing two weeks' notice.

I've accepted an opportunity that aligns closely with my long-term career goals. This decision wasn't a reflection of anything negative about [Company] - quite the opposite. The skills and experiences I've gained here are what made this new opportunity possible, and I'm grateful for that.

During my remaining time, I'll focus on:

• Completing the product roadmap documentation for Q2
• Transitioning all stakeholder relationships to my successor or manager
• Wrapping up the user research study currently in progress
• Creating a comprehensive handoff document for ongoing projects

Thank you for being a wonderful manager and advocate. Your mentorship has shaped my approach to product development in ways I'll carry forward throughout my career.

Best regards, Rachel

Resignation During Probation Period

Subject: Resignation - [Your Name]

Dear Mr. Thompson,

I'm writing to formally submit my resignation from my position as Junior Analyst at [Company], effective March 14 - one week from today, in accordance with the notice period outlined in my probation terms.

After careful consideration, I've determined that the role isn't the right fit for my skills and career direction. I want to be transparent about this rather than continue in a position where I can't perform at my best.

I appreciate the onboarding and training the team has provided. I'll ensure all assigned work is completed or properly handed off during my remaining time.

Thank you for the opportunity.

Best regards, David

Retirement Notification

Subject: Retirement Notification - [Your Name]

Dear Sarah and Team,

After 22 years with [Company], I'm writing to announce my retirement, effective June 30. I've shared this with Sarah already, and I wanted the broader team to hear it from me directly.

This company has been my professional home for more than two decades. I've watched us grow from a small team of 15 to the organization we are today, and I'm proud of every milestone we've achieved together. The relationships I've built here are among the most meaningful of my career.

I'm committed to making the next three months a thorough and thoughtful transition. I want to ensure that the institutional knowledge I've accumulated is properly documented and transferred to the team.

Thank you - all of you - for making this such a fulfilling career. I'll miss the daily collaboration, the challenges, and most of all, the people.

With deep gratitude, David

Resignation Email to HR (When Required)

Some companies require a separate formal notification to HR:

Subject: Formal Resignation - [Your Name], [Employee ID]

Dear HR Team,

This letter serves as formal notification of my resignation from my position as [Title] in the [Department] department at [Company]. My last day of employment will be [Date].

I have already discussed this with my direct manager, [Manager's Name].

Please let me know about the process for:

• Benefits continuation (COBRA or equivalent)
• 401(k)/retirement account rollover
• Final paycheck and accrued PTO payout
• Equipment return procedures
• Exit interview scheduling

Thank you for your assistance with the transition process.

Best regards, [Your Full Name] [Employee ID] [Department] [Manager's Name]

How to Handle Common Resignation Scenarios

When Your Manager Asks You to Stay

This happens more often than you might expect, especially if you're a valued team member. Your manager may make an emotional appeal, offer a raise, promise a promotion, or ask you to reconsider. Here's how to handle it:

If your mind is made up: "I really appreciate that, and it means a lot to know that my work is valued. But I've committed to this decision, and I want to honor that commitment. I'd rather focus my energy on making this transition as smooth as possible."

If you're open to discussion: "I wasn't expecting that, and I appreciate it. Could I have 24 hours to think about it?" Only ask for time if you're genuinely open to staying - asking for time and then declining anyway wastes everyone's emotional energy.

Important: Statistics show that the majority of employees who accept a counteroffer leave within 12 months anyway. The underlying reasons for leaving usually don't change with a salary bump.

When You're Asked to Leave Immediately

Some companies, particularly in competitive industries, will ask you to leave on the day you resign. Don't take this personally - it's standard policy. Be prepared:

• Have your personal belongings organized before the conversation
• Back up personal files and contacts in advance
• Know your rights regarding final pay and accrued benefits
• Stay professional even if the immediate departure feels abrupt

When You're Leaving a Toxic Environment

This is the hardest resignation to write, because every instinct tells you to finally say what you've been holding in. Don't. Your resignation email is not the place for catharsis. Keep it brief, professional, and positive - the same format as any other resignation. Save candid feedback for the exit interview, if you choose to participate, or share it privately with trusted mentors.

The satisfaction of a scorching resignation email lasts about 15 minutes. The professional consequences last years.

When You're Leaving for a Competitor

Be especially careful and brief. Don't mention the competitor's name in your resignation email. Don't compare the two companies. If asked directly, you can say, "I'd prefer not to share details at this time." Review your non-compete and NDA agreements carefully before your start date at the new company.

What to Do After Sending

Transition gracefully. Your last two weeks shape your final impression more than any email. Show up, do your best work, document everything, and leave your successor in a position to succeed.

Don't check out early. The temptation to mentally disengage after resigning is real, but your professionalism during this period is what people will remember. Maintain the same work ethic you've always had - or even elevate it.

Connect with colleagues. Share personal contact information with people you want to stay in touch with. LinkedIn connections made during employment are more natural than ones made after departure. Consider sending brief, personal networking emails to key colleagues you want to maintain relationships with.

Leave documentation. Create a transition document covering all your responsibilities, ongoing projects, key contacts, and institutional knowledge. This is the most generous thing you can do for your successor. Include:

• A list of all recurring tasks and their schedules
• Login credentials for shared tools (work-related only)
• Key contacts for vendors, clients, and partners
• Current project statuses and next steps
• Known issues or risks that need attention
• Where to find important files and documents

Express gratitude individually. Send personal thank-you emails to colleagues who made a significant impact on your career. These messages are remembered and appreciated long after you've left.

Set up your out-of-office. On your last day, set an out-of-office message that redirects inquiries to your successor or manager. Keep it simple: "I'm no longer with [Company] as of [date]. For assistance with [area], please contact [Name] at [email]."

The Transition Document: Your Final Gift

The transition document is often more important than the resignation email itself. A thorough handoff demonstrates professionalism that people remember for years. Here's what to include:

Daily and weekly responsibilities: List every recurring task, when it's due, and how to complete it. Include things that seem obvious to you - they won't be obvious to your successor.

Project status updates: For every active project, document where it stands, what the next steps are, who the stakeholders are, and any risks or blockers.

Relationship context: Note any important dynamics with clients, vendors, or internal stakeholders. "The VP of Marketing prefers to receive updates via Slack, not email" is the kind of detail that helps your successor avoid early missteps.

System access and tools: List every system, tool, and platform you use, along with how to request access. Include any workarounds or non-obvious procedures.

Institutional knowledge: Document the "why" behind things, not just the "what." Why does the team use this particular vendor? Why is this process structured this way? This context is invaluable and impossible to reconstruct after you leave.

Transition document section	What to capture	Who benefits	Priority
Recurring responsibilities	Task, cadence, owner, deadline	Successor and manager	High
Active projects	Status, next step, stakeholder, risk	Project team	High
Key relationships	Client, vendor, internal contact, preferred communication style	Successor	High
Systems and access	Tool names and access-request process	IT and successor	Medium
Institutional context	Why decisions were made and what has been tried	Team and future owner	Medium
Open risks	Known blockers, unresolved decisions, fragile dependencies	Manager	High

Frequently Asked Questions

How much notice should I give?

Two weeks is the standard minimum in the United States. Senior roles, management positions, and roles with complex responsibilities often warrant three to four weeks - or even longer. Check your employment agreement for specific requirements. When in doubt, offer more notice rather than less. Your manager can always tell you they don't need the full notice period, but you can't retroactively offer more time.

Should I tell my colleagues before or after I tell my manager?

Always tell your manager first. Hearing about your resignation from a colleague - or worse, through the office grapevine - is a serious professional breach. After your manager knows, ask them how they'd prefer to communicate the news to the team. Some managers want to announce it themselves; others prefer that you share the news directly.

Can I use my resignation email to give constructive feedback?

No. The resignation email is not the venue for feedback, even if it's well-intentioned. Constructive feedback delivered in a resignation context will always be interpreted as a parting shot, regardless of how diplomatically you phrase it. If you want to share feedback, do it in the exit interview (if offered) or in a separate, private conversation with your manager well before your last day.

What if I don't have a new job lined up?

Your resignation email doesn't need to explain what you're doing next. A simple "I've decided to move on to pursue new opportunities" is sufficient. You don't owe anyone an explanation for your career decisions. If asked directly, it's perfectly acceptable to say, "I'm taking some time to evaluate my next steps."

As you prepare for your next career move, it can be helpful to start exploring new opportunities before or after submitting your resignation. Consider checking out platforms like Jooble, which make it easier to discover relevant job openings across different industries and locations, helping you take the next step with confidence while planning your professional future.

Should I resign via email or in a printed letter?

In most modern workplaces, email is the standard format for resignation letters. The in-person conversation comes first; the email serves as formal documentation. A printed letter is appropriate in very traditional industries (law, government, academia) or when your employment agreement specifically requires one. If you're unsure, do both - have the conversation, send the email, and bring a signed printed copy to HR.

What if my manager tries to make me feel guilty?

Some managers respond to resignations with guilt tactics: "How could you leave us right now?" or "The team can't function without you." Stay empathetic but firm. Acknowledge their concern ("I understand this creates a challenge for the team") without changing your decision. Remember that you have no obligation to stay in a role that doesn't serve your career goals, regardless of how it affects others.

How do I resign from a remote position?

The principles are the same, but the logistics differ. Schedule a video call with your manager to deliver the news in person - not over Slack or text. Follow up with the formal resignation email. Ask about the process for returning equipment (laptop, monitor, badges) and confirm the shipping address and timeline. If possible, offer to be available for questions via video call during the transition period, since you won't have the benefit of casual in-office handoffs.

What should I do if I'm asked to sign a separation agreement?

Read it carefully before signing. Separation agreements may include non-compete clauses, non-solicitation provisions, confidentiality requirements, or a release of legal claims. If anything seems unusual or overly restrictive, consider having an employment attorney review it. Never feel pressured to sign on the spot - ask for time to review.

Your resignation is one chapter ending and another beginning. Handle it with the same professionalism you'd want to see from someone leaving your team, and you'll preserve relationships that serve you throughout your career. The way you leave says as much about your character as the work you did while you were there.