How to Resign From a Job Via Email

The way you resign can influence your departure and future professional relationships. While a face-to-face conversation is the standard, circumstances may require you to resign via email. Understanding when and how to write a resignation email ensures you manage your exit professionally.

When is it Appropriate to Resign Via Email?

For remote employees, email is the primary form of communication with a manager in a different location. An email provides a timely and official record of your decision and the date it was communicated.

An email is also appropriate when there is a history of a difficult relationship with your supervisor. If in-person interactions are consistently negative, an email provides a neutral channel to state your intentions clearly without a potential confrontation.

Company policy may also dictate the resignation procedure. Some organizations require resignations to be submitted in writing to a manager and HR for record-keeping. Check your employee handbook or consult with HR to confirm the process.

Key Elements of a Professional Resignation Email

A professional resignation email has several components that convey your message clearly and respectfully. The goal is to be direct while preserving the relationships you have built.

A Clear and Direct Subject Line

Your subject line must be unambiguous so it is not overlooked. Use a straightforward title such as “Resignation – [Your Name]” to ensure your employer immediately understands the email’s purpose.

Your Statement of Resignation and Last Day

In the first sentence, clearly state your intention to resign from your position and specify your final day of employment. For instance, “Please accept this email as formal notification that I am resigning from my position as [Your Job Title], with my last day being [Your Last Day].”

An Offer to Help With the Transition

Leaving on good terms involves demonstrating your commitment to a smooth handover. In your email, offer to assist with the transition. This can involve completing outstanding projects, organizing your files, or helping to train your replacement.

A Brief, Positive Closing

Your closing remarks should be gracious. Express gratitude for the opportunity to have worked at the company, perhaps mentioning a skill you gained. A simple “Thank you for the opportunity” maintains a respectful tone and helps preserve relationships.

Your Contact Information

It is helpful to provide your personal email address and phone number. This allows your employer to contact you with any questions that may arise after your departure concerning your former responsibilities.

Resignation Email Template and Examples

Using a template can help ensure your resignation email is professional and clear. The following template includes the necessary elements for a standard resignation and can be adapted to fit your situation.

Standard Resignation Email Template

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

Please accept this email as formal notification that I am resigning from my position as [Your Job Title] at [Company Name]. My final day of employment will be [Your Last Day], two weeks from today.

Thank you for the opportunity to have worked in this position for the past [Your Length of Employment]. I have greatly appreciated the experience and have enjoyed working with my colleagues. I have learned a great deal, which I will carry with me throughout my career.

I am committed to ensuring a smooth transition during my final two weeks. I am happy to assist in training my replacement and will ensure all my projects are completed or handed off appropriately.

I wish you and the company all the best for the future. Please feel free to contact me at [Your Personal Email Address] or [Your Phone Number] if you have any questions after I depart.

Sincerely,

[Your Name]

For a more formal corporate setting, you might adopt a slightly more reserved tone:

Formal Resignation Example

Subject: Formal Resignation – [Your Name]

Dear Mr./Ms. [Manager’s Last Name],

I am writing to formally notify you of my resignation from the position of [Your Job Title] at [Company Name], effective [Your Last Day].

I am grateful for the professional and personal development opportunities that you have provided me during my time here.

I am dedicated to facilitating a seamless transition over the next two weeks. I am available to provide support in any way necessary to hand over my responsibilities.

I wish you and [Company Name] continued success.

Best regards,

[Your Name]

What to Do After Sending the Email

The period following your notice is important for maintaining your professional reputation. Be prepared for your manager to respond or request a meeting to discuss your departure. Use this conversation to reiterate your commitment to a smooth transition and discuss the logistics of your final weeks.

During your notice period, remain professional and focused on your responsibilities. Actively participate in the handover process, which includes documenting your work, organizing your files, and being available to answer questions from colleagues and your replacement.

Your company may request an exit interview, conducted by HR to gather feedback on the employee experience. If you participate, offer constructive and professional feedback. Focus on providing thoughtful insights that could be helpful to the organization.