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Resignation Letter Email

This email template will help you create resignation letter in a professional manner.

Modern HR for Modern Teams

Table of Content

What is a Resignation Letter?

A resignation letter is an official document that is sent by the employee to their employer serving as a professional way to communicate the decision to resign. Furthermore it also provides important information such as the intended last working day.


Components of Resignation Letter

An employee must be aware of what a resignation letter should include. 

A resignation letter must include the following components:

1. The Opening

It is a tedious task to write a resignation letter. One has to be honest and professional while writing a resignation letter. A person has to be confident while writing a resignation letter and it should be concise and straightforward.

2. Give Proper Notice
A proper notice should be provided in advance to the employer so that he can manage all the work and assign an alternative person. A proper notice period if required should be served so as to complete all the necessary requirements.

3. Provide a reason for leaving

 A person who is resigning should provide a proper and justified reason regarding why he is leaving. A positive relation should be maintained with the employer of the previous organization.

4. Always be ready to train the replaced candidate
A person should always be ready to provide proper training to the replaced candidate and any instruction related to the work.
It also helps in a smooth workflow for employers.
 
5. Thank them for the experience
Always appreciate the company while leaving. Leaving on a good note maintains a positive relationship with the employer and the company.
 
If you cannot find good words to say just say simply that “Thanks for providing me the opportunity to work at your company”.
 
6. Wrap it up professionally
If you want to stay connected with the past employer, mention in the resignation letter about your personal contact information or social media platform id.
 Be professional throughout the conversation.

Resignation Email Letter Format

Format-1 (Resignation letter for joining a new job)

Subject: Resignation Notice 

Hi [Manager’s First Name], 

I hope you’re doing well. 

I am writing to formally resign from my position as [Your Designation] at [Company Name], effective [Last Working Day, typically two weeks from today’s date]. 

I have recently accepted an opportunity that aligns with my long-term career goals. This decision was not easy, as working at [Company Name] has been incredibly rewarding. I am truly grateful for the experiences, mentorship, and support I received here. 

Please let me know how I can assist during the transition. I am committed to ensuring a smooth handover of my responsibilities. 

Thank you once again for everything. 

Warm regards, 

[Your Full Name] 

[Your Designation] 

[Contact Information] 

Format-2 (Resignation letter for a role that’s not a good fit)

Subject: Resignation from My Position 

Hi [Manager’s First Name], 

I hope you’re well. 

After much consideration, I have decided to resign from my position as [Your Designation] at [Company Name], with my last working day being [Last Working Day]. 

While I am grateful for the opportunity, I believe the role isn’t the right fit for my skills and career aspirations. I feel it’s in both our best interests to part ways amicably at this point. 

I will do everything possible to ensure a smooth transition and assist in training a replacement if needed. 

Thank you for your understanding and support. 

Best regards, 

[Your Full Name] 

[Your Designation] 

[Contact Information] 

Format-3 (Resignation letter giving advance notice)

Subject: Notice of Resignation 

Hi [Manager’s First Name], 

I hope you’re doing well. 

I am writing to formally resign from my role as [Your Designation] at [Company Name], effective [Last Working Day, e.g., one month from today’s date]. I am providing this notice well in advance to ensure ample time for a smooth transition. 

Working at [Company Name] has been a valuable experience, and I truly appreciate the opportunities I have had here. 

I am happy to assist in training my successor and wrapping up my responsibilities during this period. 

Thank you for the guidance and support throughout my time here. 

Warm regards, 

[Your Full Name] 

[Your Designation] 

[Contact Information] 

Format-4 ( Resignation for higher education purpose)

Subject: Resignation for Pursuing Higher Studies 

Hi [Manager’s First Name], 

I trust you are doing well. 

I am writing to officially tender my resignation from my position as [Your Designation] at [Company Name], effective [Last Working Day]. 

I have made the decision to pursue higher education to advance my professional skills and career. While I am excited about this next chapter, I will deeply miss being part of the [Company Name] family. It has been a pleasure working here, and I am grateful for all the learning and support I have received. 

Please let me know how I can help during the transition period. I am committed to making it as seamless as possible. 

Thank you once again for everything. 

Best wishes, 

[Your Full Name] 

[Your Designation] 

[Contact Information]