How to Write a Resignation Email?


Writing a resignation email is an essential step when you’ve made the decision to leave your current job. It’s crucial to approach this process with professionalism and thoughtfulness. In this article, we will guide you through the process of crafting a well-written resignation email that effectively communicates your intentions while maintaining positive relationships with your employer and colleagues.

Understanding the Purpose of a Resignation Email

A resignation email serves as a formal notification of your decision to leave the company. It allows you to express gratitude for the opportunities you’ve had while informing your employer of your departure. By sending a well-crafted resignation email, you leave a lasting impression and ensure a smooth transition for both parties involved.

Resignation Email Templates

To assist you in crafting your resignation email, here are two templates you can customize to suit your specific situation:

Template 1: Standard Resignation Email
[Insert Date]


[Recipient's Name],

I hope this email finds you well. I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Resignation Date]. I have accepted a new opportunity that aligns with my career goals and aspirations.

I want to express my deepest gratitude for the opportunities and experiences I've had during my time at [Company Name]. The support and mentorship I received have been invaluable, and I am grateful for the chance to have contributed to the success of the team.

Please let me know how I can assist with the transition process. I am more than willing to provide any necessary information or train my replacement to ensure a seamless handover of responsibilities. I believe in the continued growth and success of the company, and I am committed to facilitating a smooth transition.

Thank you once again for everything. It has been a privilege to be part of the [Company Name] team. I wish you and the entire organization continued success in the future.

[Your Full Name]
[Your Contact Information]
Template 2: Resignation Email with Explanation
[Insert Date]

Dear [Recipient's Name],

I trust this email finds you well. It is with mixed emotions that I write to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Resignation Date].

Over the past few months, I have carefully considered my long-term career goals and personal aspirations. After much contemplation, I have decided to pursue a new opportunity that aligns more closely with my professional objectives. This decision was not made lightly, as I have genuinely enjoyed working with the [Company Name] team.

I am incredibly grateful for the growth and development I've experienced during my time here. The collaborative environment and the support of my colleagues have played a significant role in shaping my professional journey. I am confident that the skills and knowledge I've gained will continue to serve me well in my future endeavors.

To ensure a smooth transition, I am fully committed to supporting the handover process. Please let me know how I can assist in training my replacement or any other tasks required to facilitate a seamless transition.

I want to express my heartfelt appreciation for the opportunities and experiences I've had at [Company Name]. I sincerely wish the company continued success, and I am confident that the team will achieve great things in the future.

Thank you for your understanding and support throughout this process. If there are any further discussions or details you would like to address, please let me know.

Warmest regards,

[Your Full Name]
[Your Contact Information]

Example Resignation Emails

Example 1: Resignation Email for a New Opportunity

Subject: Resignation - [Your Name]

Dear Mr. Anderson,

I hope this email finds you well. After careful consideration, I have made the decision to resign from my position as Marketing Manager at ABC Corporation, effective July 15, 20XX.

I want to express my sincere appreciation for the opportunities I've had at ABC Corporation. The past five years have been incredibly rewarding, and I am grateful for the trust and support I've received from you and the entire team.

I have recently accepted a new role as a Senior Marketing Strategist at XYZ Company. This position aligns perfectly with my long-term career goals, and I am excited about the new challenges and growth opportunities it offers.

To ensure a smooth transition, I am committed to providing assistance during the handover process. I am more than willing to train my replacement and offer guidance to the marketing team. Please let me know how I can be of help.

Thank you once again for your guidance and mentorship. I have learned a great deal during my time at ABC Corporation, and I will always cherish the relationships I've built here. I wish the company continued success and prosperity.

Should you require any further information or assistance, please do not hesitate to reach out to me. I am happy to discuss this transition in more detail.

Emily Watson

Example 2: Resignation Email for Personal Reasons

Subject: Resignation - [Your Name]

Dear Ms. Johnson,

I hope this email finds you well. It is with a heavy heart that I write to inform you of my decision to resign from my position as Project Manager at XYZ Solutions, effective August 1, 20XX.

Due to unforeseen personal circumstances, I have had to reassess my priorities and make some difficult decisions. While I have thoroughly enjoyed working with the incredible team at XYZ Solutions, I have come to the conclusion that it is in my best interest to step back and focus on addressing these personal matters.

I want to express my deepest gratitude for the opportunities and support I've received during my time at XYZ Solutions. The collaborative work environment and the friendships I've formed have made a profound impact on both my personal and professional life.

To ensure a smooth transition, I am committed to assisting with the handover process. I am available to train my replacement and provide any necessary documentation or guidance to the project team.

Thank you for your understanding and support during this challenging time. I genuinely appreciate the empathy and consideration you have shown. It has been an honor to be part of the XYZ Solutions family, and I wish the company continued success.

If there is anything else I can do to facilitate a smooth transition, please do not hesitate to let me know. I am more than happy to discuss this further or provide any additional information you may require.

Best regards,

John Stevens

Preparing for Resignation

Before diving into the actual email writing process, take some time to reflect on your decision to resign. Evaluate your reasons for leaving and ensure that you’ve made a well-informed choice. Additionally, consider the timing of your resignation and be aware of any notice periods specified in your employment contract.

Tips for Writing a Resignation Email

  1. Be concise and direct: Keep your email concise and to the point. Clearly state your intention to resign without unnecessary elaboration.
  2. Maintain a positive and appreciative tone: Express gratitude for the opportunities and experiences you’ve had during your tenure. Avoid negative or critical language, as it can sour professional relationships.
  3. Avoid negative or critical language: Focus on the positive aspects of your experience and growth. Avoid venting personal grievances or pointing fingers.

Choosing the Right Format

A resignation email should follow a formal email structure. Begin with a clear and concise subject line that indicates the purpose of your email, such as “Resignation – [Your Name].” This helps the recipient understand the content immediately.

Salutation and Opening Paragraph

Address the recipient using their appropriate professional title, such as “Dear Mr. Smith” or “Dear Dr. Johnson.” In the opening paragraph, express your gratitude for the opportunities you’ve had in the company. Let them know that you have decided to resign from your current position.

Clearly Stating Your Intention to Resign

In this section, be clear and direct. State your intention to resign without ambiguity. Specify the effective date of your departure to provide your employer with ample time to plan for your replacement.

Explaining Your Decision (if necessary)

If you feel it’s appropriate, provide a brief explanation for your decision to resign. However, remember to focus on professional reasons rather than personal grievances. Keep this section concise and avoid delving into unnecessary details.

Highlighting Positive Experiences and Growth

Take the opportunity to highlight your accomplishments and express gratitude for the experiences and growth you’ve achieved during your time with the company. Emphasize the positive impact the organization has had on your professional development.

Offering Assistance with the Transition

Show your commitment to leaving on good terms by offering assistance with the transition process. Express your willingness to help train your replacement and ensure a smooth handover of your responsibilities. Propose a plan for knowledge transfer to ease the transition for your colleagues.

Closing Paragraph

In the closing paragraph, reiterate your appreciation for the opportunities and support you’ve received. Convey well wishes for the future success of the company and its employees. Maintain a positive and respectful tone throughout.

Proofreading and Editing

Before sending your resignation email, carefully proofread it for clarity, coherence, and professionalism. Check for any grammatical or spelling errors. Ensure that your email accurately reflects your intentions and conveys the right tone.

Following Up with a Conversation

Once you have sent your resignation email, it is advisable to schedule a meeting or conversation with your supervisor to discuss the details further. This allows you to address any questions or concerns they may have and ensures a smooth transition for everyone involved.

Maintaining Professionalism During the Notice Period

Throughout your notice period, it is crucial to maintain professionalism and fulfill your duties and obligations to the best of your abilities. Collaborate with your colleagues, tie up any loose ends, and offer support where needed. This will leave a positive impression and help you exit on good terms.

Saying Goodbye to Colleagues

If you feel inclined, inform your coworkers personally about your resignation. This gives you the opportunity to express your appreciation and bid farewell in a more personal manner. Additionally, consider organizing a farewell gathering or sending a thoughtful farewell message to maintain positive relationships.

Closure and Transition

As your departure date approaches, ensure that all outstanding tasks and projects are completed or appropriately handed over. Take the necessary steps to return any company property or assets in your possession. By tying up loose ends, you contribute to a seamless transition for your colleagues and successor.

Self-Care and Reflection

Leaving a job can evoke a range of emotions. Take the time to process your feelings and reflect on the lessons learned and the growth you’ve experienced. Prioritize self-care and use this transitional period as an opportunity to rejuvenate and prepare for new opportunities.


Crafting a well-written resignation email is an essential step when it comes to leaving your current job. By following these tips and using the provided templates and examples, you can effectively communicate your decision with professionalism and gratitude. Remember to approach the entire process with respect, maintaining positive relationships as you transition into the next phase of your career.

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