Leaving a job is never an easy decision. Whether you’re moving to a new opportunity, going back to school, or simply taking a break, how you leave matters just as much as how you worked. A well-written resignation email shows respect for your employer and helps you maintain a positive professional reputation.
Why Writing a Resignation Email Matters
When you resign, your email isn’t just about quitting—it’s about leaving a good impression.
A professional resignation email:
Shows respect for your manager and team
Creates a written record of your decision and final work date
Helps you keep the door open for future opportunities
I’ve seen colleagues leave without a proper email, and it often left confusion and even frustration. Taking 10 minutes to write one can make all the difference.
Key Elements of a Resignation Email
Keep your message polite and clear. Here’s what to include:
Clear Subject Line – Example: Resignation – [Your Name]
Formal Greeting – Address your manager directly.
Statement of Resignation – Clearly state that you are resigning.
Notice Period – Include your last working day.
Gratitude – Thank the company or manager for the opportunity.
Closing Line – End on a positive and professional note.
Sample Resignation Email Template
Here’s a simple format you can adjust for your situation:
Subject: Resignation – John Doe
Dear [Manager’s Name],
I would like to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, e.g., October 30, 2025].
I am grateful for the opportunities and experiences I’ve gained during my time here, especially [mention specific learning or experience].
Please let me know how I can assist during the transition period. I hope to leave on positive terms and look forward to staying connected.
Thank you again for your support and guidance.
Sincerely,
[Your Name]
Mistakes to Avoid
Writing an overly emotional or negative email
Forgetting to specify your last working day
Sending the email at the last minute
Copying and pasting without personalizing
Conclusion
A resignation email is a small step that leaves a lasting impression. Keep it short, polite, and professional. The goal is to end your current chapter gracefully while leaving future opportunities open.