4 Best Resignation Email Examples (+ How to Write One) [Free Template]
A resignation email is a type of informal resignation letter and resignation format. The email sent on behalf of an employee resigning from their position is acting as the resignation letter. While most supervisors and professionals prefer a letter of resignation attached to the email, some employees prefer to write an email.
Employees who write a resignation letter email should speak with their supervisor about their desire to submit their notice and formal resignation before sending an email or letter. Speaking with the direct supervisor is a softer way to “break the news” to an employer and shows respect to the current employer and job. The employee and supervisor will normally discuss steps in transitioning the employee out of their role, determining their notice period, deciding on their last day of employment, and speaking about goals for the next two weeks.
If a supervisor asks the employee to submit a formal notice to the HR department, it is preferred by most departments to submit a letter in a business letter format, rather than writing an email. As an employee, it’s best to ask the human resource department what their preferred method is of receiving a resignation, by formal letter, or by a resignation email message.
Tip: It’s imperative that employees leave their current job in good standing. And that they show respect to their boss, the company, and more. Showing gratitude along the entire process is a great way to ensure that the employee leaves on “good terms” (having a good relationship) with the company.
During the final two weeks of employment, most managers will have transitioned all efforts and job duties to a colleague or new hire. They will appoint a new person to take over the responsibilities of the professional who is departing. On the final day of employment, the manager will perform an exit interview, which allows the employee to give feedback about the company, management, role, and more.
How to Resign by Email
Resigning by email is acceptable only during certain circumstances. If the employee cannot have a face-to-face conversation with their supervisor, a resignation email is acceptable. If the employee is capable of meeting with their manager but decides to resign by email, the manager might be caught off guard.
To properly resign by email, try to:
- Speak with the manager or supervisor before sending the resignation email.
- Decide on terms of the resignation and the transition period details.
- Include ideas in the email that assist the manager with transitioning job duties and responsibilities
- Be sincere and apologize for having to resign by email rather than writing a formal letter.
- Send the resignation email early in the week, on Monday morning or later in the week, on Friday afternoon.
Reasons for Leaving
In most circumstances, a formal resignation letter will not require the employee to disclose their reason for resignation. When asked, you may want to inform your manager or colleague with one of the following:
- Deciding to pursue a new career.
- Deciding to pursue a new job.
- Deciding to pursue a new job with better benefits and compensation.
- During or after maternity leave.
- Deciding to pursue higher education.
- During organizational or company structure changes.
- Deciding to resign due to personal reasons, personal health issues, family health issues, or another issue.
Tip: If you’re a senior executive who holds an employment contract, it’s recommended that you write a professional resignation letter and attach that to an email, rather than sending a resignation email.
Resignation Letter Email Tips
Follow these best practices to resign professionally.
Use a clear email subject line
Be sure to use an email subject line that clearly articulates the reason for the email is to resign or provide two weeks' notice. During a resignation, miscommunication can be difficult to navigate.
Give two weeks' notice
Two weeks' notice is standard practice amongst most jobs. Executive positions and academic positions have special circumstances. For most employees, providing two weeks' notice is ample time for the manager to replace their job duties and responsibilities.
A resignation email may not be the best place to write a short email. Be sure the resignation email is heartfelt, sincerely, and shows a healthy amount of gratitude to the employer for the opportunity.
Ask the manager about assisting with transferring job duties and job responsibilities during the transition period.
If there are questions about company benefits, unemployment, last paycheck details, or other human resource questions—use this email as a place to ask those.
Resignation Email Subject Line Examples
Below are resignation sample email subject lines to use.
- Notice of Resignation for [Name]
- Resignation for [Name]
- As discussed with [Supervisor], Resignation for [Name]
Email Resignation Letter Sample
Below is a sample email message and resignation letter template when emailing a resignation.
Two Weeks' Notice Email Sample
Below is a sample email message providing two weeks' notice.
Effective Immediately Resignation Email Sample
Below is a sample email message resigning from job duties and responsibilities immediately.
Retirement Resignation Letter Email Sample
Below is a retirement resignation email sample
Email Resignation Letter Template
Use this sample resignation email template below to write a resignation email.
Email Resignation Format
Below is the format to follow when writing a resignation email.
Below are resignation letters and free templates.
By Job Title
- Maternity Leave
- Board Resignation
- Personal Reasons
- New Job
- Better Salary and Benefits
- Hostile Work Environment
- Unhappy with Management
- Unfair Treatment
- Health and Stress
- Going Back to School
- Voluntary Resignation Letter
- Immediate Resignation Letter
- Two Weeks Notice
- Short Notice Resignation Letter
- 24 Hours Notice
- Part-Time Job
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