Best Resignation Email Example (+ Free Template, How to Write One)

resignation email

A resignation email is a type of informal resignation letter and resignation format. The email that is being 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 simply 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 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 provides the employee the opportunity to give feedback about the company, management, role, and more.

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:

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.

Email Subject Line

Below are resignation sample email subject lines to use.

Email Resignation Letter Sample

Below is a sample email message and resignation letter template when emailing a resignation.

Dear John —

I am writing to inform you that I’d like to resign from my position as Sales Engineer at XYZ Company. I’d love to have this discussion with you and try to transition my duties to another employee. Ideally, my end date would be July 10th.

I’m here to help transition any active projects. I’ve learned so much in this position and I am so grateful for the opportunity.

Sincerely,
John Smith

Email Resignation Letter Template

Use this sample resignation email template below to write a resignation email.

Dear [Supervisor/HR Manager Name] —

I am writing to inform you that I’d like to resign from my position as Sales Engineer at [Company Name]. I’d love to have this discussion with you and try to transition my duties to another employee. Ideally, my end date would be [Effective End Date].

I’m here to help transition any active projects. I’ve learned so much in this position and I am so grateful for the opportunity.

Sincerely,
[Your Name]

Resignation Letter Resources

Additional resignation letter resources.

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author: patrick algrim
About the author

Patrick Algrim is an experienced executive who has spent a number of years in Silicon Valley hiring and coaching some of the world’s most valuable technology teams. Patrick has been a source for Human Resources and career related insights for Forbes, Glassdoor, Entrepreneur, Recruiter.com, SparkHire, and many more.

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