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How to Write a Resignation Email Template? 10 Professional Samples

Resigning from a job? A well-written professional resignation email template is what you need to ensure a smooth exit. Staying professional in the resignation email will help you leave on good terms.

In this blog, I have shared tips on how to write a formal resignation email, along with 10 pre-written resignation email templates, which you can use for free.

resignation email template - 10 free templates

Why a Professional Resignation Email Template Matters?

A professional resignation email promotes clarity and leaves a good impression on your employer. No matter where you go, communication skills and ethics stand at the top of any skill you may have.

Therefore, writing a formal resignation email template upon your leave helps with future networking and references. While also avoiding misunderstandings about your resignation details.

How to Write a Resignation Email?

Email regarding resignation plays a crucial role in your career. Leaving on good terms helps strengthen your future reference. While writing a resignation email – be transparent, clear, concise, and professional.

Follow this structure to write an effective resignation email:

  • Use clear subject line – Example: Resignation [Your Name].
  • Start with a professional opening. Address your manager or HR formally.
  • Clearly define the resignation date and last working day. Ensure to keep up with the company policy.
  • Show gratitude – Thank your employer for the opportunities you’ve had. This point is optional but recommended.
  • Offer transition support – Indicate your willingness to serve during the notice period.
  • End your email with a formal closing, including a positive note and contact details.

Following this format, you can craft a professional and formal resignation email template for your employer.

Best Practices for Writing a Resignation Email Template

Some of the best practices for writing a resignation email include:

  • Keep it short, professional, and respectful.
  • Avoid negative comments about the company or colleagues.
  • Ensure your notice period aligns with your contract.
  • Send it at least two weeks in advance.

Many companies require employees to provide a 30-day notice before resigning. Make sure your resignation letter email aligns with your company policy.

10 Professional Resignation Email Templates

There could be many reasons for resigning from a job. Following are the 10 unique resignation email templates based on different scenarios.

1. Simple & Formal Resignation Email

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

I am writing to formally resign from my position at [Company Name], effective [Last Working Day]. Thank you for the opportunities provided. I appreciate my time at [Company Name] and will ensure a smooth transition.

Best regards,

[Your Name]

2. Two Weeks Notice Resignation Email

Subject: Resignation Notice – [Your Name]

Dear [Manager’s Name],

Please accept this email as my formal resignation, effective [Last Working Day]. I am committed to ensuring a smooth transition during my two-week notice period and will complete all pending tasks. I appreciate your support.

Sincerely,

[Your Name]

3. Immediate Resignation

Subject: Urgent: Immediate Resignation – [Your Name]

Dear [Manager’s Name],

Due to unforeseen circumstances, I regret to inform you that I must resign immediately, effective today. I appreciate the opportunities provided and apologize for any inconvenience.

Best regards,

[Your Name]

4. Gratitude Resignation Email Example

Subject: Thank You & Resignation – [Your Name]

Dear [Manager’s Name],
I want to express my heartfelt gratitude for the experiences and mentorship I have received at [Company Name]. I really had a great time learning and utilizing my skills in different areas. Now due to [add reason], I am formally resigning from my position [Designation], effective [Last Working Day]. Thank you for everything.

Sincerely,
[Your Name]

5. Short Notice Resignation Email

Subject: Short Notice Resignation – [Your Name]

Dear [Manager’s Name],
Due to personal reasons, I need to resign earlier than expected. My last working day will be [Date]. I apologize for any inconvenience and appreciate your understanding.

Best,
[Your Name]

6. Resignation Email for Career Growth

Subject: Career Growth Resignation – [Your Name]

Dear [Manager’s Name],
I have accepted a new role that aligns with my career goals. I appreciate my time at [Company Name] and will ensure a smooth transition. My last working day will be [Date].

Best,
[Your Name]

7. Resignation Email Template for Toxic Work Environment

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

After careful consideration, I have decided to leave due to the ongoing concerns regarding the work environment, which has significantly impacted my well-being and ability to perform my duties effectively.

Please accept this letter as a formal notification of my resignation from the position [Your Job Title]. My last working day will be [Date]. I appreciate my experiences and opportunities at [Company Name]. 

Thank you for your understanding.

Best,
[Your Name]

8. Resignation Email for Freelancing or Self-Employment

Subject: Resignation for New Endeavor – [Your Name]

Dear [Manager’s Name],

I am excited to pursue a new career path in self-employment. Please consider this email as a formal notification that I am resigning from my position at [Job Title] at [Company Name], effective from [Date]. I truely appreciate my time at [Company Name].

Thank you for your support and understanding.

Sincerely,
[Your Name]

9. Resignation Letter Template Email for Internship

Subject: Internship Resignation – [Your Name]

Dear [Manager’s Name],

As my internship term ends, I want to thank you for the learning experience you provided at [Company Name]. I am looking forward to gaining more experience and learning. Please consider this email as a formal notification of my resignation, effective from [Date].

Best,
[Your Name]

10. Resignation Email for Retirement

Subject: Retirement Announcement – [Your Name]

Dear [Manager’s Name],

After years of fulfilling services, I have decided to retire from my position [Job Title] at [Company Name] and pursue new opportunities. I am grateful for the experiences and professional growth I have gained during my time here, and I am proud of the contributions I have made to the team.

Please accept this email as formal notification that I will be retiring from my position as [Your Job Title], effective [Last Day of Employment].

Thank you for a fulfilling career and the support throughout my journey. 

Sincerely,
[Your Name]

Common Mistakes to Avoid in a Resignation Email

Avoid the following common mistakes while writing a resignation email;

  • Being too emotional or negative.
  • Forgetting to mention your last working day.
  • Not keeping a professional tone.
  • Sending it without proper notice.

Download the PDF of  25+ automated do-not-reply email templates for FREE!

Final Words

A well-written resignation email is essential for leaving on good terms while maintaining professionalism. Whether you are moving on for career growth, relocation, or personal reasons, using a structured resignation email template ensures clarity and healthy relationships.

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